Part E – HR Portal User Guide – HR Information Systems I

RCUH Policies and Procedures

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SECTION 10. EMPLOYEE CHANGES
EMPLOYEE CHANGES
10A: ePAF – PROJECT CHANGES
10B: ePAF – FTE CHANGES
10C: ePAF – PAY RATE CHANGES
10D: ePAF – LEAVE OF ABSENCE (LOA)
10E: ePAF – DISTRIBUTION CODE (DC)
10F: PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
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SECTION 10A. PROJECT CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
PERMANENT PROJECT CHANGES
1
Effective Date of Change
This is the date from which the new project number(s) will be charged.
PI must decide effective date of change. Must communicate date to the System user.
User will need to enter effective date in the “Effective Date of Change” field of the Employee Change Request.
2
Project Number(s) to Charge
The System allows the user to view all project numbers for the Distribution Code; however, the user must know which project(s) to charge.
PI must decide which of his/her project(s) will be charged and at which distribution. PI must provide information to the System user .
User will need to enter the new project number(s) and Distribution(s) into the “New Distribution Data” field of the Employee Change Request.
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SECTION 10A. PROJECT CHANGES
Navigating the Manage Employees Section:
Click on “Manage Employees”
Click on “Employee Changes (ePAF)
All project changes, pay rate changes, FTE changes, terminations, Leave of Absence, Distribution Code Changes are completed in the ePAF Panel.
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the magnifying glass to search for the employee.
Step 2: Click the “Ok” button or tab out of the field to populate employee information.
Step 3: Check the box for “Project#/Allocation Change” Step 4: Select “Permanent Project Change”
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10.A1. “1 – ENTER EMPLOYEE” PANEL
Step 6: Enter the effective date of this action.
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SECTION 10A. PROJECT CHANGES
Step 7: Enter the new Project Number(s). You may add/remove project numbers with the +/-. NOTE: Project Allocation must equal 100% and users may click “Save” at any time to save their work in progress.
Step 8: (For UH Service Ordered Projects only) Assign a Fiscal Administrator. You may add/remove FAs with the +/-
Step 9: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above for review and approval.
FIGURE 10.A2. “2 – ENTER CHANGES” PANEL
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SECTION 10A. PROJECT CHANGES
Step 10: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 11: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 12: RCUH HR reviews the transaction if approved by all proceeding levels of
FIGURE 10.A3. “3 – AUTHORIZE” PANEL
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SECTION 10B. FTE CHANGES
TEMPORARY PROJECT CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
TEMPORARY PROJECT CHANGES
1
Effective Date of Change
This is the date from which the new project number(s) will be charged. The effective date must be current and prospective, but cannot be more than two months in the future.
PI must decide effective date of change. Must communicate date to System user.
User will need to enter effective date in the “Effective Date of Change” field of the Employee Change request
2
End Date
For temporary project changes only. This will be the date from which the temporary project change ends. Temporary changes cannot exceed two months. When the temporary change has ended, it will move the employee back to their original project number automatically without you having to submit another ePAF action.
PI must decide end date of temporary project change. Must communicate date to System user .
User will need to enter end date in the “End Date” field.
3
Project Number(s) to Charge
The System allows the user to view all project numbers for the Distribution Code; however, the user must know which project(s) to charge
PI must decide which of his/her project(s) will be charged and at which distribution. PI must provide information to System user.
User will need to enter the new project number(s) and distribution(s) into the “New Distribution Data” field of Employee Change Request
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SECTION 10B. FTE CHANGES
Step 6: Enter the effective date of this action. Step 7: Enter the End Date of this action.
Step 8: Enter the new Project Number(s). You may add/remove project numbers with the +/-. NOTE: Project Allocation must equal 100% and users may click “Save” at any time to save their work in progress.
Step 9: (For UH Service Ordered Projects only) Assign a Fiscal Administrator. You may add/remove FAs with the +/-
Step 10: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above for review and approval.
FIGURE 10B.2. “2 – ENTER CHANGES” PANEL
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SECTION 10B. FTE CHANGES
Step 11: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 12: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 13: RCUH HR reviews the transaction if approved by all proceeding levels of authorization. RCUH HR approves or rejects the transaction.
FIGURE 10B.3. “3 – AUTHORIZE” PANEL
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SECTION 10B. FTE CHANGES
PERMANENT FTE CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
TEMPORARY FTE CHANGES
1
Effective Date of Change
For temporary FTE changes only. This will be the date from which the temporary FTE change ends. Temporary changes cannot exceed two months. When the temporary change has ended, it will move the employee back to their original FTE automatically without you having to submit another ePAF action.
