| The Job Change Current Position Jotform is used to enter transactions regarding changing an employee’s current job/position. The scope of this form is split by Employee Class (eClass): Faculty, Postdoctoral, Adjunct, Graduate Assistant, Exempt Temporary, and Hourly eClasses: Staff and Hourly eClasses:
This Jotform replaces the Excel PAF, Faculty Off-Cycle Pay Action Forms, Exempt Temporary PAFs, HRCHG ePAF, and Pay Assessor Tools for Salary Group or Exemption Status changes (SGRP). These PAFs will no longer be accepted by HR Operations. Other job detail changes not included on the Jotform such as Working Title Change, Supervisor Update, etc. are still completed via ePAFs (or on PEAFACT for Faculty, if applicable). Instructions for job detail change ePAFs can be found here. |
| 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.
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| 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.
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| 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’s VID and select “Auto Complete Fields” **Ensure that the “V” is capitalized for the auto-complete function to work properly**
The Employee Name, Home Org, and Timesheet Org will auto populate. Enter your email as the Contact's Email. All updates concerning the submission will be sent to this email address.
Select the Employee Class. Select the Action Reason. Select the Job Type: Primary or Overload. Enter the Effective Date of the action. If the Employee Class is Salaried Non-Benefited (GA, EX, or AJ), enter the Effective Date and End Date. 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)
The Position Number will have auto-completed. The current Suffix will have auto-completed. The Working Title will have auto-completed Enter the employee’s FLSA status Confirm auto-completed position details, or update State Role Code, SOC Code, University Job Code as needed (if applicable). If the eClass is Faculty, choose the Faculty Rank. If the eClass is Hourly, enter the Job Code. Enter the Supervisor VID. Confirm or update 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: For Salaried Non-Benefited eClasses, 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, Account Code, and Percentages. The Total Percentage must be 100% to submit your form. Account Code is determined by eClass. Account Codes and Corresponding eClasses
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.
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| Conditional approvers for Job Change Current Position are determined by eClass and Action Type. They are as follows: Postdoctoral: Employee Class: Postdoctoral. Routes to: Postdoctoral Services (aebranch@vcu.edu)
Faculty: Employee Class: Faculty Action Reason: Salary Changes FHS (Health System Adjustment), FTE, FIP (Interim to Permanent), FOC (Change in Duties), FOE (Equity Adjustment), FOR (Retention), FOO (Other), FCE (competitive increase, external offer), and FCI (Competitive increase, internal offer)
Question: Please choose your workflow - Monroe Park or Health Sciences Routes to: Monroe Park: Provost Office (ofrrhr@vcu.edu) Routes to: Health Sciences: VPHSHR (vphshr@vcu.edu)
A visual aid for the Job Change Current Position approval workflow can be found here. |