eforms Training Manual

Office of Shared Information Services

eForms Training Manual

eForms Training Manual

Table of Contents

Overview ....................................................................................................................................................... 3
What are eForms? .................................................................................................................................... 3
How does it work?.................................................................................................................................... 3
Benefits..................................................................................................................................................... 3
eForm Action Types.................................................................................................................................. 4
Who will use eForms? .............................................................................................................................. 4

Create a New eForm ..................................................................................................................................... 4
Create a New Appointment .......................................................................................................................... 5

Hire an Employee – Staff, Students, or Hourly Worker .......................................................................... 5
Hire a Faculty Member........................................................................................................................... 12
Contract Additions & Changes .................................................................................................................... 19
Create a New Contract ........................................................................................................................... 19
Change an Existing Contract .................................................................................................................. 23
Person of Interest ....................................................................................................................................... 27
Create Person of Interest ....................................................................................................................... 27
Create a New Position................................................................................................................................. 29
New Position Request ............................................................................................................................ 29
Attaching Documents to an eForm............................................................................................................. 32
Add an Attachment ................................................................................................................................ 32
Remove an Attachment ......................................................................................................................... 32
eForm Features........................................................................................................................................... 33
Using Search Match................................................................................................................................ 33
Employee Information ........................................................................................................................... 34
Clean Address ......................................................................................................................................... 34
Budget Overview.................................................................................................................................... 35
Managing eForms ....................................................................................................................................... 37
View an Existing eForm .......................................................................................................................... 37
Copy an eForm........................................................................................................................................ 38
Workflow..................................................................................................................................................... 39
Overview................................................................................................................................................. 39
General Tips............................................................................................................................................ 39
Workflow Notifications.......................................................................................................................... 39

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eForms Training Manual
eForms Management – for Approvers........................................................................................................ 40

Review “My Pending Approvals”........................................................................................................... 40
Take Action on an eForm ....................................................................................................................... 42

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Overview

What are eForms?

eForms are a PeopleSoft enhancement that eliminates manual processing of paper forms and third party
systems to process various Human Resource actions. eForms streamlines the entire process for
completing and approving organizational and personnel actions. This HR solution allows users to create
electronic forms that support Capturing Data, Approval Routing, Updating Data, Auditing, and Reporting.

How does it work?

Department end-users will submit an Electronic form (eForm) to request organizational and personnel
updates. The form is electronically routed to the appropriate approvers to ensure proper approvals are
obtained, then routed to the Human Resources office for review and approval. Once the eForm has
been final approved, the data will be updated and saved in PeopleSoft.

Note: There may be multiple approvals required, depending on the action type, the type of employee
hired, or funding source used.

Requester Deparment Budget Back Office Complete
submits Approver Authority
eForm

Benefits

Faster Electronic Eliminate
processing tracking & 3rd party
approvals systems

eForms

More Reduce
visibility paper

Streamlined
process

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eForm Action Types Example
Hire, rehire a new or existing employee (includes External
Action Type Transfers)
Appointment Create a new contract and/or change an existing contract
Contract Additions and Changes
Person of Interest Add person of interest to a POI position
New Position
Create a brand new position

Who will use eForms?

eForms users will be:

 Requesters: Department users with the ability to create new requests and view existing saved or
submitted eForms

 Approvers: Department heads, managers, or “Reports To” are able to view and approve
submitted eForms, or search/view existing eForms

 Back Office Approver: Processing office approvers who may also have the ability to make small
changes to submitted eForms (e.g. Human Resources, Budget Office, Grants & Research,
Financial Aid, etc.)

 Reviewers: Department users that have the ability to view eForms saved/submitted within their
department; view access only (do not have the ability to make changes to any forms)

Create a New eForm

Access the eForms Action Request
page by navigating from the Main
Menu to: HRMS > UTZ Customizations
> eForms for HR/Payroll Actions >
Action Request.

The eForms Action Request page is
used to search for an existing eForm
(Find an Existing Value) or create a
new eForm (Add a New Value).

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To create a new eForm request, select the Add a New Value tab. The Initiate New eForms Request
page is displayed:

 The Action drop down menu contains the list of eForms
 The Justification text box is used to explain or “justify” the reason for the new eForm action

requested
 The Status displays the current status of the eForm once it has been saved and/or submitted
 An eight-digit Request ID number and Request Date are assigned once saved and/or submitted

(use the Request ID number to track the request)
 The Processing Messages link displays any messages (warnings, etc.) received once the form has

been final approved and fully processed in the system
 Use the Request History link to view an audit trail of the eForm request including names, dates,

times, and actions taken (saved, submitted, denied, etc.)
 Contact Information defaults with the requester’s Name, Phone, Email, Department, and

includes fields to add a Secondary Contact.