User will need to enter effective date in the “Effective Date of Change” field of the Employee Change request
End Date of Change
This will be the date from which the new FTE is effective.
PI must decide effective date of change. Must communicate date to System user.
2
PI must decide end date of temporary FTE change. Must communicate date to System user.
User will need to enter end date in the “End Date” Field.
3
New FTE
The new FTE for the employee as of the Effective Date of Change.
PI must approve the new FTE and communicate new FTE to System user
User will need to enter new FTE into the “New FTE” field of the Employee Change Request
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SECTION 10B. FTE CHANGES
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the magnifying glass to search for the employee.
Step 2: Click the “Ok” button or tab out of the field to populate employee information.
Step 3: Check the box for “FTE Change”
Step 4: Select “Permanent Involuntary/Voluntary FTE Change”
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10B.4. “1 – ENTER EMPLOYEE” PANEL
Step 6: Enter the Effective Date of this action. Step 7: Enter the New FTE.
Step 8: Provide PI justification by an attachment or comment. NOTE: Users may click “Save” at any time to save their work in progress.
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SECTION 10B. FTE CHANGES
Step 9: (For UH Service Ordered Projects only) Assign a Fiscal Administrator. You may add/remove FAs with +/-.
Step 10: User’s information will default for Primary Contact. Enter new information if primary contact is someone other than the user.
Step 11: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above for review and approval.
FIGURE 10B.5. “2 – ENTER CHANGES” PANEL
Step 12: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 13: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the
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SECTION 10B. FTE CHANGES
transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 14: RCUH HR reviews the transaction if approved by all proceeding levels of authorization. RCUH HR approves or rejects the transaction.
FIGURE 10B.6. “3 – AUTHORIZE” PANEL
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SECTION 10B. FTE CHANGES
TEMPORARY FTE CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
TEMPORARY FTE CHANGES
1
Effective Date of Change
For temporary FTE changes only. This will be the date from which the temporary FTE change ends. Temporary changes cannot exceed two months. When the temporary change has ended, it will move the employee back to their original FTE automatically without you having to submit another ePAF action.
User will need to enter effective date in the “Effective Date of Change” field of the Employee Change request
End Date of Change
This will be the date from which the new FTE is effective.
PI must decide effective date of change. Must communicate date to System user.
2
PI must decide end date of temporary FTE change. Must communicate date to System user.
User will need to enter end date in the “End Date” Field.
3
New FTE
The new FTE for the employee as of the Effective Date of Change.
PI must approve the new FTE and communicate new FTE to System user
User will need to enter new FTE into the “New FTE” field of the Employee Change Request
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SECTION 10B. FTE CHANGES
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the magnifying glass to search for the employee.
Step 2: Click the “Ok” button or tab out of the field to populate employee information.
Step 3: Check the box for “FTE Change”
Step 4: Select “Temporary Involuntary/Voluntary FTE Change”
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10B.7. “1 – ENTER EMPLOYEE” PANEL
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SECTION 10B. FTE CHANGES
Step 6: Enter the Effective Date of this action.
Step 7: Enter the End Date of this new action.
Step 8: Enter the New FTE.
Step 9: Provide PI justification by an attachment or comment. NOTE: Users may click “Save” at any time to save their work in progress.
Step 10: (For UH Service Ordered Projects only) Assign a Fiscal Administrator. You may add/remove FAs with +/-.
Step 11: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above for review and approval.
FIGURE 10B.8. “2 – ENTER CHANGES” PANEL
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SECTION 10B. FTE CHANGES
Step 12: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 13: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 14: RCUH HR reviews the transaction if approved by all proceeding levels of authorization. RCUH HR approves or rejects the transaction.
FIGURE 10B.9. “3 – AUTHORIZE” PANEL”
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SECTION 10C. PAY RATE CHANGES
PAY RATE CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
PAY RATE CHANGES
1
Pay Rate Change Reason
This is the reason for the pay rate change request. Pay Rate changes may be Initiated through ePAF for equity increases, labor, market adjustments, retention, or temporary increases (see next section – Temporary Pay Rate Changes).
PI must determine the reason for the pay rate change. Must communicate this to the System user .
User will need to select a reason from the dropdown field of the ePAF Pay Rate Change Request.
