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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.

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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.

Leavekeepers will want to refer to the “# of Hrs over/under paid.” The list is sorted by DEPT ID number and UFID#. Failure to act may result in employees receiving inaccurate pay and leave accrual.

Please be aware that this list may contain information you have already corrected either through the system or by working with Payroll Services. However, if corrections have not yet been made, please follow these steps:

1. In the myUFL system, view employee data in Weekly Punch Time and Weekly Elapsed Time under Manager Self Service, view Management Leave Accruals under Benefits, and/or view Review Paycheck under North American Payroll for the appropriate time frame.
2. Diagnose the problem in Time and Labor. Leave should only be used to bring the employee to his or her FTE. A common error occurs when someone enters leave and works more than expected without reducing the leave, resulting in an overpayment and excess leave accrual.
3. To correct the error:

   Within a 60-day window—
   Employees may adjust any time-worked or leave entries made within 30 days; a department may adjust employees’ time-worked or leave entries within 60 days. When adjustments are made in the myUFL system via the Weekly Elapsed or Weekly Punched screen, adjustments would require approval and would affect the employee's pay as needed.

   Beyond a 60-day window—
   Departments need to submit a “Prior 60 Day” request form to Payroll to make the adjustment. Please consult with your Payroll contact for instructions on how to complete this form. Also, when adjustments are made, employees’ pay will be affected as needed.

Please check with your Payroll Services contact at 392-1321 (SC 622-1321) for the timeline to process check reversals and Prior 60 Day requests.

*Please note: This is the last time Central Leave Administration will be providing an Excel file of the Sick Leave Accrual Error Report. In the future, departments may easily access leave-related reports under Enterprise Reporting and use the "Leave Accruals, Usage, and Balance by PPE and Dept Listing" to spot potential leave accrual issues, and are advised to do so on a regular basis.

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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