Create a New Appointment

The Appointment eForm is used to appoint a person into a position. This includes an internal transfer,
new hire or rehire for staff, students, and faculty.

Hire an Employee – Staff, Students, or Hourly Worker

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request
1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the Appointment option from the
“Action” drop down menu.

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3. The Appointment eForm is displayed. Use the Justification text box to explain or “justify” the

reason for the new eForm action requested.

4. From the Employee Information section:
a) Select the Search button.

b) The Search Match page is displayed. Enter the employee information such as: First
Name, Last Name, Date of Birth, and Social Security Number. Click Search.

c) Identify the employee and click the Select button to copy over the employee
information. Any existing job information (current or past) will display in the Employee
Information section.
Note: If an existing Empl ID was not found, click the Cancel button from the Search
Match page to return to the “Initiate New eForms Request” page.

5. Use the Employment Information section to provide details for the new appointment:

a) Select the Hire Type and Hire Reason; the “Hire Type” you select will determine which
“Hire Reason” options are available.
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Hire Type Options:
 Hire – used for initial appointments
 Rehire – used to place a former employee in a new position

Hire Reasons
Direct Transfer: Other TX Higher Ed
Direct Transfer: TX State Agency
Direct Transfer: Other UT Institution
Hire - used for additional appointments or new hires
Add POI - Used to appoint an individual doing work for the University who is not considered a traditional
employee, known as a “Person of Interest.” This may include visiting researchers or students, volunteers,
perspective employees, independent contractors, etc.
Return to Work Retiree

Rehire Reasons
Direct Transfer: Other UT Institution
Direct Transfer: TX State Agency
Same Institution – internal transfer from one department to another within the same institution

b) Enter the appointment Start Date
c) Select the Transfer From State Agency checkbox if the employee is transferring from

another State of Texas agency.
d) Enter or lookup the Position ID number for the employee.

Note: If there is an existing employee assigned to the same position, their name will
display in the Current and Future Incumbents grid.
6. The Proposed Job Information section displays the Empl Class and Comp Frequency based on
the Position number entered.
 Proposed Rate @ 100%: Provide the proposed annual salary or hourly rate, depending
on the field displayed.

 For monthly employees,
additional fields will
populate including the
annual rate based on the
position’s FTE, and the
monthly amount. These
fields may also be used to
calculate the Proposed
Rate @ 100%.

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7. The Personal Information section:

 Brand New Employee: enter the First Name, Last Name, Address, Home Email, Phone
Number, etc.

 For existing employees/students: review the Proposed Personal Information and make
any necessary changes.

8. After entering the address, select the Clean Address link to validate that the address provided is
a valid postal address.

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9. The Clean Address page is displayed. Click on the Validate Address link and then click OK.

Note: If an exact address match is not found then you will see a suggestion box to select from a
list of possible addresses. Choose one of the addresses provided in the list, or just OK to return
to the eForm Request.

10. Based on the Position number previously entered in the Employment Information section, the
Current Position Information will display. Use the Proposed Position Information to make any
changes such as FTE, Std Hrs/Wk, and the Reports To. (Use the lookup icon to look up the
“Reports To” by Name, Empl ID or Position Number.)
Note: If the position “Max Headcount” is more than 1, you will not be able to update position
data; For any other changes, please contact your Human Resources department.

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11. The Current Funding for the position is displayed; use the Proposed Funding section to make
any changes to the existing funding source(s) or distribution(s).
Note: Funding may be split between different Cost Centers or Projects but the total distribution
percentage must equal 100%. Use the plus or minus sign to add/remove an additional funding
source.

12. Once all the required fields have been completed, click the Save button. Notice a Request ID
number has been assigned, with a Status of “Saved.”
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13. Expand the Attachments or Comments section to attach required documentation and include
any special comments.
Use the plus or minus sign to add/remove an attachment or comment.

14. Use the Form Procedures section to review a checklist and answer any questions or provide
additional information.

15. After you’ve added your attachments and comments, click the Submit button.

16. The eForm Status shows “Pending Approvals” and the current approval routing is displayed at
the bottom of the page.

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Hire a Faculty Member

The Appointment is used to hire and add a contract for brand new faculty. Contracts are used to pay
the salary, or contracted amount, for faculty within a specified date range. Once the contract amount is
paid by the end date indicated, payroll is stopped but the employee remains “active.” The salary or
dollar amount to be paid is considered the “Contract Worth.” The 9-month Academic Rate is agreed
salary for faculty working a full academic year (Fall and Spring semesters). To calculate Contract Worth
or see Contract Worth calculate the 9-month Academic Rate, provide the FTE, Contract Start Date and
the Contract End Date.
Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request

1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the Appointment option from the

“Action” drop down menu.