2
Type of Pay Rate Change
Type of change to base pay. Pay rates may be increased by dollar amount, percentage amount, or a new pay rate may be manually entered.
PI must decide type of pay rate change. Must communicate this to the System user .
User will need to select type of pay rate change from the dropdown field of the ePAF Pay Rate Change Request.
3
Pay Rate Change Amount
The percent of increase amount, dollar amount of increase, or a new compensation rate. This amount will determine the employee’s new pay rate.
PI must decide pay rate change amount. Must communicate this to the System user .
User will need to enter the amount in the Percent of Increase, Amount of Increase, or New Compensation Rate field of the ePAF Pay Rate Change Request.
4
Effective Date
This will be the date from which the new pay rate is effective. The effective date must be the first of the pay period (1st or 16th of the month). The effective date must be current and prospective, but cannot be more than two months in the future.
PI must decide effective date of change. Must communicate this to the System user.
User will need to enter effective date in the “effective Date” field of the ePAF Pay Rate Change Request.
5
Justification for Pay Rate Change
Pay rate changes require an attachment or comment to justify the change.
PI must provide justification to the System user.
User will need to enter a comment for justification or upload a document.
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SECTION 10C. PAY RATE CHANGES
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the
magnifying glass ( ) to Search for the employee.
Step 2: Click the “OK” button or tab out of the field to populate employee
information.
Step 3: Check the box for “Pay Rate Change.”
Step 4: Select reason for Pay Rate Change from the dropdown.
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10C.1. “1 – ENTER EMPLOYEE” PANEL
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SECTION 10C. PAY RATE CHANGES
Step 6: Select Type of Pay Rate Change from the dropdown. Step 7: Enter the effective date of this action.
Step 8: Enter the percentage of increase, amount of increase, or new compensation rate.
Step 9: Provide an attachment or comments.
Step 10: (For UH Service Ordered Projects only) Assign a Fiscal
Administrator. You may add/remove FAs with the +/-.
Step 11: User’s information will default for Primary Contact. Enter new information if primary contact is someone other than the user.
Step 12: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above authority for review and approval.
FIGURE 10C.2. “2 – ENTER CHANGES” PANEL
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SECTION 10C. PAY RATE CHANGES
Step 13: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 14: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 15: RCUH HR reviews the transaction if approved by all preceeding levels of authorization. RCUH HR approves or rejects the transaction.
Note: User may click “Save” at any time to save their work in progress.
FIGURE 10C.3. “3 – AUTHORIZE” PANEL
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SECTION 10C. PAY RATE CHANGES
TEMPORARY PAY RATE CHANGES
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
This is the reason for the pay rate change request. Pay Rate changes may be Initiated through ePAF for equity increases, labor, market adjustments, retention, or temporary increases.
PI ROLE
USER ROLE
TEMPORARY PAY RATE CHANGES
1
Pay Rate Change Reason
PI must determine the reason for the pay rate change. Must communicate this to the System user .
User will need to select a reason from the dropdown field of the ePAF Pay Rate Change Request.
2
Type of Pay Rate Change
Effective Date
Pay rates may only be increased by percentage amount for temporary pay rate changes.
N/A
N/A. System will default temporary pay rate changes to increase by percentage amount.
3
This will be the date from which the new pay rate is effective. The effective date is not limited to the first of the pay period (1st or 16th of the month) for temporary pay rate changes. The effective date must be current and prospective, but cannot be more than two months in the future.
PI must decide effective date of change. Must communicate this to the System user.
User will need to enter effective date in the “Effective Date” field of the ePAF Pay Rate Change request.
4
End Date
Pay Rate Change Amount
This will be the date from which the temporary pay rate change ends. Temporary pay rate changes cannot exceed six months.
PI must decide end date of temporary pay rate change. Must communicate date to System user.
User will need to enter end date in the “End Date” field of the ePAF Pay Rate Change – Temporary request.
5
User will need to enter the amount in the Percent of Increase field of the ePAF Pay Rate Change request.
The percent of increase amount. This amount will determine the employee’s temporary pay rate.
PI must decide percentage for temporary pay rate change. Must communicate to System user.
6
Justification for Pay Rate Change
Pay rate changes require an attachment or comment to justify the change.
PI must provide justification to the System user.
User will need to enter a comment for justification or upload a document.
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SECTION 10C. PAY RATE CHANGES
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the
magnifying glass ( ) to Search for the employee.
Step 2: Click the “OK” button or tab out of the field to populate employee
information.
