This exercise shows the steps required to use the Fax Imaging process for sending documents relating to an ePAF. This process
eliminates the need for paper documents to be routed to Level 1
and Level 2 approvers.
In this simulation, you have submitted an Edit Existing Job ePAF for Albert Gator, who has received a Special Pay Increase. You will see the procedure for faxing the documents that accompany the ePAF.
Note: the same procedure is used for all ePAFs.
This screen shows the Edit an Existing Job ePAF that has been submitted for approval. Make a note of the eForm ID number (in this example 229935).
You must now attach the relevant documents for ePAF approval.
Click Fax Cover.
The document can now be viewed.
You can view all further documents
by using the Forward button, or selecting
from the page number list.
To exit from the documents, click the
Close button.
To view the document, click on number 2.
As before, the Fax Cover is shown
as the first page and has the time,
date, originator, and number of pages submitted.
Click the number list.
This screen shows there are now two results listed for this ePAF. Both were received on 05/06/2011.
The first row indicates the documents you initially sent.
The second row indicates the additional document sent. To view this document, click the Page button.
This screen shows you have resubmitted the ePAF and you can now view the scanned document.
Click the ePAF Image button.
Click the Resubmit button.
Click the Next button.
The ePAF is displayed.
Click the scrollbar.
Enter the details in the eForm ID field.
In this example, enter "229935".
To search for your ePAF, click in the eForm ID field.
Select the appropriate ePAF.
In this example, we have been using the Edit Existing Job ePAF.
Click the Update a Job Edit ePAF link.
Click the Resubmit, Change, or Withdraw an ePAF link.
First, fax your additional or revised documents to 846-1020 (352-846-1020 for departments' off-campus, as before).
Next you need to resubmit the ePAF.
This shows the third page of the documents faxed.
The ePAF will be recycled or denied, or you will be contacted by an HR core office if there are any errors or documents missing.
If you need to submit further documents
you must use the same cover sheet.
Let's look at the procedure for faxing additional
or revised documents.
Select the third page.
Click number 3.
You can now see the first page of the documents attached to the ePAF.
To view more, you can either click the Forward button or click in the page number list.
In this example, click the page number list.
The Fax Cover Page is now shown. The date, time, and number of pages received is noted at the top of the cover sheet.
To view the next page, click the Forward button.
The form with the changes you have made is shown.
To view the documents attached, click the ePAF Image button.
Click the Search button.
Enter the details in the eForm ID field. In this example, enter "229935".
You can find the ePAF by searching using any of the fields. The ePAF ID is a quick and easy search field.
Click in the eForm ID field.
Select the type of ePAF you were working on.
In this example, you initiated a special pay increase through Edit Existing Job ePAF.
Therefore, click the View a Job Edit ePAF link.
To check and view the documents as scanned images, go to UF Departmental Administration > ePAF Home Page > View an ePAF.
Click View an ePAF.
Fax the cover page and documents to 846-1020 (352-846-1020 for departments off-campus).
Select the printer and print out the fax cover sheet.
In this example, we will assume you will fax the cover page and four pages of documents relevant to the ePAF.
Click the Print menu.
The Fax Cover page shows the eform ID, the EmplID, the date and time, the originator name, and a unique barcode.
To print the cover, click the File menu.
You have now completed the simulation for the ePAF Document Fax Imaging process.
Note that when an ePAF has been approved by Level 2, no further documents
can be submitted. You should keep all documents, with the fax cover page, until the ePAF is approved
by Level 2. All paperwork should then be destroyed, using appropriate methods
for confidential material.
An instruction guide is also available at www.hr.ufl.edu/training/myUFL/toolkits/TimeLabor.asp.
The guide also has information for Level 1 approvers.
If you need help with:
- Technical issues contact the UF Help Desk at 392-HELP or helpdesk@ufl.edu.
- Policies and directives, contact Recruitment & Staffing at 392-392-2477.
© Training and Organizational Development, Office of Human Resource Services, University of Florida,
Gainesville, FL 32611.
To view the document, click on number 2.
Enter the details in the eForm ID field.
In this example, enter a valid value e.g. "229935".
Select the third page.
Click number 3.
Enter the details in the eForm ID field. In this example, enter a valid value e.g. "229935".