3. The Appointment eForm is displayed. Use the Justification text box to explain or “justify” the
reason for the new eForm action requested.

4. From the Employee Information section:
a) Select the Search button.
b) The Search Match page is displayed. Enter the employee information such as: First
Name, Last Name, Date of Birth, and Social Security Number. Click Search.
c) Identify the employee and click the Select button to copy over the employee
information. Any existing job information (current or past) will display in the Employee
Information section.
Note: If an existing Empl ID was not found, click the Cancel button from the Search
Match page to return to the “Initiate New eForms Request” page.

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5. Use the Employment Information section to provide details for the new appointment:

a) Select the Hire Type and Hire Reason; the “Hire Type” you select will determine which
“Hire Reason” options are available.
Hire Type Options:
 Hire – used for initial appointments
 Rehire – used to place a former employee in a new position

Hire Reasons
Direct Transfer: Other TX Higher Ed
Direct Transfer: TX State Agency
Direct Transfer: Other UT Institution
Hire - used for additional appointments or new hires
Add POI - Used to appoint an individual doing work for the University who is not considered a traditional
employee, known as a “Person of Interest.” This may include visiting researchers or students, volunteers,
perspective employees, independent contractors, etc.
Return to Work Retiree

Rehire Reasons

Direct Transfer: Other UT Institution
Direct Transfer: TX State Agency
Same Institution – internal transfer

b) Enter the appointment Start Date.
c) Select the Transfer From State Agency checkbox if the employee is transferring from

another State of Texas agency.
d) Enter or lookup the Position ID number for the employee.

Note: If there is an existing employee assigned to the same position, their name will
display in the Incumbents grid.

6. The Proposed Job Information section displays the Empl Class and Comp Frequency based on
the Position number entered.

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a) Select the appropriate option from the FICA Status drop down menu:
 Exempt – individual is exempt from FICA payments, Social Security and
Medicare taxes. (Applies to full time students or Non-Resident employees with
F-1 or J-1 visas.)
 Subject – individual does not qualify for FICA exemption and must make FICA
payments (Social Security and Medicare taxes).

b) Proposed 9 MO Academic Rate @ 100%: Use this field to provide the proposed salary
based on a 100% appointment.
 Proposed 9 MO Academic Rate @ FTE: Based on the position’s FTE, this field
will reflect what the faculty member will be paid (using the 100% 9-month
academic rate and FTE).
 Academic Rate @ FTE Proposed Monthly @ FTE: Based on the position’s FTE,
this field will reflect what the faculty member will be paid on a monthly basis
(using the 100% 9-month academic rate and FTE).

c) Enter the Contract Information.
 The Contract Pay Type if the employee is paid over a contract, 9 months, or 12
months:
o Faculty 9/12 – salary spread elected & paid in 12 equal monthly
payments
o Faculty 9/9 – paid over 9 months
o Pay Over Contract – paid over a specific period of time (e.g. mini-
semesters, etc.)
 Based on the “Contact Pay Type” selected, the Payment Term will default to the
appropriate value:
o Pay Over 12 months
o Pay Over Contract
o Pay over ‘X’ months
o Pay with Lump Sum

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 Optional: enter the Contract Worth in lieu of the 9-month Academic Rate (9

mos. Rate will populate based on the FTE, Contract Start/End Dates, and
Contract Worth amount entered.)
 If the employee’s contract will continue year after year and should be renewed
automatically, select the Renewal Indic checkbox and use the Renewal Count
text box to enter the number of renewals. (e.g. 99)
 If the contract is for a period prior to the effective date, select the checkbox
Prorate Hrs in Partial Period.
7. The Personal Information section:
 Brand New Employee: enter the First Name, Last Name, Address, Home Email, Phone
Number, etc.

 Existing employees/students: review the “Proposed Personal Information” and make
any necessary changes.

8. After entering the address, select the Clean Address link to validate that the address provided is
a valid postal address.

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9. The Clean Address page is displayed. Click on the Validate Address link and then click OK.

Note: If an exact address match is not found then you will see a suggestion box to select from a
list of possible addresses. Choose one of the addresses provided in the list, or just OK to return
to the eForm Request.