Step 3: Check the box for “Pay Rate Change.”
Step 4: Select “Temporary Increase” for Pay Rate Change from the dropdown.
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10C.4. “1 – ENTER EMPLOYEE” PANEL
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SECTION 10C. PAY RATE CHANGES
Step 6: Enter the effective date of this action.
Step 7: Enter the end date of this action.
Step 8: Enter the percentage of increase amount.
Step 9: Provide an attachment or comments.
Step 10: (For UH Service Ordered Projects only) Assign a Fiscal Administrator. You may add/remove FAs with the +/-.
Step 11: User’s information will default for Primary Contact. Enter new information if primary contact is someone other than the user.
Step 12: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above authority for review and approval.
FIGURE 10C.5. “2 – ENTER CHANGES” PANEL
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SECTION 10D. LEAVE OF ABSENCE
LEAVE OF ABSENCE
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
LEAVE OF ABSENCE
1
Leave of Absence Reason
This is the reason for the Leave of Absence Request. Leave of Absences may be initiated through ePAF for disability reasons, military service, PCSU Vol. fire fighter, personal reasons, victim’s protection, or worker’s compensation.
PI must determine the reason for the Leave of Absence. Must communicate this to the System user.
User will need to select reason from the dropdown field of the ePAF Leave of Absence Request.
2
Start Date of Leave
When the employee requested to start their leave (i.e. when the employee starts to use existing leaves).
PI must provide the start date of the leave. Must communicate this to the System user.
User will need to input the start date of leave.
3
Return to Work Date
When the employee requested to return to work.
Note: An ePAF Leave of Absence must be longer than 1 month.
PI must provide the return to work date. Must communicate this to the System user.
User will need to input the return to work date.
4
Supporting Documentation for Leave of Absence
Any supporting documentation for reason for Leave of Absence.
PI must provide supporting documentation on the System user.
User will need to upload at the document(s).
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SECTION 10D. LEAVE OF ABSENCE
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the
magnifying glass ( ) to Search for the employee.
Step 2: Click the “OK” button or tab out of the field to populate employee
information.
Step 3: Check the box for “Leave of Absence.”
Step 4: Select reason for Leave of Absence from the dropdown.
Step 5: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10D.1. “1 – ENTER EMPLOYEE” PANEL
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SECTION 10D. LEAVE OF ABSENCE
Step 6: Enter Start Date of Leave
Step 7: Enter Return to Work Date
Note: User may click “Save” at any time to save their work in progress.
Step 8: Provide an attachment
Step 9: Select the Fiscal Administrator from the dropdown.
Step 10: User’s information will default for Primary Contact. Enter new information if primary contact is someone other than the user.
Step 11: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to Supervisory or Above authority for review and approval.
FIGURE 10D.2. “2 – ENTER CHANGES” PANEL
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SECTION 10D. LEAVE OF ABSENCE
Step 12: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 13: RCUH HR reviews the transaction if approved by all preceeding levels of authorization. RCUH HR approves or rejects the transaction.
Note: User may click “Save” at any time to save their work in progress.
FIGURE 10D.3. “3 – AUTHORIZE” PANEL
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SECTION 10E. DISTRIBUTION CODE
EPAF DISTRIBUTION CODE
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
EPAF DISTRIBUTION CODE
1
Effective Date
This will be the date from which the new distribution code is effective. The effective date must be the first of the pay period (1st or 16th of the month). The effective date must be current and prospective, but cannot be more than two months in the future.
PI must decide effective date of change. Must communicate date to the System user.
User will need to enter the effective date in the “Effective Date” field of the ePAF Distribution Code Request.
2
New Distribution Code
The new distribution code for the employee as of the effective date.
PI must approve the new distribution code. Must communicate the new distribution code to the System user.
User will need to enter the new distribution code into the “New DC” field of the ePAF Distribution Code Request.
3
Reason for Distribution Code Change
Distribution code changes require a comment to justify the reason for the change.
PI must provide reason to the System user .
User will need to enter reason or upload a document (comments are require, attachments are optional).
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SECTION 10E. DISTRIBUTION CODE
Step 1: Enter Employee’s ID#, Enter Employee Name, or click on the
magnifying glass ( ) to Search for the employee.
Step 2: Click the “OK” button or tab out of the field to populate employee
information.
Step 3: Check the box for “Distribution Code Change.”
Step 4: Click the “Continue to Panel 2” button or the “2 – Enter Changes” tab to continue to the next panel.
