ePAF (electronic Personnel Action Form) Transactions

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.

Norman Campus Only:

Before a Hire or a PA2 ePAF is submitted, certain actions need to be completed. The actions to be completed depend on the type of ePAF submitted. 

Please use this document to help determine what must be done before submitting an ePaf.

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

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

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.

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

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

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 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.  

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

A pay increase for work performed in the current position.

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.

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

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. 

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

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