JotForm PAF

• Jotform Homepage: This page is a resource for determining what steps are needed to complete a personnel action, in addition to hosting forms for certain action types and employee classes (eClases).

• Action types completed through Jotform PAFs (depending on eClass) include: 

  • Changes to an employee’s current job

  • Special Rates

  • Adding a new job to a current employee’s record (non-recruited only)

  • Secondary Assignments

  • Hiring a Graduate Assistant or Exempt Temporary 

• Action types not completed through Jotform PAFs: If the action type for the employee’s eClass is not completed through a Jotform PAF, this homepage will direct you to the appropriate submission method. 

• Filling Jotform PAFs: Jotform PAF fields must be filled in the sequence they appear, as they are built to change and respond based on how you have answered certain questions. 

• Submitting Jotform PAFs to HR Operations: The email listed as the “HR Contact Email” will receive a “Submission Approved” email with a PDF attachment. This PDF must be submitted to HR Operations in ImageNow, along with any other necessary supporting documentation.  Users are responsible for submitting these documents to HR Operations in ImageNow in a timely manner (according to the Payroll Processing Schedule) to guarantee processing. 

• For help: Please contact the HR Operations team at pafs@vcu.edu, and include the employee's name, VID, and type of Jotform (i.e. Special Rate or Job Change Current Position).

1. Access the Jotform Homepage

2. Answer the intake questions:

   1. What is the employee’s Employee Class for this transaction? 

      1. Select the employee's Employee Class specific to the transaction you are trying to complete.

         1. Example: If the employee's Primary Employee Class is University, but you are wanting to add an Overload Hourly job to their record, select the Employee Class "Hourly".

      2. If you are moving the employee to a NEW Primary Employee Class, please select that Employee Class on the dropdown. 

   2. What is the Action Type? 

      1. Please note, you will enter the exact action reason on each form. This "action type" helps the form determine which outcome to show you.

3. The combination of the Employee Class and Action Type will give you information on how that specific action is completed. If the action is completed via Jotform PAF, the PAF itself will show for you to fill out.

• Review your answers before final submission.

  • Take this opportunity to review your submission for accuracy. You can go back to change answers if necessary. when absolutely necessary, as doing so will prolong the approval process.

• List the appropriate email as the HR Contact’s email.

  • List your email, or your unit’s shared email.

  • This email will receive sensitive information, and the PAF needed to submit the action to HR Operations in ImageNow.

• List an individual approver’s email one time only.

  • In the “Approvals” section of the form, you will be asked to provide the Email Address of individual approvers. List an email address only once. It may cause the approval workflow to break, which will delay your action from being processed on time.

• Conditional approvers are built into the workflow for you.

  • Central HR Offices are already worked into the approval workflow for each form; it is not necessary to list their emails in your submission.

    • A list of conditional approvers for all forms can be found here. They are also listed on the Jotform PAFs.

• Sentbox Guide: Instructions for setting up your Sentbox (Jotform’s inbox for users to see where their submissions are in the approval workflow).

• Conditional Approvers: A list of all conditional approvers for each form. Visual aids for each form are in the subpages beneath this page. 

• Approvers Guide for Users: A guide for how approvals work for Jotform PAFs

• 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.

• Employee History Report: A review on how to access the Employee History Report and what the data means regarding your employee’s status in Banner.

Editing a Jotform PAF will restart the approval workflow over again.

• Correcting submission for approvers' review: Edit your submission via the edit link provided in your Submission Confirmation, Approved, or Denied email.

  • When you edit your submission, you will see a box that says “REVISED”, and a field to specify which edits you have made. This is so approvers are aware that they need to approve your submission again, and are notified about what has been updated clearly.

• Correcting submission for HR Operations: If you need to correct your PAF for HR Operations to key the correctinormation, but the correction does not requireprovers' review, please add a sticky note or use Text annotation on the PAF in ImageNow before sending the PAF to HR Operations.

• Receiving PAF: When the entire approval process is complete for your submission, you will receive a “Submission Approved” email. This is title “Submission ApID} {Submission proved: {Form Title} {Employee Name} {Employee VID} {Submission ID}”.

  • The PDF aID} {Submission ttached to the “Submission Approved” email is the Personnel Action Form that must bID} {Submission e sent to the HR Operations queue in ImageNow for HRIS to process the transaction (along with any other necessary documents). HRIS will not accept any other versions of the submission data. It is your responsibility to send the PAF to HR Operations in ImageNow.

  • If you need to correct your PAF for HR Operations to key the correct information, but the correction does not required approvers' review, please add a sticky note or use Text annotation on the PAF in ImageNow before sending the PAF to HR Operations.

• Video Guide: How to find the PDF (in Gmail) and print it into ImageNow. For more instructions on printing into ImageNow, please see our Using ImageNow page.

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