FIGURE 10E.1. “1 – ENTER EMPLOYEE” PANEL
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SECTION 10E. DISTRIBUTION CODE
Step 5: Enter the effective date of this action. Step 6: Enter the new distribution code (DC).
Step 7: Provide comments (required). May also provide an attachment (optional).
Step 8: User’s information will default for Primary Contact. Enter new information if primary contact is someone other than the user.
Step 9: Click the “Continue to Panel 3” button to continue to the next panel. This will submit the action to RCUH HR for review and approval.
Step 10: RCUH HR reviews and approves the transaction. FIGURE 10E.2. “2 – ENTER CHANGES” PANEL
FIGURE 10E.3. “3 – AUTHORIZE” PANEL
107

SECTION 10F. PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
EMPLOYEE CHANGE PREREQUISITE CHECKLIST
THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INITIATING EMPLOYEE CHANGES ON THE SYSTEM
ITEM
DESCRIPTION
PI ROLE
USER ROLE
PAY AWARD/ PERSONNEL ACTION FORM (PA/PAF)
1
Complete a 12- Month/Needs Based Performance Evaluation
Complete a 12-Month/Needs Based Performance Evaluation for all non- probationary (new hire), regular-status employees and submit to RCUH HR.
PI completes the evaluation, discusses with employee, and submits to RCUH HR.
None
2
Determine payment type
Determine the payment type (increase to base rate and/or one-time payment.
PI must approve the payment type.
User will need to select/input this information on the PA/PAF .
3
Determine percentage for increase to base or one-time payment
Determine the percentage increase to base rate and/or one-time payment to be provided to the employee (based on annual RCUH Board-approved guidelines).
PI must approve the pay rate change and/or one-time payment amount.
User will need to select/input this information on the PA/PAF .
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SECTION 10F. PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
Navigation:
A. Click on “Manage Employees” B. Click on “Annual Pay Awards”
The Pay Award/Personnel Action Form (PA/PAF) is only available for use during the annual evaluation period.
The PA/PAF allows Principal Investigators to provide their employees with pay increases and/or one-time payments based on the annual salary adjustment schedule approved by the RCUH Board of Directors. This is applicable for regular-status, non-probationary (new hire) employees who received an evaluation rating of satisfactory or above for the annual evaluation period (July 1 through June 30).
FIGURE 10F.1. HR PORTAL HOMEPAGE
109

SECTION 10F. PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
Step 1: Enter Distribution Code or click on the magnifying glass ( ) to Search for the Distribution Code.
Step 2: Click Populate PA/PAF to pull up eligible employees on that Distribution Code.
Step 3: Select General Payment Type from the dropdown menu.
Step 4: Select General % from the dropdown menu (based on annual RCUH
Board-approved guidelines).
Step 5: Select Merit Payment Type from the dropdown menu.
Step 6: Select Merit % from the dropdown menu (based on annual RCUH Board-approved guidelines).
The system will calculate the pay increase and/or one-time payment based on the employee’s current base rate. The rates/amounts will display in the New Comp Rate and One-Time Pay columns. If an employee is at or is approaching the maximum of their pay grade, the system will calculate the remaining amount as a one-time payment.
FIGURE 10F.2. PA/PAF HOMEPAGE
110

SECTION 10F. PAY AWARD/PERSONNEL ACTION FORM (PA/PAF) Step 7: Upload an attachment or provide a comment (optional).
Step 8: Select the Fiscal Administrator to review and approve the transaction (for UH Service Ordered Projects only). User list multiple Fiscal Administrators by clicking the “+” button.
Step 9: Submit the transaction by selecting “Submit” from the dropdown and clicking the “Submit” button.
Step 10: Supervisory or Above reviews the transaction. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 11: (For UH Service Ordered Projects only) Fiscal Administrator reviews the transaction if approved by Supervisory or Above. Approve the transaction by selecting “Approve” from the dropdown and clicking “Submit.” Reject the transaction by selecting “Reject” from the dropdown and clicking “Submit.”
Step 12: RCUH HR reviews the transaction if approved by all preceeding levels of authorization. RCUH HR approves or rejects the transaction.
Note: User may click “Save” at any time to save their work in progress.
FIGURE 10F.2. CONTINUED
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Research Corporation of the University of Hawaiʻi

Research Corporation of the University of Hawaiʻi

Research Corporation of the University of Hawaiʻi

RCUH Policies and Procedures