Submitting the PAF

Only pdf/Excel PAFs or PAFs created in the HR Toolbox require submission to Payroll for SAP entry. If an ePAF action is completed, any required attachments will be uploaded as part of the ePAF process; no additional submission to Payroll is needed for ePAFs.

NOTE: Not all IANR PAFs require submission to Payroll for SAP entry. IANR HR/Payroll staff should consult with IANR HR for a list of actions that are allowed for entry.

Submitting a PAF to the payroll department is done via upload to a secure SharePoint site (UNL-Restricted-BF) after reviewing the PAF and any required attachments for completeness and accuracy. Request for access to the site is made by an employee’s business center manager or immediate supervisor by emailing payroll@unl.edu. An employee will receive an email confirming when their access to the site has been granted. It is recommended that employees do not sync these folders to their desktop rather create a shortcut to a shared folder in OneDrive instead.

Combine the PAF and any required attachments into one .pdf for submission. If the PAF and/or required attachments were electronically signed using DocuSign, a .pdf Portfolio must be created to properly retain the electronic signature. When scanning copies of documents completed or signed in-person, a secure scanner that can scan and save to a server deemed secure for confidential data must be used. The PAF should precede any required attachments in the combined .pdf or .pdf Portfolio. The .pdf file submitted to Payroll must be less than 15 megabytes (MB) and named using the below naming convention. Upload the file to the most appropriate folder that has a ‘Dept Use’ prefix.

Required File Naming Convention for SharePoint

The required file naming convention allows Payroll Services to efficiently organize and process PAFs that are uploaded to SharePoint for processing. The required file naming convention for PAFs uploaded to SharePoint is:

• [Effective Date in MM-DD-YYYY format] [Employee Subgroup] [Personnel #] [Last Name] [First Name] [Action Type]
  Example file name: 02-01-2024 C2 12345 Smith John RHP

IANR File Naming Convention

IANR uses this same naming convention, but adds "IANR" to the beginning of the file name. IANR PAFs route through different approvals than City Campus PAFs, so the addition of "IANR" at the beginning of the file name allows Payroll Services to ensure quickly that appropriate approvals have taken place.

• [IANR] [Effective Date in MM-DD-YYYY format] [Employee Subgroup] [Personnel #] [Last Name] [First Name] [Action Type]
  Example file name: IANR 02-01-2024 C2 12345 Smith John RHP

Note: The file naming convention for submitting PAFs to Payroll via SharePoint differs slightly from the file naming convention for uploading PAF documentation directly to SAP's file storage area (GOS) or to GOS through ePAF actions in Firefly.