Personnel Actions

The guide below provides an overview of Personnel Actions, Reason Codes, and the Banner Forms and Fields as they relate to employment status, position information, and job detail information. For a list of required documents or processes by action type, please refer to the ePAF/PAF Processing Guidelines document. 

• Personnel Actions are records associated with a specific employee that detail the events of their employment with the University. The electronic record is housed in the Banner system with supporting documentation residing in ImageNow. HRIS Operations is the team responsible for maintaining the systems of record for each employee at the university. Actions are recorded and sent to this team, who ensures necessary information is recorded in Banner and then sends the documentation to the Personnel File in ImageNow. 

• Action Reason Codes describe the personnel actions taken during an employee’s tenure with the university. The HRIS Operations team utilizes these codes to record actions in the Banner system. While the codes are needed for systems purposes, the guidelines for when to use a given code are driven by VCU policy. When questions of policy interpretation arise, the HRIS Operations team will direct the inquiry to the appropriate subject matter expert to ensure that actions taken are in accordance with the VCU policy.

• Banner Forms and Fields refer to how data from personnel actions is captured and organized. A “form” in Banner is a collection of data fields that detail an aspect of the employment record. Each form has a unique purpose. There are forms for personal, employment, position, job, leave, and deduction information. Collectively, the forms are used to detail the employee’s journey with VCU and provide the necessary data to pay the employee for work performed. 

Overview of submitting personnel actions, processing timeline and turnaround, and how to communicate with HRIS Operations

A list of Action Reason Codes for personnel and position actions by eClass.

Spreadsheet of Hours per Day and Hours per Pay by FTE (Full TIme Equivalent)

A list of all VCU Employee Classes (eClasses) by eClass Type (Benefited, Salaried Non-Benefited, and Wage)

Overview of methods for submitting personnel actions, helpful tools 

Overview of the Jotform PAF, instructions on completing each Jotform PAF

Overview, helpful tips and tools, and instructions for completing the Hires Jotform

Overview, helpful tips and tools, and instructions for completing the Job Change Current Position Jotform

Overview, helpful tips and tools, and instructions for completing the Job Change New Position Jotform

Overview, helpful tips and tools, and instructions for completing the Secondary Assignment Jotform

Overview, helpful tips and tools, and instructions for completing the Special Rate Jotform

A guide for Jotform users who are submitting PAFs

Overview and list of the conditional approvers built into the Jotform approval workflow. Subsequent pages have visual aid for approval workflows.

A guide for Jotform approvers who need to submit their approval action for forms they have received

How to access the details and approval status on your Jotform submissions

Approval types for ePAFs by category

A list of ePAF error messages and how to resolve them

Glossary of ePAF terminology, description of ePAF statuses, overview of dates 

How to set up a routing queue for each ePAF

How to review, correct, and resubmit a returned ePAF

How to update an employee’s Employee Group on PEAEMPL in Banner

How to change the Job Labor Distribution for an employee’s position

How to update an employee's supervisor

How to update an employee's Home and/or Timesheet ORG

Overview of the Institutional Base Salary (IBS) code needed for Overload jobs

How to update the IBS code for an employee's position

How to update an employee's Working Title (For Faculty employees, use PEAFACT)

How to submit an Adjunct Contract Renewal ePAF

How to submit a Graduate Assistant contract renewal ePAF

How to update the minimum wage for AJ, GA, G9, and EX eClasses

An overview of the types of SW and WS ePAFs and when to use which one

How to submit pay changes or add a new job record for Student Workers 

How to submit a New Hire or Rehire ePAF for Student Workers that are not Active in Banner

How to submit pay changes or add a new job record for Work Study employees

How to submit a New Hire or Rehire ePAF for Work Study employees that are not Active in Banner

How to submit a Layoff Notification ePAF

How to submit an ePAF either putting an employee on leave, extending an employee's leave, or ending an employee's leave

How to submit a TERME (Termination of Employment) or TERMJ (Termination of Job) ePAF

A list of Termination Reason Codes used on Termination ePAFs. 

Introduction to ExpressHire

Instructions on completing ExpressHire, including checking for duplicates and entering PPACMNT

ExpressHire fields and codes and their definitions

How to update Employee Class data in Banner

Description of the Integrated Postsecondary Education Data System (IPEDS) code needed for Faculty employees

How to process Labor Redistributions for prior pays.

Frequently Asked Questions about the PHAREDS process