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FOA PAF Process

FOA PERSONNEL ACTION FORM 

INITIATOR GUIDELINE 

 

 

Purpose 

 

The Personnel Action Form (PAF) is intended for the submission, approval, and recording of pay-oriented personnel requests. It is the standard form for all of the following actions: 

  • Recruitment 

  • New Hire 

  • Reclassification 

  • Equity Adjustment 

  • Apprenticeship 

  • Stipend 

  • Separation 

 

Roles & Responsibilities 

 

Hiring Supervisor 

Prepares the PAF, attaches required documents and saves it.  

Account Manager (AM) 

Validates PAF, modifies any values if necessary, verifies that appropriate attachments are included and initiates the workflow for approval. 

Budget Analyst (BA) 

Reviews the financial section, modifies any values if necessary, and updates the budget in Adaptive 

Director 

Reviews and approves/rejects the PAF on behalf of the department (optional routing) 

AVC 

Reviews and approves/rejects the recruitment PAF on behalf of the unit 

VC Office 

Reviews and approves/rejects the recruitment PAF on behalf of FOA 

HR Generalist 

Reviews, approves the PAF and submits an AggieService ticket  

Business Supervisor 

Receives a copy of the PAF and provides process oversight 

Budget Supervisor 

Department Head 

Other Delegates 

Receive a copy of the PAF for informational purposes 

 

Workflow 

 

Access  

 

Access to PAFs is restricted to initiators and business partners only. Send a new access request to your Account Manager (Fiscal Officer). Once granted you’ll receive links to the PAF. 

 

Tracking in SharePoint 

 

Workflow Status – auto-updated as the form routes from one approver to another. Please do not update the workflow status manually. 

  • Not Started – pending Account Manager’s review and initiation of the workflow. 

  • Pending Department - pending unit Director’s review & approval. 

  • Pending Unit AVC – pending unit AVC’s review & approval. 

  • Pending Budget - pending unit’s Budget Analyst review & approval. 

  • Pending VC Office – pending FOA VC Office review & approval. 

  • Pending FOA HR - pending FOA HR assigned representative’s review & approval. 

  • Approved - PAF passed all of the above approvals. FOA HR will create an AggieService ticket. 

  • Rejected - PAF was rejected by one of the approvers above. Account Manager will notify the hiring supervisor of the reason and assist with corrections (if any). 

 

Ticket # - entered by FOA HR upon submission of AggieService ticket. 

 

Posting Close Date (recruitment PAF only) – entered by FOA HR once the job is posted 

 

Job ID (recruitment PAF only) – entered by FOA HR once the job is posted