10. Based on the Position number previously entered in the Employment Information section, the
Current Position Information will display. Use the Proposed Position Information to make any
changes such as FTE, Std Hrs/Wk, and the Reports To. (Use the lookup icon to look up the
“Reports To” by Name, Empl ID or Position Number.)
Note: If the position “Max Headcount” is more than 1, you will not be able to update position
data; For any other changes, please contact your Human Resources department.
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11. The Current Funding for the position is displayed; use the Proposed Funding section to make
any changes to the existing funding source(s) or distribution(s).
Funding may be split between different Cost Centers or Projects but the total distribution
percentage must equal 100%. Use the plus or minus sign to add/remove an additional funding
source.

12. Once all the required fields have been completed, click the Save button. Notice a Request ID
number has been assigned, with a Status of “Saved.”
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13. Expand the Attachments or Comments section to attach required documentation and include
any special comments.

14. Use the Form Procedures section to review a checklist and answer any questions or provide
additional information.

15. After you’ve added attachments and comments, click the Submit button.

16. The eForm Status shows “Pending Approvals” and the current approval routing is displayed at
the bottom of the page.

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Contract Additions & Changes

The Contract Additions & Changes eForm is used to create a brand new contract, or update an existing
contract for existing faculty members.
Contracts are used to pay an employee’s salary, or contracted amount, within a specified date range.
Once the contracted amount is paid by the end date indicated, payroll is stopped but the employee
remains “active.” The salary or dollar amount to be paid is considered the “Contract Worth.” For
faculty, the 9-month Academic Rate is the agreed salary for working a full academic year (Fall and Spring
semesters). To calculate Contract Worth or see Contract Worth calculate the 9-month Academic Rate,
provide the FTE, Contract Start Date and the Contract End Date.
Note: this is typically used for Faculty.

Create a New Contract

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request
1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the Contract Additions and Changes
option from the “Action” drop down menu.

3. The Contract Additions and Changes eForm is displayed. Use the Justification text box to
explain or “justify” the reason for the new eForm action requested.

4. From the Employee Information section:
a) Enter or look up the employee ID:
 Employee in your department: enter or look up the employee ID number in the
Empl ID field.
 Employee from another department: click the Search button. The Search
Match page is displayed. Enter the employee information such as: First Name,
Last Name, Date of Birth, and Social Security Number. Click Search. Identify the
employee and click the Select button to copy over the employee information.
Any existing job information (current or past) will display in the Employee
Information section

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b) Select the checkbox next to the Empl Record used for the new contract.

5. The Proposed Job Information section defaults the Empl Class, Pay Group, Comp Frequency and
FTE based on the Faculty member’s existing position (for the selected Empl Record); make any
necessary changes and complete the additional fields:

a) Select the appropriate option from the FICA Status drop down menu:
 Exempt – individual is exempt from FICA payments, Social Security and
Medicare taxes. (Applies to full time students or Non-Resident employees with
F-1 or J-1 visas.)
 Subject – individual does not qualify for FICA exemption and must make FICA
payments (Social Security and Medicare taxes).

b) Proposed 9 MO Academic Rate @ 100%: Use this field to provide the proposed salary
based on a 100% appointment.
 Proposed 9 MO Academic Rate @ FTE: Based on the position’s FTE, this field
will reflect what the faculty member will be paid (using the 100% 9-month
academic rate and FTE).
 Academic Rate @ FTE Proposed Monthly @ FTE: Based on the position’s FTE,
this field will reflect what the faculty member will be paid on a monthly basis
(using the 100% 9-month academic rate and FTE).

c) Enter the Contract Information:

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 Enter the Contract Number (e.g. 1, 2, 3, etc.)
 The Contract Pay Type if the employee is paid over a contract, 9 months, or 12

months:
o Faculty 9/12 – salary spread, paid in 12 equal monthly payments
o Faculty 9/9 – paid over 9 months
o Pay Over Contract – paid over a specific period of time

 Based on the “Contact Pay Type” selected, the Payment Term will default to the
appropriate value:
o Pay Over 12 months
o Pay Over Contract
o Pay over ‘X’ months
o Pay with Lump Sum

 Provide the Contract Start Date, Contract End Date, and Payment End Date.
 Optional: enter the Contract Worth in lieu of the 9-month Academic Rate (9

mos. Rate will populate based on the FTE, Contract Start/End Dates, and
Contract Worth amount entered.)
 If the employee’s contract will continue year after year and should be renewed
automatically, select the Renewal Indic checkbox and use the Renewal Count
text box to enter the number of renewals. (e.g. 99)
 If the contract is for a period prior to the effective date, select the checkbox
Prorate Hrs in Partial Period.
6. The Current Funding for the position is displayed; use the Proposed Funding section to make
any changes to the existing funding source(s) or distribution(s).
Note: Funding may be split between different Cost Centers or Projects but the total distribution
percentage must equal 100%. Use the plus or minus sign to add/remove an additional funding
source.

