ePAF - Frequently Asked Questions

• A system for submitting electronic transactions using the online system.  eForms include:
• ePAF-(Hire eForm, Edit Existing Job Change eForm, Change Employment Status eForm, Update Employee Personal Data eForm and Department Mass Update eForm)
• Employment Eligibility Verification (I-9/E-Verify)
• Upcoming forms include Cell Phone Reimbursement eForm, Additional Pay eForm, HR Security eForm, Affiliate/Non-Employee eForm.

University Administrative Policy 3-7

All users must follow Policy 3-003: Authorizations and Approvals Required for Financial Transactions when delegating and approving ePAF's. The eForms system has been defined in accordance with PPM 3-7 which dictates who is authorized to approve eForms.

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.

Click here to learn more about responsibilities as an ePAF User.

University Administrative Policy 3-003: Authorizations and Approvals Required for Financial Transactions dictates who is authorized to approve ePAF's. The system has been defined in accordance with this policy.

ePAF for Staff
When an ePAF is initiated for Staff, an automatic email will be sent to the Department/Org Head of the hiring department for approval. Once the request is approved, the system will then automatically route the ePAF to the Department/Org Head of the department, the hiring department reports to for the second approval (as identified on the HR Department Tree). If no Department head is found here, the ePAF is then routed up to the next level until two approvals are completed.

The Process

1. Initiator must attend ePAF & eI-9 training in order to obtain access to eForms.
2. Initiator logs into CIS before using eForms.
3. Initiator (normally a Payroll Reporter) initiates an eForm 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.

ePAF for Faculty
For Faculty, multiple approvals are obtained depending on the type of faculty appointment. Some examples are A & RPT Committee, Assistant Dean for Faculty Administration, SOM Executive Committee, Associate VP for Health Sciences, Dean for SOM, VP for Health Sciences, Dean of Academic Affairs, and Diversity Office etc.

Payroll reporters and anyone who will initiate eForms will be required to attend ePAF & eI-9 training prior to gaining access to the eForms system.

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, navigate to 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.

Contact your HR Service Team for support.

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 HR Service Team for support.

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 HR Service Team for support.