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Frequently Asked Questions

ePAF Overview

1. What is ePAF?

ePAF Users

1. Who will use ePAF?
2. What are my responsibilities as an ePAF User?

Getting Access

1. How does ePAF work?
2. How do I gain access/learn to use the new system?
3. Delegating authority to approve ePAF's

Other Questions

1. Didn't I already fill out a form designating the 2 people that sign our PAN's? Will they be my department's approvers in the ePAF system?
2. What if the head of my department is out for an extended period and unavailable to delegate approval authority during the ePAF implementation period? Can my ePAF's be approved while they are out?
3. What if the wrong person is listed as the head of my department on HR's department tree?
4. What if my department doesn't really report to the department above it on HR's department tree, or the departments below mine are not correct?
5. Who can I contact if I have questions?

ePAF Overview

1. What is ePAF?
   ePAF or e-PAF [e-pahf] n.
   
   
   1. A system for submitting electronic Personnel Action Form online.
   2. The automated alternative to the manual paper PAN process.
   3. Includes a process for electronic approval routing.
   
   

ePAF Users

1. Who will use ePAF?
   Users of the new ePAF system will include Payroll Reporters, Department/Org heads and individuals authorized to approve personnel changes on their behalf. Click here to learn more about ePAF users.
   
   
2. What are my responsibilities as an ePAF User?
   
   

Getting Access

1. How does ePAF work?
   Today, Payroll Reporters manually request approval signatures for PAN forms prior to sending it to HR. The person preparing the PAN form will know who is authorized to sign the PAN and those responsible in their absence.
   
   University Administrative Policy 3-003: Authorizations and Approvals Required for Financial Transactions dictates who is authorized to approve ePAF's. The new system has been defined in accordance with this policy.
   
   For Staff, this is the head of the department the employee reports to (approver 1), and the head of the department that the employee's department reports to (approver 2). The system uses HR's Department Tree to determine which department approver 2 will come from. The default ePAF approver is always the Department/Org Head. However, they may choose to delegate the day-to-day functions of ePAF's to other employees. To delegate your ePAF functions, complete a Manage Personal Workflow eForm which can be found in ePAF on the Campus Information System (CIS). To review who your default ePAF approvers will be, lookup your department on the HR Department Tree by logging into Campus Information System (CIS) and navigating to the HR Department/Org Head Lookup link in the Human Resources Management pagelet.
   
   The Process
   1. Initiator must attend ONE ePAF training in order to obtain access to ePAF.
   2. Initiator logs into CIS before using ePAF.
   3. Initiator (normally a Payroll Reporter) initiates an ePAF within their department(s).
   4. ePAF is sent to the Department/Org Head or the Delegated Approver of that department as defined on the HR Department Tree.
   5. Two approvals are obtained and the ePAF is complete.
   
   For Faculty, multiple approvals are obtained depending on the type of faculty appointment. Some examples are A & RPT Committee, Asst Dean for Faculty Administration, SOM Executive Committee, Assoc. VP for Health Sciences, Dean for SOM, VP for Health Sciences, Dean of Academic Affairs, Diversity Office etc.

2. How do I gain access/learn to use the new system?
   Payroll reporters and anyone who will fill out personnel action forms (those who prepare PAN forms currently), will be required to attend ONE training prior to gaining access to the new ePAF system. HR is offering over 30 training sessions between May 19th and June 6th, giving you the opportunity to find a session time that works for you. If you would like to register for a training session, choose the appropriate link below:
   
   ePAF Training for Campus (non-Hospital) Payroll Reporters (Morning Sessions)
   ePAF Training for Campus (non-Hospital) Payroll Reporters (Afternoon Sessions)
   ePAF Training for Hospitals & Clinics Payroll Reporters (Morning Sessions)
   ePAF Training for Hospitals & Clinics Payroll Reporters (Afternoon Sessions)
   
   During training, payroll reporters will be shown how to train the Approvers in their departments on how to approve ePAFs and how to use the Manage Personal Workflow eForm to delegate proxies and alternate approvers.
   
   
3. Delegating authority to approve ePAF's
   

   The default ePAF approver is always the Department/Org Head.

   Department/Org Heads can access the ePAF system and carry out approval while out of the office wherever the internet is available. In practice, Department/Org Heads may choose to delegate the day-to-day functions of ePAF's to other employees. To delegate this responsibility, complete the Manage Personal Workflow eForm which can be found in ePAF on the Campus Information System (CIS).

   University Administrative Policy 3-003: Authorizations and Approvals Required for Financial Transactions provides for responsible delegation, noting that the department head remains ultimately responsible for all approvals carried out on their behalf. To this end, the ePAF system has been designed to allow department heads to delegate approval authority in 3 different ways, in an effort to support departments of various sizes and organizational structures. Department heads can delegate current employees into the following 3 roles: Proxy, Alternate, Backup.

   Learn more about ePAF Delegated Approvers.
   

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Other Questions

1. Didn't I already fill out a form designating the 2 people that sign our PAN's? Will they be my department's approvers in the ePAF system?
   HR sent out an email the first week of May requesting departments identify who currently signs their PAN forms using a web based form to submit the information. The names you submitted will NOT be used in the new ePAF system. HR gathered these names for informational purposes only…to better support departments who may have questions on how to identify appropriate approvers, or whose department heads are unavailable during ePAF's implementation but wish to begin using the new ePAF system.
   
   
2. What if the head of my department is out for an extended period and unavailable to delegate approval authority during the ePAF implementation period? Can my ePAF's be approved while they are out?
   HR will support your department in setting up other approvers so that you may begin using the system and have personnel actions approved while they are out. Contact your HR Service Team for support.
   
   
3. What if the wrong person is listed as the head of my department on HR's department tree?
   The person listed as head of the department MUST be the individual ultimately responsible for the department's business transactions including financial and personnel transactions. This should be a vice president, dean, director, chair, or the like, and will not necessarily be the person that administers the day-to-day financial/personnel transactions. If you believe the wrong person is identified on HR's department tree, contact your Service Team for support.
   
   
4. What if my department doesn't really report to the department above it on HR's Department Tree, or the departments below mine are not correct?
   Notify your HR Service Team who can support you in getting the tree corrected.
   
   
5. Who can I contact if I have questions?
   Contact your HR Service Team with any questions about the new ePAF system, training opportunities, important dates, and more. Find your Service Team at http://www.hr.utah.edu/contact/search/.
   
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