7. Once all the required fields have been completed, click the Save button. Notice a Request ID
number has been assigned, with a Status of “Saved.”

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8. Expand the Attachments or Comments section to attach required documentation and include
any special comments.

9. Use the Form Procedures section to review a checklist and answer any questions or provide
additional information.

10. After you’ve added your attachments and comments, click the Submit button.

11. The eForm Status shows “Pending Approvals” and the current approval routing is displayed at
the bottom of the page.

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Change an Existing Contract

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request
1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the Contract Additions and Changes
option from the “Action” drop down menu.

3. The Contract Additions and Changes eForm is displayed. Use the Justification text box to
explain or “justify” the reason for the new eForm action requested.

4. From the Employee Information section:
a) Enter or look up the employee ID:
 Employee in your department: enter or look up the employee ID number in the
Empl ID field.
 Employee from another department: click the Search button. The Search
Match page is displayed. Enter the employee information such as: First Name,
Last Name, Date of Birth, and Social Security Number. Click Search. Identify the
employee and click the Select button to copy over the employee information.
Any existing job information (current or past) will display in the Employee
Information section.

b) Select the checkbox next to the Empl Record used for the contract change

5. The Current Job Information section displays the current contract in place. Use the Proposed
Job Information section to update the existing contract:

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a) If applicable, update the Empl Class, Pay Group, and/or FTE
b) Select the appropriate option from the FICA Status drop down menu:

 Exempt – individual is exempt from FICA payments, Social Security and
Medicare taxes. (Applies to full time students or Non-Resident employees with
F-1 or J-1 visas.)

 Subject – individual does not qualify for FICA exemption and must make FICA
payments (Social Security and Medicare taxes).

c) Proposed 9 MO Academic Rate @ 100%: Use this field to update the proposed salary
based on a 100% appointment.
 Proposed 9 MO Academic Rate @ FTE: Based on the FTE, this field will reflect
what the faculty member will be paid (using the 100% 9-month academic rate
and FTE).
 Academic Rate @ FTE Proposed Monthly @ FTE: Based on the FTE, this field
will reflect what the faculty member will be paid on a monthly basis (using the
100% 9-month academic rate and FTE).

d) Enter the Contract Information:
 Enter the Contract Number (e.g. 1, 2, 3, etc.)
 The Contract Pay Type if the employee is paid over a contract, 9 months, or 12
months:
o Faculty 9/12 – paid in 12 equal monthly payments
o Faculty 9/9 – paid over 9 months
o Pay Over Contract – paid over a contract (specific period of time)
 Based on the “Contact Pay Type” selected, the Payment Term will default to the
appropriate value:

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o Pay Over 12 months
o Pay Over Contract
o Pay over ‘X’ months
o Pay with Lump Sum
 Provide the Contract Start Date, Contract End Date, and Payment End Date.
 Enter the Contract Worth.
 If the employee’s contract will continue year after year and should be renewed
automatically, select the Renewal Indic checkbox and use the Renewal Count
text box to enter the number of renewals. (e.g. 99)
 If the contract is for a period prior to the effective date, select the checkbox
Prorate Hrs in Partial Period.
6. The Current Funding for the position is displayed; use the Proposed Funding section to make
any changes to the existing funding source(s) or distribution(s).
Note: Funding may be split between different Cost Centers or Projects but the total funding
percentage must equal 100%. Use the plus or minus sign to add/remove an additional funding
source.

7. Once all the required fields have been completed, click the Save button. Notice a Request ID
number has been assigned, with a Status of “Saved.”

8. Expand the Attachments or Comments section to attach required documentation and include
any special comments.

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9. Use the Form Procedures section to review a checklist and answer any questions or provide

additional information.
10. After you’ve added your attachments and comments, click the Submit button.

11. The eForm Status shows “Pending Approvals” and the current approval routing is displayed at
the bottom of the page.

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Person of Interest

A Person of Interest is an individual doing work for the University who is not considered a traditional
employee, known as a “Person of Interest.” This may include visiting researchers or students,
volunteers, perspective employees, independent contractors, etc.
The Create Person of Interest eForm is used to appoint a person to a POI position, without requiring
compensation or a funding source for the position.

Create Person of Interest

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request
1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the Create Person of Interest option
from the “Action” drop down menu.

3. The Create Person of Interest eForm is displayed. Use the Justification text box to explain or
“justify” the reason for the new eForm action requested.

4. Use the Proposed Personal Information to following information: First Name, Last Name,
Address, Home Email and Phone number.

