| The Hires Jotform is used for Graduate Assistants and Exempt Temporary Primary Employee Classes (eClasses) when the employee is either a New Hire (has never been employed by VCU before) or a Rehire (has been employed by VCU before and is Terminated in Banner). The Hires Jotform replaces the Excel PAF and the Exempt Temporary PAF. These outdated PAFs will no longer be accepted by HR Operations. If your Graduate Assistant of Exempt Temporary employee is Active in Banner and you are adding a new job to their record, please select the Action Type “New Position”. This will direct you to the Job Change New Position Jotform, and will list the appropriate Action Reasons. |
| Sentbox Guide: Instructions for setting up your Sentbox (Jotform’s inbox for users to see where your submissions are in the approval workflow). Conditional Approvers Visual Aid: A flowchart that describes how the Secondary Assignment approval workflow is structured 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.
|
| Be sure that your form’s fields are entered correctly before submission. You will be able to review your answers before final submission. Please take this opportunity to review your submission for accuracy. Any and every time the form is edited and resubmitted, the approval workflow will restart from the beginning. Any approvers listed will receive another email asking them to approve the updated submission. Please only edit your submission when absolutely necessary, as doing so will prolong the approval process. Do NOT list the employee’s email as the “HR Contact Email”. This email address will receive sensitive information. It is used in the following ways: As the user who will be able to see the submission in their Sentbox As the email address who will receive the “Submission Confirmation” email As the email address who will receive all submission approval updates (“Submission Denied”, “Submission Approved” emails) As the email address who will receive the final Personnel Action Form to send to HR Operations in ImageNow As the email address HR Operations might reach out to if any questions about the Personnel Action Form
Do NOT list any approver in more than one spot. In the “Approvals” section of the form, you will be asked to provide the Email Address of individual approvers. Listing an individual in more than one spot will BREAK the approval workflow and your submission will not be processed in a timely manner.
Do not list any conditional approvers in the “Approvals” section of the Jotform. Central HR Offices are already worked into the approval workflow for each form. Listing a conditional approver will cause that approver to receive duplicate approval action emails, which will break the approval workflow.
|
| Answer the question “Are you saving this form as a draft?” If you are saving the form as a draft, select “Yes”. When you are finished with your draft and hit “Submit”, you will receive an email with a link to your draft. The approval process will not start until the draft is edited and this question is answered with “No”. If you are not saving this form as a draft, select “No”. This will ensure that upon submission, your form is routed through the approval process.
Fill in the Employee VID and Employee First and Last Name. Enter your email as the Contact's Email. All updates concerning the submission will be sent to this email address.
Enter the Home Org and Timesheet Org. Select the employee’s Employee Class. Answer the question, “Does this hire have prior VCU Service?” If “YES” is selected, the Action Reason “HRE: Re-hire” will populate. If “NO” is selected, the Action Reason “HNW: New Hire” will populate.
Enter the Effective Date and End Date for the employee’s contracted appointment. Note that the Effective Date must align with Pay Period Start Dates and the End Date must align with Pay Period End Dates. (Pay Period for Online Entry Dates)
Choose the Position Number for the employee. If Employee Class = Exempt Temporary, use the dropdown to select your Position Number. If Employee Class = Graduate Assistant, use the dropdown to select your Position Number. If the Graduate Assistant is a Teaching Assistant and needs an individual position number, choose “Teaching Assistant (Other)”. Then enter the TA position number on the “Position Number Graduate Teaching Assistant (TA)” field.
Enter the Suffix. For New Hires this is “00”. For Rehires, if unsure of the correct suffix, please use the Employee History Report in the PA Folder on the Reporting Center.
Enter the Supervisor VID. Enter the FTE, Hours Per Day, and Hours Per Pay. Please be sure to enter FTE correctly. 100% FTE = 1.000. If entering FTE less than 1.000, enter digits of FTE followed by 0 until decimal is correct. For example, 70% FTE is 0.700.
Enter the number of Pays. Note: This is the number of pay periods from the Effective Date to the End Date. For example, if the Effective Date is 08/10/2024 and the End Date is 08/09/2025, the number of Pays is 24.
Enter the Total Salary. The Semi-Monthly Pay Rate automatically calculates based on the Total Salary and Pays entered. Enter the Labor Distribution Indexes and Percentages. The Total Percentage must be 100% to submit your form.
Add any comments/justifications. If no comments are needed, enter "N/A" to continue
Upload any files that are necessary. Files uploaded on the Jotform will be sent as email attachments to approvers and to the user in the “Submission Approved” email.
Click on the link to provide your signature. You may either Type or Draw your signature. Enter the number of needed additional approvers and fill in approver information. **Only list each individual once. Do not list the same email address in multiple Approver spots.**
Click "Review Answers" and ensure that all answers are correct before submission.
|
| Conditional approvers are built in to the approval workflow. These conditional approvers are Central HR Offices that are required to see Personnel Action Form submissions if the submission meets certain requirements (conditions). For Hires submissions, the conditional approvers are as follows: Exempt Temporary - Executive Support: Position Number: EX0009 - EXES Executive Support Route to: Office of the President or Senior Vice President Karen Helderman - heldermank@vcu.edu
A visual aid for the Hires approval workflow can be found here. |