Job Change New Position Jotform Instructions

The Job Change New Position Jotform is used to enter transactions where the employee is moving to a new Primary or adding an Overload job.

This Jotform is used only when there is no recruitment. The Talent custom data fields are to be used as the Personnel Action Form when there was recruitment for the job.

The scope of this Jotform is for the following eClasses and actions:

• Faculty: New position without recruitment

• Postdoctoral: New position without recruitment

• Adjunct: New position without recruitment, when an AJREN ePAF does not apply

• Graduate Assistant: New position with or without recruitment, when a GREN ePAF does not apply

• Hourly: New position without recruitment

This Jotform replaces the Excel PAF and Exempt Temporary PAF. These PAFs will no longer be accepted by HR Operations.

• 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.

    • A list of conditional approvers for all forms can be found here. Conditional approvers for this form are listed at the bottom of this page.

  • Listing a conditional approver will cause that approver to receive duplicate approval action emails, which will break the approval workflow.

1. Answer the question “Are you saving this form as a draft?” 

   1. 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”. 

   2. 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. 

2. Fill in the Employee’s VID and select “Auto Complete Fields”

   1. **Ensure that the “V” is capitalized for the auto-complete function to work properly**

3. The Employee Name, Home Org, and Timesheet Org will auto populate.  

4. Enter your email as the Contact's Email. 

   1. All updates concerning the submission will be sent to this email address.

5. Select the Employee Class. 

6. Select the Action Reason. 

7. Select the Job Type: Primary or Overload. 

8. Enter the Effective Date of the action. 

   1. 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)

9. The Position Number will have auto-completed.

10. The current Suffix will have auto-completed.

11. The  Working Title will have auto-completed

12. Enter the employee’s FLSA status

13. Confirm auto-completed position details.

14.  If the eClass is Faculty, choose the Faculty Rank. 

15. If the eClass is Hourly, enter the Job Code. 

16. Enter the Supervisor VID. 

17. Confirm or update FTE, Hours Per Day, and Hours Per Pay. 

    1. 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.

18.  Enter the number of Pays.

    1. 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. 

19. Enter the Total Salary. 

20.  The Semi-Monthly Pay Rate automatically calculates based on the Total Salary and Pays entered. 

21.  Enter the Labor Distribution Indexes, Account Code, and Percentages.

    1. The Total Percentage must be 100% to submit your form. 

    2. Account Code is determined by eClass. Account Codes and Corresponding eClasses

22.  Add any comments/justifications. 

    1. If no comments are needed, enter "N/A" to continue

23. Upload any files that are necessary. 

    1. Files uploaded on the Jotform will be sent as email attachments to approvers and to the user in the “Submission Approved” email.

24. Click on the link to provide your signature. You may either Type or Draw your signature.

25.  Enter the number of needed additional approvers and fill in approver information. 

    1. **Only list each individual once. Do not list the same email address in multiple Approver spots.**

26. Click "Review Answers" and ensure that all answers are correct before submission. 

Conditional approvers for Job Change New Position are determined by Employee Class and Position Number.

Conditional approvers are as follows:

1. Postdoctoral: 

   1. Employee Class: Postdoctoral.

      1. Routes to: Postdoctoral Services (aebranch@vcu.edu)

2. Exempt Temporary - Executive Support:

   1. Position Number: EX0009 - EXES Executive Support

      1. Route to: Office of the President or Senior Vice President

         1. Karen Helderman - heldermank@vcu.edu

A visual aid for the Job Change New Position approval workflow can be found here.