Personnel Action Basics

Submitting Personnel Actions -

HRIS Operations receives all personnel actions. For personnel actions that can be entered directly into Banner using electronic personnel action forms (ePAFs), the NOAEPAF screen is used and actions submitted will be reviewed, approved, and applied by the operations team. All personnel actions not submitted through Banner are sent to HRIS Operations via ImageNow and placed in the HR Operations queue.

Actions submitted in ImageNow should always consist of the appropriate fully approved form, contract, and any necessary additional supporting documentation.

Processing Timeline and Turnaround -

HRIS Operations always processes personnel actions for the current pay period or retroactive pay periods before actions dated for future pay periods. The PAF submission deadline, as published on the Payroll Processing Calendar, generally falls on or around the two semi-monthly pay dates. This deadline is the last day actions can be submitted that guarantees completion for the current pay period.

While actions are prioritized this way throughout the year, during peak operational times, the deadline is strictly observed, as often there are too many actions to process those submitted after the deadline. In the event that actions are submitted late, HRIS Operations makes every effort to process actions that concern the initiation or change of base pay on an employee’s primary job. However, processing can not be guaranteed if actions are received after the deadline. Generally, actions submitted for the current pay or previous pay periods can be expected to be processed within 3 business days of receipt, unless the completion of the action must be held until the effective date or close of payroll to prevent systems or pay errors.

Communicating with HRIS Operations -

When questions arise around the details of an action already submitted to HRIS Operations, the analyst will return the ePAF or PAF packet to the submitter with a note about what needs to be addressed.
For actions in Banner, the submitter will receive a notification from the system upon login that an action has been returned for correction.
For actions submitted in ImageNow, the PAF will be returned to the department queue that submitted the action for review. In cases that require more involved interaction to process, the analyst or a member of the Operations team may reach out directly to the submitter via email or phone.

Questions regarding the processing of personnel actions, Banner records, or documentation in ImageNow can be sent to the Operations team via email at PAFS@vcu.edu or by calling (804) 827-1770.

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