Topics Map > Human Resource System (HRS) > HRS Human Resources Administration

Using the Electronic File Feature in HRS

Overview

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

Process Considerations:

  • The Electronic Files tab is only accessible through Modify a Person.
  • The Electronic Files tab will not appear for a new hire until after an Organizational Relationship has been added and the batch process has run.
  • The ability to complete the tasks identified below will vary based upon security roles.
  • Personnel File: The receiving institution of a transferring employee will be able to access the electronic file tab based upon the effective date of the transfer.
  • Naming convention documents being added to the electronic file can be found below in the Additional Resources section.
You may click on the links below to navigate directly to a section:

Instructions

  1. Navigation: Workforce Administration > Personal Information > Modify a Person
  2. Click the Electronic Files tab.
  3. Click Document File button (Payroll, ePfile)
    NOTE: The Document list will open in a new tab.
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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 of the document.
    NOTE:
    • Personnel file - action date in the document.
    • Payroll file - date the document is uploaded (default)
  4. Change the Business Unit, if necessary for Personnel file.
    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 file.

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.
    NOTE:
    • Personnel file the effective date is the action date in the document.
    • Payroll file the effective date is the date the document is uploaded (default)
  5. Change the Business Unit, if necessary for Personnel file.
    NOTE: Business Unit will default to the campus the employee is currently employed at.
  6. Click Save.
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Printing and Viewing 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.
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Modifying Document Information

NOTE: only available with Personnel File

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.
    NOTE: the Document Name must have the .pdf suffix otherwise users will receive "not authorized" messages when attempting to view the document (paper and glasses icon).
  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.

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 Requesting 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.
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Additional Resources

Related KBs:

Related Links:

Get Help

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Keywords:
personnel file HR Human Resources benefits payroll epfile pfile 
Doc ID:
93451
Owned by:
Jessica R. in UW–Shared Services
Created:
2019-07-31
Updated:
2024-05-14
Sites:
UW–Shared Services