The hire eForm is used to create a new hire or transfer from an outside department to your department. Non-Recruit hires are started under Start a Personnel Action and Recruit hires will be generated to your worklist, available under Evaluate an ePAF.

If a recruit hire needs to be a transfer you can do so by clicking the transfer button before submitting. To transfer a non-recruit hire choose Transfer Non-Recruit under Start a Personnel Action.

New hires, rehires, and transfers may receive a system generated ANF notification. All information in this notification will come from the submitted hire/transfer request so accuracy is important when submitting these requests. Employees will be referred to their department if they have questions about the details in this ANF notification.

Like its name suggests, this form is used when changing HR status, including leave of absence (both paid and unpaid), separations and retirement. Returning from leave is also recorded on this form, unless job information is changing as part of the return, in which case the Job Change form should be completed instead.

Retirements and FMLA are processed by the UM System Benefit and Retirement teams, not campus departments.

If any job data information needs updating on a return from leave of absence (RLOA), proceed with a job change ePAF.

The job change form should be used to make updates to job information for an existing, active employee including supervisor, FTE and compensation rate. Changes to job code and/or deptID need to be submitted under Transfer Non-Recruit.

If you are making a change to the record and the employee is on leave, there will be a return from leave button. Toggle to "Yes" to return from leave in addition to job changes.

If the only change being requested is to return an employee from leave, please proceed to the status change.

If the only change being requested is to the funding/mocode, proceed to the JED ePAF.

The Additional Pay is used to submit additional earnings that an employee will be paid in addition to their base pay. HR Policy determines which additional pay actions are available for exempt and/or non-exempt employees, and for benefit-eligible or non-benefit eligible (temporary) employees. For example:

• Hiring Incentive (REL) - Benefit-eligible employees
• Moving Allowance (MOV) - typically only granted to benefit-eligible employees
• Award (AWD) - Established award programs with division approval
• Extra Compensation (EXT) - Exempt employees only

All actions must have appropriate approval prior to processing. See the Additional Pay Training Guide (PDF) and HR Policy Manual HR-214 Extra Compensation for more information.

Non-paid appointments that require an affiliation with a department use the Courtesy Hire form. Courtesy appointments can be useful for many different reasons, such as establishing a university email address, access to logins requiring a university ID/password, library access and more.

• To request a courtesy for an existing emplID use the Hire Non-Recruit option, choosing empl class Courtesy
• To request a courtesy for a courtesy that needs an emplID, begin with Create EmplID option.

Yearly review of courtesy appointments is needed to ensure only necessary appointments exist. Please review the following policies for more information:

• HR Policy Manual HR-513 Volunteers
• Electronic Email Use and Management Procedures (Volunteers and Consultants)

Used to update the work address and/or work phone number for an employee’s record, this information loads to PeopleSoft and pulls to Outlook. Any changes to an employee’s home address/phone number is their responsibility to update in their myHR. This eForm bypasses all workflow and loads directly into the system.

Used if the only change to an employee's record is to change the funding source. This eForm bypasses all workflow and loads directly into the system.

Working titles don’t have an effective date associated with them, which would throw off the job data because ePAF forms adds a new row for each form. To process a change in working title, send an email to your CAPS representative that includes the EMPLID, employee name and the requested title change.

Employee names are not stored in job data. To process a name change, the employee should come visit the NER team in 325 Jesse in person to present their new Social Security Card with a photo ID. If an in-person visit is not possible, contact the appropriate CAPS representative to discuss options.

Effective date changes require correction mode, which ePAF cannot accommodate. Instead email the appropriate CAPS representative for updates.

ePAF is not equipped to handle these types of contract changes due to the inherent complexities in contract pay. For cases like this, email to the appropriate CAPS representative.

ePAF is designed to update the position information first and then update job data after. Changing position information for one employee results in all other employees in that position number to be mismatched when position is updated but the requested employee's job data is updated.

It’s important that all incumbents on a position number must always have the same job code, department, reports to and FTE.

If all employees in the position need to receive the same update, send an email to the appropriate CAPS representative with position number and requested changes. If changes are not for all employees, then the employee(s) that need to be changed need to be moved to a new position number.

The union agreement requires applicable employees be paid at a higher rate after 15 days. See section XXI “pay for work in higher classification” in the Understanding of Policies, Laborers' International Union of North America Local 955 (Columbia, MU Health Care, Kansas City) (PDF) for full details.

A Justification for Increase (JFI) is not required since the increase is required per the union agreement. There is no discretion in paying the amount. The employee stays in their existing title, and will be paid at the appropriate step but at the higher rate (i.e., on the same step as the employee’s current title). This type of change cannot be processed through ePAF