Submitting Personnel Actions

HRIS Operations receives all personnel actions. There are several methods of submitting personnel actions: 

• ePAFs: 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. 

• PAFs: 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. 

• ePAF/PAF Processing Guidelines: A spreadsheet that details which submission method is used for specific personnel actions. 

• Payroll Processing Schedule: Please keep in mind the PAF deadlines (“PAF Received by HR” column) when submitting personnel actions for the respective pay period. Knowing the PAF deadlines is especially important to prevent overpayments.

  • For example, for actions effective between August 10 and August 24, HRIS Operations must receive the PAF by August 15 to guarantee processing for the upcoming pay date. 

•  Jotform Personnel Action Form: The decision tree will tell how to submit the action for the employee type. 

Effective March 1, 2025, the following paper PAFs will no longer be accepted by HRIS Operations, as these actions have moved to Jotform:

• Excel PAFs

• Faculty Off-Cycle Pay Action Forms

• DocuSign Secondary Assignment Forms

• Exempt-Temporary PAFs

• Pay Assessor Tools for Special Rate Actions (FSR/SRR/SRE/CTS/CTH) 

• Pay Assessor Tools for Classified and University Salary Group Changes (SGRP) 

Actions that were processed on these forms will now require a Jotorm PAF. The email address listed as the “Contact’s Email” on Jotform PAFs will receive a “Submission Approved” email upon completion of that submission’s approval process. Attached to this email is a PDF version of the form. This PDF is the Personnel Action Form that will need to be sent to HR Operations in ImageNow. HRIS Operations will not accept a printed version of the email itself or a printed copy of the unsubmitted form. This is because this PDF contains the user’s signature and signatures of approvers, which is necessary for state audits. 

The following PAFs will still be accepted by HRIS Operations:

• Talent custom data fields for any recruited actions, such as hires, promotions, competitive transfers, etc. for all applicable eClasses

• Pay Assessor Tools for Classified and University changes to current position (promotion in place, salary changes, etc.) and new positions without recruitment

The Jotform Personnel Action Form has a decision tree that will tell the user how to submit the action for the employee type. 

For example, if the employee’s Employee Type for the transaction is University and the Action Type is Change to Current Position, the form will direct the user to use the Pay Assessor Tool. 

If the employee’s Employee Class for the transaction is University and the Action Type is Special Rate, the Special Rate Jotform will appear.