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ePRFs

The electronic Position Request Form (ePRF) is a form in PeopleSoft HR that allows departments to request the creation of a new position or update details of an existing position such as a position’s title, FTE, department and who the position reports to.

An ePRF also allows departments to assign a position to a cost center(s) in the current fiscal year, change the cost center(s) a position is paid out of or provide funding information so budget adjustments can be processed to cover expected salaries or wages in the current fiscal year.

The purpose of this guide is to help departments reduce potential issues with ePRFs from the Budget Office perspective and facilitate a faster review and approval process in hopes of avoiding delays and minimizing the need for revisions.

PeopleSoft HR Navigation:

Menu > HR Self Service > HR eFoms Home Page > Start a New eForm > Position Request (ePRF)

Budget/Funding Considerations

Before submitting an ePRF, please review the following considerations to help ensure a smooth and timely approval process.

Cost Centers and Funding

  • Verify that the cost center(s) listed on the ePRF is correct. The cost center(s) listed will have payroll expenses and encumbrances associated with the position post against it.
  • If multiple cost centers are listed, ensure the funding distributions are accurate and total 100%.
  • Verify that the requested fund source and budgeting type (base and/or revised) is provided in the comments box and sufficient to support the requested action.
  • If you receive an error when entering a Speed Type, a zero-dollar budget entry may be required to establish the Salary & Wages (S&W) budget nodes before the Speed Type can be listed on the ePRF.
  • Do not enter an end date for the cost center(s) listed on the ePRF unless the funding is associated with a grant that expires during the fiscal year.
  • Do not use August 31 (08/31) as a funding end date unless specifically instructed by the Budget Office. If 8/31 is used, August earnings for 8/31 will not post to the cost center(s) listed.
  • If a position is being reclassified down, indicate on the ePRF what the proposed use is for any remaining base budget is. Circumstances may result in the base budget being returned to the university.
  • For faculty course releases, list the department course release cost center on the ePRF along with the appropriate funding percentage for the applicable semester.
  • 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.

Effective Date and Timing

  • For instances in which the position’s cost center(s) is changing, and all earnings for the pay period must be posted to the new cost center(s), ensure that the effective date listed on the ePRF is the first day of the pay period the funding change will occur.
  • The first day of each on-cycle biweekly pay period is typically a Wednesday, since Tuesday is typically the last day of each on-cycle biweekly pay period.
  • As an example, if a monthly (exempt) position’s cost center is changing for June payroll from cost center A to cost center B, the effective date listed should be 6/1, unless the department believes it is acceptable for the position’s June payroll to post to cost center A prior to the effective date and cost center B from the effective date forward.
  • As another example, if an hourly (non-exempt) position’s cost center is changing from cost center A to cost center B, the effective date listed should be the first day of the biweekly pay period, unless the department believes it is acceptable for the position’s payroll to post to cost center A prior to the effective date and cost center B from the effective date forward for the pay period.
  • The Budget Office's ePRF review and approval process typically takes at least 2 business days. Submit ePRFs as early as possible to allow sufficient time for review, approval and budget journal processing (when applicable).
  • If an ePRF requesting a change in cost center funding is NOT approved by the Budget Office before the day the payroll cycle final process is run, the cost center funding change will NOT be applied to the intended payroll cycle. An eRAF must be submit to reallocate the payroll to correct the cost centers for this payroll cycle.

Salary and Rate Calculations

  • Verify that annual salary calculations are accurate. Full-time hourly positions are base budgeted using 2,088 work hours per fiscal year.
  • The proposed amount is an estimate of the position’s expected earnings.

Submission and Documentation

  • Electronic PRF is the primary submission format method, and should be used in nearly all cases, versus the previous PRF submissions via paper or PDF, which is still accepted when necessary.
  • Federal Work Study and Texas Work Study PRFs are the only position types allowed to be submitted via paper or PDF on a regular basis because the current PeopleSoft HR system cannot currently include the Office of Scholarships and Financial Aid Office (OSFA) in the electronic workflow path.
  • After college/division approvals, ePRFs are routed to Human Resources for approval before reaching the Budget Office for cost center and funding review and approval.
  • Include all relevant supporting documentation when applicable. Examples include but are not limited to BOB report, 1074 report, emails, memorandums or agreements.

Questions and Corrections

    • The Budget Office may recycle an ePRF back to the initiator if additional information, corrections, or clarifications are required before approval.
    • Contact your assigned Budget Analyst if you have questions regarding funding before submitting the ePRF.