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Successful launch of ePAF currently underway

In response to the campus-wide need for a streamlined approach to data-entry, Human Resource Services has introduced a series of new electronic Personnel Action Forms (ePAFs). The ePAFs replace the current myUFL practices by providing a more intuitive format of data entry on fewer pages.

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Compensatory leave cash-out must be entered by May 28

All special and overtime compensatory leave on balance as of May 18 will be cashed out during the pay period ending June 1, 2006. Overtime and special compensatory leave earned after May 18 will be part of the 2006-07 fiscal year balances.

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Summer student employees may need reclassification in May

Students currently working in your department may be classified as FICA-exempt employees through May 18, 2006, at which time departments will need to determine if those employees are eligible to continue in a FICA-exempt student status or need to be changed to OPS via an ePAF.

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Faculty and grad assistant summer appointments process automated

Summer jobs for nine-month faculty and graduate assistants will be processed this year via a summer job file that will be available to the departments the week of April 17. This file will enable departments to automate the summer jobs, in most cases eliminating the need to enter the appointment in ePAF. Once departments have updated the summer job file and it has been reviewed by the Academic Personnel Office, the information will be automatically applied into job data in the myUFL system. In addition, a termination record will be created for each employee’s summer job based in the term indicated by the department.

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Nine- and ten-month employees automatically placed on “Short Work Breaks”

Nine- and ten-month employees—including graduate assistants, faculty, and TEAMS—will be automatically placed on “Short Work Breaks” in the myUFL system for the summer semester.Job actions will be automatically added for employees with nine- and ten-month appointments over the weekend of April 15 using the action/reason combination of Short Work Break (SWB)/Short Work Break (SWB) with an effective date of 5/16/06 for nine-month employees and 6/9/06 for ten-month employees.

Time reporting also will be automatically inactivated for the Short Work Break period. Departments are encouraged to verify that this process has been completed so these employees do not continue to be paid during the summer months.

To ensure a new job row can be created, no job actions (such as department ID changes, transfers, pay-rate changes) may be pending, nor may there be any future-dated job rows for affected employees. Please review your employees’ data by Thursday, April 13, to make sure none of these exist.

To prepare for this process, a report is now available via Enterprise Reporting noting those employees who will be put on Short Work Break based on their appointments in the myUFL system. To view the report, navigate to Public Folder > Human Resources Information > Workforce Information.

If an employee is not scheduled to be employed beyond May 15 or June 8 of 2006, a termination with the correct action/reason code needs to be completed. Please be sure that the termination is entered before the Short Work Break process is applied in the myUFL system.

Information about summer appointments as well as returning employees from the Short Work Break will be provided at a future date.

Questions? Please contact Academic Personnel at 392-1251 (SC 622-1251) for information regarding faculty and graduate assistants and Employment and Classification at 392-4621 (SC 622-4621) for information about TEAMS employees.

Review Sick Leave Error Report for over- or under-accruals

Please review the Sick Leave Accrual Error Report (edit: as of October 2006, please refer to Enterprise Reporting for this information) that lists employees who appear to have either over- or under-accrued leave in various pay periods from October 6, 2005, to March 9, 2006. (Please see note below* for details regarding the future of this report.) Over- and under-accrual of leave are usually indicators of overpayment or underpayment, as leave accrual is based on the number of hours worked.

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VISA status reports circulated for review

In early April, administrators in your department or college will be receiving a new VISA status report. This report is available in the myUFL system under Enterprise Reporting and is used to track foreign national employees on VISAs by providing the status and expiration date of current VISAs.

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