There are various methods to process a personnel action in SAP: electronic PAF (ePAF) via Firefly; a .pdf PAF created via the HR Toolbox; and a fillable .pdf or Excel PAF. In this manual, for each PAF there is a section titled "Choose PAF Method" that identifies the methods available for completing the PAF and indicates which is preferred. The table below also provides a quick reference.
| ePAF | PAF via the HR Toolbox | Fillable PAF | |
|---|---|---|---|
| New Hire/Rehire PAF | X | X | |
| Affiliate/Volunteer PAF | X | X | |
| Recurring or One-Time Payment PAF | X | X |
ePAF via Firefly
An ePAF is the fastest and most efficient way to complete an action in SAP as it eliminates the need to submit a PAF to Payroll for SAP entry. The ePAF is initiated by clicking on a tile in Firefly and the data is entered into an electronic form and then sent to two ePAF approvers for the org unit to electronically approve. Sometimes ePAFs have limitations and can only be used if certain conditions are met. When possible, an ePAF should be used.
Each Business Center should have a minimum of two initiators who enter information into available ePAFs and at least three approvers per org unit. The maximum number of approvers allowed is five per org unit. An ePAF cannot be completed for an individual if the org unit does not have three ePAF approvers assigned. To see if an org unit has ePAF approvers assigned, use the ePAF, eSHOP and Travel Approver Lookup Report.
Requesting ePAF Initiator (entry) Security
Business Center managers must submit a Security Request in Firefly to request security for employees who will initiate ePAFs. In the comments, indicate which ePAF(s) the request is for.
Requesting ePAF Approver Security
ePAF approvers are assigned by org unit. A minimum of three approvers is required, with a maximum of five per org unit. To add, remove, or change ePAF approvers, complete the Add, Remove or Change Approver ePAF Security Template and email to unlsapsecurity@unl.edu.
PAF via the HR Toolbox
Creating a PAF via the HR Toolbox will produce a .pdf PAF. The HR Toolbox prefills the PAF with existing SAP data, so that only new or changed information needs to be entered. The completed PAF must be sent to Payroll Services for SAP entry. See HR and Financial Toolboxes for information on how to set up and access the HR Toolbox.
Fillable PAF
Completing a PAF as fillable .pdf or Excel file is the most common method. The form is completed by typing the information directly into the document using the default blue font color in sentence case (not all caps). The completed PAF must be sent to Payroll for SAP entry. The most current fillable PAFs can be found in SAPPHIRE and must be used for PAFs, if not using the HR Toolbox or an ePAF. Altered versions of PAFs that have not been approved by Payroll cannot be used.