ePAF Transactions

A personnel action form is required for the actions described below.

Employment actions are changes made to the information described below. 

Hire/Rehire

Hire is an initial appointment and refers to placing an individual on the payroll for the first time. Rehire is placing a former employee (who was previously in an appointed, budgeted position) into an appointed, budgeted position.

All New or Rehired Employees

Norman: All new hire paperwork should be submitted to Payroll and Employee Services, NEL 244. 
Tulsa: All new hire paperwork should be submitted to Human Resources.
HSC: Submit new hire paperwork as shown below.

 Forms/Paperwork Submit to...
I-9 Form
Loyalty Oath
Staff Handbook Acknowledgement
Automatic Deposit Transmittal
HSC HR Records
W-4 Form
Foreign National Information Form (non-resident alien only)
HSC Payroll

All New or Rehired Faculty

 Forms/Paperwork Submit to...
Affirmative Action Summary Equal Opportunity Office
Curriculum Vitae (CV)
Letter of official offer (full-time only)
Provost

 

Promotion

Promotion is the advancement of an employee to a position with a classification of higher responsibility and a higher pay grade.


Demotion

Demotion is the movement employee into a position with a classification of lower responsibility and a lower pay grade.

Transfer

Transfer is the movement of an employee from one department to another while maintaining the current level of responsibility and pay grade.

No documentation other than a completed ePAF is required for a transfer.

Leave of Absence

A leave of absence removes an employee from working status and is time taken for personal reasons, vacation, disciplinary action, employee illness, injury, or disability, illness or death of a family member, funeral attendance, military or civic duties, or for reasons defined as administrative leave.

When completing the ePAF, choose one of these reasons for the leave of absence.

  • Personal Reasons
  • Employee Illness/Injury/Disability
  • Funeral Attendance
  • Administrative Reasons
  • Disciplinary Action/ Suspension
  • Vacation
  • Military Leave 
  • Sabbatical
  • Jury Duty
  • Illness or Death of a Family Member

Return from Leave of Absence

A return from leave of absence reinstates an employee to working status. 

Termination

Termination ends the employment relationship.

Voluntary Termination

Voluntary termination is initiated by the employee. The employee must provide a written letter of resignation. The supervisor is recommended to write a letter accepting the resignation. The department should submit copies of both letters to Human Resources to be retained in the employee's record.

Involuntary Termination

Involuntary termination is initiated by the university. The department must provide a written letter of termination to the employee. Submit a copy of this letter to Human Resources. 

Reasons for Termination

When completing the ePAF, choose one of these reasons for termination.

  • Completion of Program
  • Death
  • Disability
  • End of Budget Year
  • End of temporary appointment Failure to return from leave
  • Grant / Funding expired
  • Job Abandonment
  • Reduction in workforce
  • Resigned – accepted an off campus position
  • Resigned – family reasons
  • Resigned – health reasons
  • Resigned – marriage
  • Resigned – personal reasons
  • Resigned – return to school
  • Retirement from OUHSC
  • Terminated by department
  • Transfer to Norman campus

Retirement

Retirement is when an employee ends their OU employment and begins receiving retirement benefits from Oklahoma Teachers' Retirement System, OU, and/or Social Security.

The employee must submit a letter of resignation for retirement to their department. The department must send a copy of this letter to Human Resources to be retained in the employee's record.  

Data change actions are changes made to the information described below. 

Full-Time Equivalency (FTE)

Full-time equivalent (FTE) is based on the total of all hours in an employee’s active job records. 1.00 FTE = 173.33 standard hours each month.

An FTE change is a change in the percentage of hours worked on average in a week by an employee.

Job Code

Job code is the identifier which defines an employee's particular position or classification.

Pay Raise

A pay increase for work performed in the current position.

Primary Department Number

A change to correct the primary department number an employee is assigned to. The department paying the greatest amount of an individual’s pay is determined to be the primary department, unless that department instructs Human Resources in writing of a different arrangement. The primary department directs where the employees’ checks, ETR panel, and mail are received.

Position Number

Number in a sequence that is controlled by the department and is used to identify a position/job.

Reclassification of Position

Review of existing position by HR to determine the appropriate job classification based upon the position description and duties.  Reclassification may result in a promotion or demotion by the position incumbent.

Find more information about position reclassification here. 

Payroll source changes are changes made to the information described below. 

Earnings Distribution

The amount an employee is paid for a particular position from a specific account.

Organization (G/L Account)

The account from which an employee is paid for a particular position.

Encourage employees to use PeopleSoft Employee Self-Service to report changes in personal data such as name, marital status, home address, email, and telephone number.

Changes in contact information should also be made in the university's emergency contact systems available through emergency preparedness

If these changes are a result of a life event like the birth of a child or marriage, your employee can find information about changing benefits here.

Review the processes for reporting time and leave here. 

Additional HSC Documents

  • HSC ePAF Reference Guide
  • Special Pay Form - For temporary employees and 3-month appointment
  • Add-On Pay Form - For additional regular hours that do not qualify as overtime or as PPP supplemental pay
  • Supplemental Employee Time Report - Use for the following reasons:
    • New appointees not on regular ETR panel
    • New appointees that start after paperwork/ePAF deadlines
    • Regular or overtime pay for employee's whose primary department is not your department
    • Correct past wage or salary error
    • Final pay for terminating employees