5. The Job Information:
a) From the Hire Type drop down menu, select Add Person of Interest.
b) Choose the appropriate option for the Hire Reason:
 Pre-Employment
 University Affiliate
c) Provide the Start Date and Expected End date
d) Select the End Job Automatically option if the job should automatically end by the
provided “Expected End” date
e) Enter or look up the Department ID
f) Enter or look up the Position number
g) Enter or look up the Citizenship for the new Person of Interest
h) Select the appropriate option from the Worker Type drop down menu:
 Domestic
 Foreign

6. Click the Save button. Notice a Request ID number has been assigned, with a Status of “Saved.”

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7. Expand the Attachments or Comments section to attach required documentation and include
any special comments.

8. Click Submit. The eForm Status shows “Pending Approvals” and the current approval routing is
displayed at the bottom of the page

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Create a New Position

The New Position Request eform is used to create a brand new position.

New Position Request

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request

1. Navigate to the eForms Action Request page and click on the Add a New Value tab.
2. The Initiate New eForms Request page is displayed. Select the New Position Request option

from the “Action” drop down menu.
3. The New Position Request eForm is displayed. Use the Justification text box is used to explain

or “justify” the reason for the new eForm action requested.
4. Enter the effective date for the request in the Position Eff Date field.
5. The Copy Position field allows you to enter or look up an existing Position number to copy the

position details to your new request, such as the Department, Job Code, Job Title, Standard
Hours, FTE, Reports To, etc.

6. The Proposed Position Information section is
used to enter the key attributes for the position:
a) The Position field will update with the
new Position ID number once the eForm
has been final approved and completely
processed in the system.
b) The position Status defaults to “Active”
but you may use the drop down menu to
change the status to “Inactive” if
applicable.
c) The Business Unit and Company should
default appropriately but you may
change the default values.
d) Enter or look up the Department.
e) Enter or look up the Job Code. Once the
Job Code has been entered, the Following
information will populate: Job Title,
Regular/Temp status, Full Time/Part
Time, FLSA Status (NO FLSA-Exempt or
Non-Exempt), Salary Plan, Standard
hours, FTE, and Max Headcount.
Note: The Standard hours, FTE, and Max Headcount may be updated if necessary.

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f) Use the Empl Class field to provide the Employee Classification:
 Admin and Professional
 Classified
 Faculty
 Graduate Student
 Student

g) For the Reports To Pos field, enter or look up the Position number which the new
position will report to. The “Reports To Name” and email will display.

h) Enter or look up the Location Code and enter the Mail Drop ID.
i) Select the checkbox next to each of the following options that applies for the new

position:
 Key Position – position considered “key” and critical to maintain business
operations
 Budgeted Position – position is ongoing and will be budgeted year to year
 Permanently Budgeted – position is ongoing and will be budgeted year to year

7. The Additional Information section:
a) If applicable, select the Retirement Plan ORP Eligible option.
b) Choose the appropriate option for Posting Schedule:
 Post & Recruit Immediately –
used to post and recruit for the
brand new position
immediately after final approval
 Create Now But Do Not Post
Yet – used to only create the
brand new position but not
post for recruiting; may be
posted for recruitment at a
later time

8. Use the Proposed Funding section to provide the funding source for the position. Enter or look
up the Cost Center or Project ID.
Note: Funding may be split between different Cost Centers or Projects but the total funding
percentage must equal 100%. Use the plus or minus sign to add/remove an additional funding
source.

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9. Once all the required fields have been completed, click the Save button. Notice a Request ID

number has been assigned, with a Status of “Saved.”
10. After you’ve added your attachments and comments, click the Submit button.
11. The eForm Status shows “Pending Approvals” and the current approval routing is displayed at

the bottom of the page.

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Attaching Documents to an eForm

The attachment feature allows department users the ability to attach supporting documentation to an
eForm. This feature will reduce the processing time when specific supporting documents are required in
order to approve an eForm. Documents may be scanned and attached electronically in various formats,
including PDF, Word, Excel, JPEG, PING, etc.

Add an Attachment

1. Starting from the eForm request, after saving the eForm, expand the Attachments section.
2. Click the Add/Delete button.

3. The Add/Delete Attachments page is displayed:
a) Select an Attachment Type from the drop down menu.
b) Click on the Add icon.

c) Click the Choose File button; navigate to the file you want to upload.
Note: You can only select one file at a time.

d) Click Upload.
e) Use the Note field to add a description for the document.
f) The View icon allows you to view the attached document.
g) Use the Add a New Row icon to add additional attachments.
h) Once all attachments have been added, click the Back to Request button to return to

the Eform request.

4. Select the Save button to save your changes.

Remove an Attachment

1. Starting from the eForm request, after saving the eForm, expand the Attachments section.
2. Click the Add/Delete button.

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3. The Add/Delete Attachments page is displayed; to remove an attachment, select the Delete
icon.

4. Click the Back to Request icon and Save your changes.

eForm Features

Using Search Match

Search Match is a feature used to find existing employees or students in PeopleSoft, for the following
campuses: UT Arlington, UT El Paso, UT Permian Basin, UT San Antonio, UT Tyler, and UT System. Search
Match should always be used when appointing an employee to determine if there is an existing Empl ID.
Even if the employee is an internal transfer, and the Empl ID is known, due to department security
restrictions the Search Match feature must be used to view and select the employee.

1. Starting from the eForm request Employee Information section, select the Search button.

2. The Search Match page is displayed. Enter the employee information such as: First Name, Last
Name, Date of Birth, and Social Security Number.

3. Click the Search button.

4.
5. Based on the search criteria entered, results will display. Identify the employee and click the

Select button to copy over the employee information.
Note: If an existing Empl ID was not found, click the Cancel button from the Search Match page
to return to the eForm request.
6. If a person was selected from the Search Match page, job information will display in the
Employee Information section.

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Employee Information

The Employee Information section on an eForm displays any current and prior job information for an
individual with an existing Empl ID. This section will display the following:

 The Empl Record number
 The Job Indicator for the Empl Record, if it’s Primary, etc.
 HR Status – “Active” for current and “Inactive” for existing records
 Payroll Status – Active, Terminated, etc.
 Eff Date, Action, and Reason – the effective date of the last action for the Empl Record (Hire,

Termination, etc.)
 Department ID number and Name
 Position information: Position number, Job Code, Job Title, FTE, Std hours, FLSA Status, Empl

Class
 Paygroup Description – Monthly or Semi-monthly
 Benefit Program – indicates if benefits eligible
 Retirement
 Saving,
 Indicator for “Key Position”
 Service months for State of Texas service

Note: If the Empl ID entered or selected is for a student, that was never employed by any of 6 UT
Campuses, the Employee Information Section will be blank.

Clean Address

Clean address is used to validate that the address entered on an eForm is a valid postal address.
1. Starting on an eForm Request, within the Proposed Personal Information section, enter the
address and click the Clean Address link.

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2. The Clean Address page is displayed. Click on the Validate Address link and then click OK.

Note: If an exact address match is not found then you will see a suggestion box to select from a
list of possible addresses. Choose one of the addresses provided in the list, or just OK to return
to the eForm Request.

Budget Overview

The Budget Overview feature allows eForm users the ability to see an overview of their department’s
budget. This feature is accessible within a request, once the eForm is “Saved” or “Submitted” the
Budget Overview screen will display for the Cost Center(s) and/or Project(s) used in the Proposed
Funding section.
Based on the compensation entered for a new appointment or position, the Proposed Funding section
will display an estimate for the salary to be paid from the start date through the end of the fiscal year.
After an eForm has been saved or submitted, the Review Available Funds page displays the estimated
salary expense (highlighted in blue), the budget account it will impact, and the overall budget for the
Cost Center or Project used. Other pending eForm requests will show highlighted in Pink, anything
highlighted in yellow indicates a specific budget account is overdrawn; and if the overall Budget for the
Cost Center or Project is overdrawn, then it will be highlighted in red.

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You may also navigate directly to the eForms Budget Overview page and view all Cost Centers and
Projects for your department on one page; this information may be downloaded into Excel.
Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Budget
Overview
The eForms Budget Overview page displays all Cost Centers and Projects for the department(s) you
have access to view. Anything highlighted in yellow indicates a specific budget account is overdrawn. If
the overall Budget for the Cost Center or Project is overdrawn, then it will be highlighted in red.

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Managing eForms

Once an eForm has been submitted, it may be necessary to check the status, view the details of a
previously entered request, and/or copy an existing eForm. Use the eForms Action Request search
page to manage eForms saved/submitted for your department.

View an Existing eForm

Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request
Starting from the eForms Action Request page, use the Find an Existing Value tab to search for an
existing eForm.
There are many different options and you may complete one of the following:

 Enter a specific eForm Request ID number
 eForm Actions lets you search by types of requests (Appointment, New Position Request, etc.)
 View forms with the same Status (Saved, Pending, Approved, Denied, etc.)
 Search by Empl ID, Name, a Position Number, Department, Job Code, Job Title, Job Action, etc.
 View forms with the same Action Reason, Request Date, or Effective Date (e.g. Hire Date, etc.)

