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eForms

eForms are electronic forms used to facilitate changes through PeopleSoft. This includes position data, job data, personal data, payroll data and more.

These forms allow departments to create electronic forms within PeopleSoft and have them electronically routed through a workflow approval process that ultimately updates the data within PeopleSoft. Visit this page frequently for updated instructions, training videos and links.

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

 eForms Support 

If you are a new manager or supervisor, you will need to complete the following process to gain access to eForms:

  • To gain access, your supervisor will need to contact Tech Cafe and submit a request to access eForms.  They can do this by using any of the communication methods listed below:

To report systems issues, such as outages or an error with workflow routing, please use the above contacts.

To request assistance with the creation and processing of eForms (error messages, warning signs, etc.), please contact People Excellence:

eForms Quick Guide

eForms can be approved for entry into PeopleSoft 30 days ahead of the effective date. Submit eForms 5 weeks prior to effective date to allow time for approvals, routing, background check clearance, etc.

Note: eforms not completed by the 19th of each month may not be processed by the payroll deadline date. Review additional payroll deadlines to ensure forms are routed in a timely manner.

Other important things to note about eForms:

  • All new employees require a criminal background check. Review guidelines and categories
  • Data is not updated into PeopleSoft until eForm status is Complete.
  • Employees cannot begin work until their eForm is complete.
  • Only one eForm per employee/position should be created at a time to avoid errors.
  • Updates regarding eForm status will be left in the comment section of the eForm. Please review for pending requests, CBC information, etc.
  • Please allow 10 business days for eForms to be processed, especially during peak times.

eForm Name eForm Action
Appointment Request
  • Appoints a new paid employee
  • Appoints a returning employee with a break in service
Transfer
  • Transfers an employee from one position to another position within the same department
  • Transfers an employee from one department to another
  • Used for an existing employee and processed by new (receiving) department
Job Attribute Change
  • Extends the appointment for an existing, paid employee
  • Change in pay for an existing employee
Contract Additions & Changes
  • Modifies an existing contract
  • Adds an additional contract to a job record
New Position
  • Creates new position number
Position Attribute Change
  • Changes to a position such as FTE (Hours), Reports To, Department Location
  • Reclassify and existing title to a new title
End Assignment(s)
  • Terminates an employment record for an employee with one or multiple appointments
Retirement
  • Ends all employment records for employees retiring from the University
Funding Change
  • Updates the funding source (cost center) for the position 

Additional Training Resources

eForms are very intuitive and easy to use. However, to ensure that each person is comfortable with the tool, multiple training methods are available to learn about eForms.

The eForms Quick Guides, Presentations and How to Videos section below explains what each type of eForm is used for and includes presentations, videos, and quick guides to assist you. Please note: several of these videos were created before our most recent PeopleSoft updates. Although the appearance of the title page is different, the content, steps and instructions are correct.

FAQ

If you have additional BIS related questions, please email  SPOC.

“No results are found” when trying to search an Employee ID on an eForm. 

When searching for an EMPLID/name you need to always use the “Search” option and leave the EMPLID box blank. After clicking the “Search” button, you will see a Search Match screen to search for the employee. Once you have found the employee, the EMPLID will automatically populate in the original page.

Watch the full video instructions on how to conduct a “Search” match.

Why can’t I add an attachment to my eForm?

You will need to save the eForm before you can add attachments.

An eForm requestor in our department left the university and there are eForms stuck in their saved documents. What action is needed?

Any eForm requestor in that area can pull up the eForm and take the appropriate action.

An eForm is stuck in workflow. What should I do?

Contact BIS at 210-458-SPOC (7762).

Why does the eForm contain approvers outside our area? 

This usually indicates that there are no approvers for the cost center. Contact BIS at 210-458-SPOC (7762).

An approver clicked the “Submit” button instead of the “Approve” button on an eForm. What action is needed?

The original eForms requestor can pull up the document and resubmit so that the eForm shows the requestor as the submitter and can proceed through workflow. Approvers only need to click the “Approve” button even though the “Submit” button is active.

I am not sure which eForm I should be using?

