HR - Electronic Personnel File

GENERAL DESCRIPTION:

This document will provide information on completing tasks when working with the electronic personnel file in HRS.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


PROCEDURE STEPS:

General Navigation:

  1. Navigation: Workforce Administration > Personal Information > Modify a Person

  2. Click the Electronic Files tab.

  3. Click ePFILE button.
    NOTE: The Document list will open in a new tab.

Add Documents

Single Document

  1. Click the paper icon for the document type to add.

  2. Click the Add Document icon (folder).

  3. Enter the Document Effective Date (action date) of the document.

  4. Change the Business Unit, if necessary.
    NOTE: Business Unit will default to the campus the employee is currently employed at.

  5. Click Upload Document button.

  6. Click Browse and select the file to add.
    Warning Only PDF document types can be added and document name must be shorter than 64 characters.

  7. Click Upload.

  8. Click Return.

  9. Click the green arrow to return to the document list, or close the browser tab if finished working with the e-pfile.

Multiple Documents

  1. Click the Add Documents button.

  2. Click Browse and select the file to add, continue for all documents.
    Warning Only PDF document types can be added and document name must be shorter than 64 characters.

  3. Click Upload.

  4. For each document, identify the Document Type and Document Effective Date (action date).

  5. Change the Business Unit, if necessary.
    NOTE: Business Unit will default to the campus the employee is currently employed at.

  6. Click Save.



Print/View Documents

Single Document

  1. Click the paper icon for the document type.

  2. Click the paper and glasses icon next to the document.

  3. The document will open in a new tab.
    NOTE: to print the document, click the print icon.

Multiple Documents

  1. Place a check in the boxes next to the document(s) to print.
    NOTE:
    • To print all documents in a document type(s), select the document type or use the Select All/None box.
    • To print documents in a single document type, click on the paper icon to access the document list and select from there

  2.  Click the Print (printer) icon.

  3. Documents will open in a new tab
    NOTE: to print the document, click the print icon.


Modify Document Information

Edit Document Information (Name, effective date, business unit)

  1. Click the paper icon for the document type.

  2. Click the Edit Document Information (pencil) icon.

  3. Update information.

  4. Click Save.

  5. Updated information will appear for the document.

Reassign Document

  1. Click the paper icon for the document type.

  2. Click the Reassign Document (person) icon.

  3. Enter or look up the correct Empl ID in the Assign to field.

  4. Click Reassign Document button.

  5. Verify that the document was reassigned to the correct Empl ID using the new column that appears.

  6. Navigate to the document in the newly assigned employee's p-file and edit document information, see steps above.

Change Document Type

  1. Click the paper icon for the document type.

  2. Click the Change Document Type (paper) icon.

  3. Enter or look up the correct Doc Type ID.

  4. Click Save.

  5. A new box will appear on the document list, notifying that the document type was changed.

NOTE: If you reassign or change the document type in a document type folder where that was the only document, when you return to the document type list page that document type will not appear until the next batch process runs (every 30 minutes). To have the document type reappear immediately, click the refresh button.


 Request Document Deletion

  1. Click the paper icon for the document type.

  2. Click the Delete Request (trash can) icon for the correct document.

  3. Enter a reason for deletion, this message will be seen when the deletion request is reviewed.

  4. Click OK on the message confirming deletion approval and processing.

  5. The status column will update listing Pending Deletion.
    NOTE: the document will remain until after the deletion request has been approved.

  6. You will receive an email when the request has been approved or denied.


ADDITIONAL RESOURCES

Related KBs:

  • N/A
Related Links: