Hiring eForm FAQs
For a person who will not be paid or receive benefits through UTEP but needs access to facilities or systems for other purposes. Such person is sponsored by a UTEP employee and is compensated by other means or a third party
No. Please continue to use the Affiliate Credential Request IAP for student program participants and for 800# (SPRIDEN ID).
No. SEAR Approvals are needed for any New/Rehired Employee and the eForm will be submitted by Human Rresources.
Yes. However, all Tenure/Tenure Track (Professor, Associate Professor, & Assistant Professor) need to have an approved offer letter.
Submit the New Position Request ID eForm as is; once the document is processed and you receive a position number, you will need to submit a Position Attribute Change (PAC) eForm to make changes to the FTE.
Yes. If position changes are required the PAC eForm should be submitted before submitting a JAC, Transfer, or Appointment Request eForm.
An employee in my department already has an active appointment but they will be assigned to an additional job/position. Which form should I submit? (e.g. A professor will become the new department chair; therefore, they will have an additional active position).
An Appointment Request should be submitted to appoint an individual to a new job.
No. Human Resources will submit new staff appointments.
I have an employee that needs an appointment extension, or a reappointment, which form do I use? (e.g. Student employee that was appointed from 09/01/2019-08/31/2020, but will now be reappointed for the next fiscal year from 09/01/2020- 08/31/2021).
The Job Attribute Change eForm needs to be submitted. Make sure to update the Effective date and the End date, if applicable.
When transferring an employee to a new department, the receiving department should submit the Transfer eForm.
No. Separation forms are no longer required for transferring employees.
Position Funding Change eForm FAQs
End dates are required for positions funded by grants, faculty not on contract, all monthly students and temporary staff.
Yes; however, you should be aware that the total estimated expense for the 2+ years will encumber and sufficient funds must be available. Some entities only provide enough funds on a yearly basis and some appointments are expected to end before the grant expires, the latter two scenarios can also impact the Funding End Date for a grant funded position.
No; any line that already holds an earn code with the respective funding source should not be modified. Making changes can affect the payout of additional pay, supplemental pay, cell phone allowances and etc.
The form will not limit the dates chosen; however, the information will be reviewed by the back office approvers and anything that is past 90 days will require an attached 90- day memo with a justification on why the funding change is happening so late.
I currently show no funds available in the proposed cost center/project I will be using for the Position Funding Change form but I am expecting a budget transfer for my cost center/project, can I still submit the form?
The best practice is to wait for the transfer or funds to become available and then process the form. However, if the change is required immediately please initiate the form, save, and contact the Budget Office for cost center transactions or the Grants Support Center for project transactions- make sure to provide the Request ID.
General eForm FAQs
eForms enable electronic approval routing, capture and update data directly in PeopleSoft, and provides audits and reporting capabilities.
Yes, select the “Save” button at the bottom of the form and a Request ID will be generated (some fields may need to be completed before the form saves with a Request ID). To return to the “saved” request, use the “View Existing Requests” link on the eForms section of the PeopleSoft home page, enter the Request ID (or other information for the search criteria) and select the search button. The form will display and modifications can be changed as needed.
Use the “View Existing Requests” link on the eForms section of the PeopleSoft home page, enter the Request ID (or other information for the search criteria) and select the search button. The form will display and modifications can be changed as needed.
For most common transactions, the account owner will approve the form. Depending on the transaction, specific central processing units (EDM, Grants Support Center, Budget Office, etc.) will also be in the approval routing.
Yes; depending on the account the primary and alternate approvers will receive a notification of the document pending approval and either can approve the document.
Approval for eForms is web-based. Approvers can approve anywhere with internet access. If they cannot approve for any reason, contact the Help Desk.
Yes; return functionality is available. For approvers, the document can be returned using the “send back” button and a comment/justification is required. Creators also have the ability to “call back” or recall a document that is pending approval (no comment is needed).
You can only search and/or create eForms based on your departmental access. Contact the Help Desk if you need assistance with viewing form that you do not have access to. Also, as a creator you cannot submit a form for yourself; the system will not allow the transaction.