Presented by UNCG Financial Planning and Budgets

Goals of Electronic PAFS Implements the University’s Mission of more efficient processes Expands Departmental Control Improves governance and compliance Increases controls, accuracy, and processing speed Future 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 years Lack 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

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 Portal Section 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 Portal Section 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