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Copy an eForm

The Copy option allows users to copy an existing eForm that has been saved or submitted; this is limited
to the user’s department only. Note: users will not have the option to copy forms created by
Requesters outside their department.
Navigation: Main Menu > HRMS > UTZ Customizations > eForms for HR/Payroll Actions > Action Request

1. Starting from the eForms Action Request page, use the Find an Existing Value tab to search for
an existing eForm.

2. Use the search options to find and select the eForm to be copied.
3. Once on the original eForm request, scroll towards the bottom of the page and click the Copy

button.

4. A message box will appear: “You are about to copy existing request to a new request.” Click the
OK button to continue.

5. A copy of the original eForm will display; changes may be made from the copied request.

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Workflow

Overview

Workflow is the electronic routing and approval process for eForms. When a Requester submits an
eForm, Workflow begins and the eForm is routed electronically to pre-defined Approvers in PeopleSoft.
An individual Approver or group of Approvers are assigned to a specific workflow Approval Stage (e.g.
Department, Funding, Business Office).

The first Approval path is the Department Approval Stage which may include the Reports To Manager or
Department Head. The Funding Approval Stage is the next approval path, dependent on the funding
source(s) used, which includes the Budget Authority for Cost Centers and the Principal Manager (PM) or
Principal Investigator (PI) for Projects. The Business Office Approval Stage will include other required
approvers including the Budget Office, Provost, Grants & Research Office, Human Resources, etc.

As requests pass through each Approval Stage, the Approver is responsible for reviewing and verifying
the information and approving the request to move forward to the next approval, denying or returning
the request back to the Request for changes.

General Tips

 To avoid delays in workflow routing, it may be best to have at least two or more approvers at
each approval level.

 Approval is not required twice if an individual is assigned as an approver at more than one
approval level.

 Requests with multiple funding sources will route simultaneously for funding approval.

Workflow Notifications

PeopleSoft will generate an email notification to all approvers in the workflow routing. The email
message will contain a link to access the eForm request, and provide details including the Action type,
Request ID, name of the employee, effective date or start date, Department, etc.

The email message will contain
a link for the approver to click
on and directly access the
original eForm Request. If the
user is already logged into
PeopleSoft, they will be
prompted to enter login
credentials. Once logged into
the system, the eForm Request
will display.

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eForms Management – for Approvers

After a Requester submits an eForm, it will electronically route to the appropriate approver(s). The
workflow path will vary and may travel through different workflow approvers based upon the
information included on the eForm.
Each approver will review the information submitted and may use the Comments section to provide
additional remarks; any added comments can be viewed by every person in the approval path, as well as
the original Requester.
Once the eForm has been reviewed for accuracy, the approver can Approve, Deny, or Send Back the
request. The following actions take place with each option:

 Approve – the form is approved and moves on to the next approver
 Deny – cancels the request completely and no further action can be taken (comments required)
 Send Back – the request is sent back to Requester to make any required changes (comments

required). The Requester will be notified via email.

Review “My Pending Approvals”

Approvers can use My Pending Approvals to view, manage, and take action on eForms awaiting
approval. An approver can access this option one of two ways:
Option 1
Navigation: Main Menu > HRMS > UTZ
Customizations > eForms HR/Payroll Actions > My
Pending Approvals

 The eForms Action Request page defaults
with your Empl ID in the Assigned Operator
ID field.

 The Search Results will display any eForms
awaiting your approval.

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Option 2
Navigation: Main Menu > HRMS > UTZ
Customizations > eForms HR/Payroll Actions >
Action Request

 Use the search criteria to refine results or
just click the Search button to view all
pending requests

 Select the checkbox for the My Pending
Approvals option

 Select the eForm Request ID from the
Search Results

Option 3
Log into PeopleSoft, starting from the Homepage:

 A grid will display showing any forms awaiting approval
 Click on the My Approvals link
 All pending requests awaiting approval will display
 Select the Action request to take action on, or narrow the displayed results

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Take Action on an eForm

1. Start by using the link provided in the emailed workflow notification or navigate to the My
Pending Approvals page and enter the eForm request ID awaiting approval.

2. Once the eForm is pulled up, review the details provided on the request, view any attachments
and comments.

3. Use the Add/Edit button within the Comments section to add a comment which will be
available for each approver in the approval path. Note: At the bottom of the page, the pending
workflow routing will display the names of the approvers must review and approve the eForm.

4. To take action select one of the following: Approve, Deny, Send Back. If the Send Back or Deny
button is selected, then you will be prompted to add comments regarding why the request has
been denied or sent back.
Available actions:
 Approve – the form is approved
and moves on to the next
approver
 Deny – cancels the request
completely and no further
action can be taken (comments
required)
 Send Back – the request is sent
back to Requester to make any
required changes (comments
required). The Requester will
be notified via email.

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