UToledo Human Resources

HR PA Dynamic Form

A Guide for HR Representatives

Purpose

This guide is for HR representatives who review, route, and approve HR PA Dynamic Forms. It focuses on quality review, routing decisions, and ensuring the form is ready for HRIS processing.

By using this guide, HR can:

• Coach initiators before they submit a form
• Catch and correct common errors
• Choose the correct approvals and routing
• Ensure information is accurate and ready for Banner entry

 

What the HR PA Dynamic Form Is

The HR PA Dynamic Form is the official electronic workflow used for personnel actions that require HR review and processing in Banner.

From an HR perspective, the process works like this:

1. A department or HR administrator starts the form.
2. The form routes to the assigned HR representative for review.
3. The system routes the form through required approvals (such as Budget, Grants, PI, and HRIS).
4. HRIS completes final data entry in Banner.

 

Why the Form Matters

The form helps reduce risk and improve accuracy.

Key benefits include:

• One centralized, auditable workflow
• Clear responsibility for the person who starts the form
• Less reliance on email approvals
• Electronic signatures with date and time stamps
• Automatic filing in the employee’s record

The form also allows HR to:

• Return a form for correction
• Reassign approvers when needed
• Add comments and supporting documents

 

How to Access the Form

Initiators can access the HR PA Dynamic Form from:

• UToledo HR Upload Portal
• HRIS Forms website
• LaunchIT (Forms → Dynamic Forms → Forms Admin → Personnel Action)

Approvers usually access forms through:

• Email notifications
• Their Dynamic Forms dashboard

 

Starting the Form

Before the form can move forward:

• The initiator must confirm that HR review has already occurred by selecting Yes from the dropdown menu.

 

Selecting the HR Representative

• The initiator selects an HR representative from a dropdown list.
• This list is maintained by HRSupport@utoledo.edu.
• The selected HR representative receives the action-required notification.

If updates to this list are needed, contact HRSupport.

 

Personnel Information: Key Questions

Is this an existing job?

• Yes: This is a current employee (most actions).
• No: This is a new hire or rehire.

What is the job change reason?

• This choice controls approvals and reporting.
• It is the action that will be entered in Banner.
• The list is maintained by HRSupport.

Note: Labor Distribution and Index Allocation changes use the same change reason.

Will labor distribution or index allocations change?

• Yes: The funding section appears later in the form.
• No: Select this if funding will not change or if this is a new hire.

Does the employee have a Rocket number?

• Yes: Most current employees.
• No: New hires.

When a Rocket number is entered:

• Employee data automatically fills in.
• The comments box should clearly explain the action (for example, “Promotion with index change”).

Include helpful details such as prior approvals from leadership or compensation. All downstream approvers see these comments.

 

Position Information Layout

The position section has three columns.

Left column: Current job information

• Displays current Banner job data
• Read-only, except for End Date (required)

Middle column: Current position data

• Shows position details from PBUD and NBAPOSN
• Only the PCN field can be edited

Right column: Proposed changes

• All changes must be entered here
• Required fields are marked with red asterisks
• If a value is not changing, do not enter it unless it is required

Salary entry reminder:

• Enter Annual Salary for salaried employees
• Enter Hourly Rate for hourly employees
• Enter NA in the unused field
• You do not need to calculate salary amounts

 

Position and Date Checks

HR representatives should confirm:

• The correct current position is selected
• The PCN is correct or intentionally unchanged
• The End Date is entered for the current job
• The End Date is usually one day before the new Start Date

 

Salary and Required Fields

Before approving, verify that:

• Annual Salary or Hourly Rate is completed
• The unused salary field contains NA
• The Number of Pays is correct

 

Supporting Documents

Attachments are optional but strongly encouraged.

They are helpful for:

• Justifications
• Offer details
• Approvals that are not documented elsewhere

 

Funding Information (Labor Distribution / Indexes)

This section appears only if Labor Distribution = Yes.

The section shows:

• Left column: Current job funding
• Middle column: Budgeted position funding
• Right column: Proposed funding changes

Rules to check:

• A maximum of 5 indexes is allowed
• More than 5 indexes requires a paper form

 

Save vs. Submit

Save Progress:

• Keeps the form editable
• Does not start routing

Next (Submit):

• Submits the form
• Starts the approval workflow

Once submitted:

• Approvers cannot edit initiator-entered data
• Only the initiator can make changes
• If corrections are needed, the form must be returned to the initiator

 

HR Review and Routing

After submission:

• The HR representative receives the form by email or dashboard
• Review all data carefully (no edits allowed)

The HR representative selects routing for:

• Business Manager
• Executive level
• Appointing Authority

Budget, Grants, PI, and HRIS approvals are assigned automatically.

Routing lists are maintained by HRSupport@utoledo.edu.

 

Completing or Returning the Form

Approvers can:

• Add comments for later reviewers
• Upload additional documents
• Electronically sign and move the form forward
• Return the form to the initiator if corrections are needed