Presented by UNCG Financial Planning and Budgets.

Electronic Position Action Form

Presented by UNCG Financial Planning and

Budgets

Goals of Electronic PAFSImplements the University’s Mission of more

efficient processesExpands Departmental Control

Improves governance and complianceIncreases controls, accuracy, and processing

speedFuture dating of Position Action Processes

within Fiscal Year (utilizing manual controls within Financial Planning and Budgets)

Emerging Banner to new heights by utilizing EPAF system to update Position Forms as well as Employee Jobs Forms.

Problems with Electronic PAFS

Lack of effective dating on Position Budget Form (NBAPBUD)Does not allow for future dated PAFs

crossing fiscal yearsLack of NBAPBUD history trail as

Banner is an overlay system

UNCG Usage of Electronic PAFS

1. Automated adjustments to Position Budget (NBAPBUD)

2. Automated modifications to both Position Budget (NBAPBUD) and Employee Jobs (NBAJOBS)

3. Automated alterations to “Report To” field on Position Definition (NBAPOSN) form

UNCG Non Usage of Electronic PAFS

Establishment of Positions (NBAPOSN)

Abolishment of Positions

Organizational Changes

Title Changes (NBAPOSN)

Accessing Electronic PAFS

Electronic PAFs are accessed using Self Service.UNCG has two entry portals for electronic personnel

actions, which are located on the “Employee” tab in UNCGenie (UNCG’s Self Service).Position Actions Portal – electronic PAFs that perform

actions that only update the position data on NBAPBUD. Utilizes position number only.

Person, Job, and Position Actions Portal – known as the “Combo PAF” – allows for changes to person or job actions or a combination of person, job, and positions actions, updating both NBAJOBS and NBAPBUD. Utilizes employee identification number and position number associated with current job.

Position Actions Portal

Enter into Self Service/ UNCGenie.

Select Employee Tab.

Select Electronic Personnel Action Forms.

Position Actions Portal

Select Position Actions (Updates position actions only or NBAPBUD).

Requires a position number to begin.

Position Actions Portal Fiscal Year:

Automatically populates Position: Enter 6-digit

position number (Note: System will not populate correctly unless position number is 6 digits.)

Approval Category: PAF Position Labor

Distribution, PAFPLD for changes to NBAPBUD

PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN

Click radio button “Go” to navigate to the Electronic Personnel Action Form.

Position Actions Portal Fiscal Year:

Automatically populates Position: Enter 6-digit

position number (Note: System will not populate correctly unless position number is 6 digits.)

Approval Category: PAF Position Labor

Distribution, PAFPLD for changes to NBAPBUD

PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN

Click radio button “Go” to navigate to the Electronic Personnel Action Form.

Electronic Personnel Action Form

Electronic Personnel Action Form Effective Date: Date

action is to be effective. FOAP Change:

Add NEW FOAPAL Remove OLD FOAPAL

Budget Change: Increase/Decrease

Budget: Highlight old budget amount and type in new budget amount.

FTE Change: Increase/Decrease FTE:

Highlight old FTE and type in new FTE

Save. (Note: Amount to post and percent update automatically.)

Electronic Personnel Action Form Routing Queues and Comments

Routing Queue: Select appropriate

routing queues by clicking on the User Name Magnify Glass for each approval level.

Approval levels may be added by clicking on the “Drop Down Arrow” in the blank Approval Level boxes and selecting appropriate Required Actions.

Comments: Allows departments to

communicate additional details to approval levels.

Save PAF. Submittal of PAF.

Position Actions Portal Supervisor Change

Fiscal Year: Automatically populates

Position: Enter 6-digit position number (Note: System will not populate correctly unless position number is 6 digits.)

Approval Category: PAF Position Labor

Distribution, PAFPLD for changes to NBAPBUD

PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN

Click radio button “Go” to navigate to the Electronic Personnel Action Form.

Position Actions Portal Supervisor Change

Position Reports To: Enter New Supervisor Position Number in the New Value Field.

Routing Queues: Select applicable approval levels.

Comments: Allows departments to communicate additional details to approval levels.

Save.Submit.

Person, Job and Position Actions Portal

In Self Service/UNCGenie, select Employee Tab.

Select Electronic Personnel Action Forms.

Select Person, Job and Position Actions Portal (Changes person or job actions of a combination of person, job and position actions).

Requires the Employee ID number to begin.

Person, Job and Position Actions Portal

ID: Enter an ID, select the link to search for an ID, or generate an ID.

Query Date: Enter date action is to be effective.

Approval Category: Select PAF Labor Distribution, PAFLDS, from the drop down menu.

Click radio button “Go” to navigate to the Electronic Personnel Action Form.

Person, Job and Position Actions Portal

Select current Active Job for the employee.

Click radio button “Go” to navigate to the Electronic Personnel Action Form

Person, Job and Position Actions PortalSection One: NBAPBUD Labor Distribution

Effective Date: Date action is to be effective.

Enter FOAP, Budget and FTE changes as applicable.

Change current FOAP Add New FOAP Remove OLD FOAP Change Budget Change FTE

(Note: Percent and Amount to Post are non enterable fields that are updated by changes to labor distribution.)

Person, Job and Position Actions PortalSection Two: Labor Distribution Job Annual Salary with FTE

Job Effective Date: Should be the same as the Query Date.

Personnel Date: Enter the first day the employee works.

Annual Salary: The total paid to the employee.

FTE: The percent of time the employee will be working in this position. Full-time = 1.0 less than full time adjust accordingly.

Job Change Reason: This code indicates why this job record was created, or changed and what if any additional actions need to be taken depending on specified Jobs Effective and Personnel Dates.

Effective Date: Should be the same as the Query Date.

Jobs Labor Distribution Grid: Update FOAPAL and Percent information as necessary for action.

Save.

Electronic Personnel Action Form Routing Queues and Comments

Routing Queue: Select appropriate routing

queues by clicking on the User Name Magnify Glass for each approval level.

Approval levels may be added by clicking on the “Drop Down Arrow” in the blank Approval Level boxes and selecting appropriate Required Actions.

Comments: Allows departments to

communicate additional details to approval levels.

Save PAF. Submittal of PAF.

Searching for Electronic PAFS Position Only PAFs

Unlike EPAFs that can be searched by an employee name, ID number or transaction number, Position Only PAFs can only be searched by transaction number in Self Service.

However, PAFs will appear first in the list of transactions.

Person, Job and Position Actions Portal

Can be searched by an employee name, ID number or transaction number.

Position Only PAFs

EPAFS and

Person, Job and Position Actions