  • Hire a new employee or rehire an employee - Appointment eForm
  • Terminate an employee - Termination eForm
  • Request to hire a volunteer - Create Person of Interest eForm
  • Create a new position - New position request eForm
  • Correct someone’s pay - Job Attribute Change eForm
  • Extend an employee for a longer period of employment - Job Attribute Change eForm
  • Reclassify a position - Position Attribute Change eForm
  • Transfer an employee to a new position - Transfer eForm
  • Modify fte/hours - Position Attribute Change eForm
  • Change funding - Change Funding eForm
  • 0% Faculty - Use Interim Workflow Solutions
  • Change Faculty Pay - Contract Addition & Changes eForm (Select Modify Contract)
  • Change someone’s start date - Use Interim Workflow Solutions

I am a Requestor or Approver and I get a pop-up window with “Warnings”. Is it ok for me to submit/approve the eForm?

Warning messages are not errors, review the warnings, it may be an indication that something MAY be wrong with your eform. If you are the Requestor, correct the errors if appropriate or if no corrective action is required, submit the document. If you are an Approver and feel the Warnings need to be addressed “Send Back” the document to the creator for modification; otherwise approve and submit the document.

My eForm says that I did not use “search match”, what does that mean?

When hiring or rehiring employees, it very important to use the Search button. The Search button will display any matching records on file who have similar names (first name, last name), matching birthdates and matching social security numbers (last four). This will eliminate the possibility of adding an employee with a new employee ID who may already be on file. If this step is skipped you will receive the following error below. When you receive this Warning, perform the search match, otherwise, People Excellence will return the eForm. View the Search Match video or eForms Job Aids to learn more.

Is there a deadline for submission of eForms so that the requested action will be updated and reflected in the next paycheck?

Yes, view the Payroll Schedule for applicable dates.

Will additional eForms training be available?

eForms classes will continue to be available. Class dates and times will be posted on the Training & Development web site when the schedule is finalized.

 

Quick Guides, Presentations and How to Videos

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

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

Appointment New Hire

Search Match

Position Search

Appointment Rehire

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

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.

Approver

Delegation is when a person authorizes another to serve as a his or her representative for a particular task of responsibility.

Delegation

The Termination eForm is used to terminate single or multiple employment records for an employee. When terminating staff or faculty, please attach the resignation letter to the eForm to delay processing. Do not submit a termination for an employee who is transferring into another position within the University.

Termination

The Retirement eForm is used for employees retiring from the university. This eForm will retire any and all employee records.

Retirement

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

The Funding Change eForm may be used to update the funding for a position within your department.

If you have questions regarding Funding Change eForms, please contact Budget at budget@utsa.edu or 210-458-6615.

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

End Date

Note: A Person of Interest cannot be extended on a JAC. Please see POI section for information on extensions.

Pay Rate Change

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

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

Create a Benefits Eligible Position

Create a Non-Benefits Eligible Position

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

A Person of Interest (POI) is an individual doing work for the University who is not an employee. This includes visiting researchers or scholars, volunteers, and independent contractors. Because of this, there is no budget or funding attached to this eForm. Note: a Create a Person of Interest eForm will not be approved without an Acknowledgement of Service Without Salary. The form must have dates of service and signature for approval.

This eForm is also used to extend a current POI appointment. A new acknowledgement form with updated dates will need to be attached.

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

FTE/Hours Change

Inactivate Position

Location/Mail Drop ID

Reclassification

Reports To Changes

Transfer Position to New Department

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

 

TENURE/TENURE TRACK

Create New Position

New Hire Appointment

September Contract

NON-TENURE TRACK

Benefits Eligible

Create New Position

New Hire Appointment

Add Contract (existing faculty)

Non-Benefits Eligible

Create New Position

New Hire/Rehire Appointment

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

MODIFY AN EXISTING CONTRACT

Modify Contract

FACULTY PROMOTIONS

Reclassification

LEAVE OF ABSENCE

Leave of Absence

ZERO PERCENT FACULTY

Submit SharePoint form to hire zero percent faculty. If you need a position please create it using eForms.

Create New Position

Please note that eForms can be submitted up to 30 days prior to their effective date which will help ensure timely updates into PeopleSoft.

 Links coming soon!