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ePARs

An electronic Personnel Action Request (ePAR) form is a form in PeopleSoft HR that is submitted by departments to make changes to an employee’s employment status, position number placement, compensation rate, and provide additional compensation.

The UHD Budget Office is not included in the ePAR workflow approval path. However, the UHD Budget Office reviews all executed ePARs in PeopleSoft HR on a regular basis to determine if budget adjustments are required.

Navigation in PeopleSoft HR:

Menu > HR Self Service > HR eFoms Home Page > Start a New eForm > Personnel Action Request (ePAR)

Budget Considerations

Before submitting an ePAR, please review the following considerations to help ensure timely budget adjustments can be posted, if applicable, resulting in accurate HR and Finance reports. The Budget Office will contact the department if additional information or clarification is required to process the proposed budget adjustments.

The Budget Office strives to post applicable ePAR budget adjustments within the month the ePAR is fully approved and executed in PeopleSoft HR.  If funding instructions on the ePAR and/or ePRF are missing or are insufficient, it may lead to a delay in the posting of the budget adjustments.

Job Edit ePAR

  • If an ePRF related to the job edit ePAR was previously submitted, reference the ePRF ID on the ePAR.
  • Job edits such as reclassifications, promotions, and fund equity adjustments: Departments are responsible for identifying and providing a fund source in the comments section.
  • M&O, travel, and/or vacant positions can be acceptable fund sources for permanent salary changes.
  • Fund equity can be an acceptable fund source for temporary salary changes, not permanent salary changes.
  • Hourly positions are budgeted using 2,088 work hours per fiscal year for full-time positions.
  • Hourly rates should not end in $0.33 or $0.66. Please round these amounts to $0.34 or $0.67, respectively.
  • If the intended fund source is a self-supporting cost center, please be aware that the position must be split-funded. Self-supporting cost centers cannot transfer funds to other sources or receive funds from other sources.

Example
Jessica Doe was promoted from Business Administrator 1 to Business Administrator 2, earning $68,000. Her $8,000 salary increase was funded from a vacant Systems Admin I position.

Later in the fiscal year a job offer was accepted to fill the vacant Business Administrator 1 position. The new hire, Jamie Doe, requires an additional base budget of $3,000. Since the vacant position was used to fund the promotion above, the department is responsible for covering the $3,000 base budget shortfall.

Additional Pay ePAR

  • An Additional Pay ePAR is submitted by a department to provide additional compensation to an employee, that is considered the employee’s base salary and is typically not permanent.
  • An Additional Pay ePAR is created for exempt employees only.
  • For non-exempt employees approved for additional compensation, a Job Edit ePAR is created instead, to temporarily increase the hourly rate.
  • The fund source to cover the employee’s additional compensation must be listed in the comments section. M&O, travel, fund equity and/or a vacant position are acceptable fund sources.
  • Vacant position budget may be used provided the additional compensation is a result of the vacancy.

Example
DBA John Doe was approved for additional compensation of $100/month from September through February, for assisting with duties typically assigned to the now vacant Administrative Assistant position.