Department Mass Update (2025) and New Fiscal Year Processing FAQ
GENERAL
DMU or the Department Mass Update eForm is the electronic form used to update new fiscal year information (salaries, FTE, etc.) for an entire department at one time.
A DMU eForm is technically not required. However, if you do not submit a DMU you would need to submit individual ePAFs for every employee who will be having a salary change effective 7/1. The DMU is highly recommended if you have mass changes effective 7/1.
You may change: Comp rate, FTE (must remain within the same benefit eligibility), home department, submit a termination, or summer terminations for faculty.
DMU training is not required for access. Even if you are familiar with the process from previous years we highly recommended that you review the DMU dates and all documents located in the Training section as changes may have occurred.
For FY 2025 the Budget Office implemented a change in the budgeting (EPM) process for campus. Campus employees will now be budgeted as indivdual employees rather than as a lump dollar amount rather resulting in a slight change in the DMU process. Campus and University of Utah Health will now have a similar process.
"Budgeted" employees are those who were individually budgeted for during the EPM process. For both Campus and U of U Health, most all employees should have been budgeted for individually by name during the EPM process and would therefore fall mostly in the "budgeted" group.
"Non-Budgeted" employees are those who were not individually budgeted for during the EPM process. There may have been some employees who weren't budgeted for individually by name because of their hire date (even though their position may have been accounted for) and would then fall into this "Non-Budgeted" group.
APPROVALS and ROUTING
For Campus departments the DMU eForm follows the same general routing as a regular eForm. It goes through two department level approvers and then executes to the system, there are no Budget Office or Human Resources approvals. The U of U Health goes through the two department approvals and then to their budget office for final approval when applicable, then executes to the system.
Only department heads and proxies may approve the DMU eForm.
COMPLETING and SUBMITTING
Yes. However, only one DMU eForm per group can be pending at a time. Once a form has executed to the system you may submit another. You can have both a budgeted and non-budgeted eForm pending at the same time.
The excluded list includes anyone with a pending ePAF at the time the DMU is initiated. If someone shows on the excluded list and you need to make a 7/1 change for them you can either wait for the pending form to be approved before you start the DMU or you can submit a separate ePAF for them after the pending form is approved.
Yes! This is a feature unique to the DMU eForm. Just click the "Save for Later" button and then go back to complete the form at another time by going to "Resubmit, Change, or Withdraw an eForm."
Go to your eForms homepage > Resubmit, Change, or Withdraw an eForm > Update Department Mass Update.
Anyone with ePAF initiator access can submit a DMU eForm.
The DMU eForm is open for 2 weeks. Please see the website for exact dates.
No. Distributions cannot be changed on the DMU eForm. Use D-Jobs to update distributions before opening your DMU form. Refer to the process flow for outlined steps.
All changes are effective 7/1 of the current year. The only exception are summer terminations for faculty; summer terminations can be effective 5/15 through 8/16, and you would indicate this in the DMU.
Yes. If one person starts the form and saves it, someone else can go in via "Resubmit, Change, or Withdraw an eForm" and complete/submit the form.
TECHNICAL
When the error message "Employee already has an ePAF action pending. See form ID xxxxx" appears please navigate to View an eForm and search using the eForm ID listed in the error message. If the eForm ID is for a DMU eForm then you will need to wait until that executes as you won’t be able to initiate eForms for any employees listed on the DMU.
The system uses the last information that was entered. The last ePAF submitted for an employee is what will be in effect on 7/1 and going forward. The last ePAF could be an individual ePAF, or it could be the DMU ePAF.
Only one person at a time should be in the form making changes.
No. Courtesy distribution rows are only entered if there is not an existing distribution row for the next FY.
To set up a new contract you will need to use a Hire ePAF. There is an automatic system initiated process in place to extend faculty who have existing 9/12 contracts.
You should submit the ePAF for the reclass after the budget information has loaded into PeopleSoft.
If you do not make any changes to someone on the DMU, their information will remain unchanged in PeopleSoft.
