Use of Electronic and Paper HR Forms

In July 2003, several transactions were made available within IRIS for departments to submit employee data changes electronically through workflow rather than paper documents. These transactions (sometimes referred to as e-forms) are Termination, Pay/Funding Change, Recurring Payments, and Additional Payments.

The acceptance and use of these electronic transactions has been tremendous. It is estimated that over 65% of the actions that will be initiated this year may be done using these four transactions. To consolidate the processing represented by these forms, the following procedures will be effective July 1, 2004:

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Paper forms will no longer be accepted by the campus HR/Payroll offices for terminations, pay/funding changes, recurring payments, or additional payments. Paper forms received after July 1, 2004, will be returned to the originating departments. Departments should resubmit these requests using the electronic transactions.

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The paper version of these transactions, currently available on the IRIS website, will be removed. Instructions for the use of the related electronic transaction will be available as a link from the IRIS HR forms webpage.

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The Personnel Information Form (PIF) and Personnel Change Form will be revised to disable the termination, pay/funding change, and recurring payment action options. These three actions will be listed as separate items with a link to the instructions as described above.

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The remaining paper forms available on the IRIS website are periodically revised. Departments are encouraged to use the current version of the forms directly from the website rather than keeping older versions on a desktop computer.

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As additional electronic transactions are made available, the use of the related paper form will be discontinued after 90 days. The IRIS Project Team is continuing to develop additional electronic transactions to support HR and Payroll transactions. Currently under design are transactions to create and change positions and to request security access and roles for departmental users.