Initiate an Electronic Personnel Transaction (ePTF)

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The ePTF (electronic personnel transaction form) application is used to collect data about and process all state appointments for all funding sources. Data is used to hire new employees, reappoint existing employees and to make change to a current employee's status. 

Getting Started With ePTF

Look Up Pay Basis Definitions

Mobile Users: Swipe to scroll table

Pay Basis Definitions
Abbreviation Pay Basis Definition
ANN Annual Professional, Classified and Faculty employees with a 12-month obligation who are paid over 26 pay periods
BIW Biweekly Adjunct instructors and TA/GA's paid on a bi-weekly basis
CAL Calendar Year Faculty with a 10-month obligation who are paid over 26 pay periods
CYF College Year Full Professional employees with a 10-month obligation paid over 26 pay periods
FEE Fee Employees paid on a fee basis including Student Assistants, Scholarship Recipients, Summer and Winter Appointments, Fee employees and Extra Service appointments
HRY Hourly Non-student employees paid on an hourly basis
21P 21P Faculty with a 10-month obligation who are paid over 21 pay periods

Gather Information Before Starting an ePTF

Working with the employee and the hiring department, you can gather the needed information to be able to create the ePTF before the new employee starts. Learn about what information will be input into the ePTF application. 

  • Employee biographical information
  • Position information
  • Supervisory information
  • Salary and funding information

Prepare Relevant Documents To Upload

ePTF will accept attachments that are needed to appoint a new employee or make changes to an existing employees appointment. These attachments include:

  • Employment eligibility verification (I-9)
  • Extra service request forms and vouchers
  • Leave papers
  • Medical documentation
  • Oath Card
  • Over the max letter signed by the President
  • Resignation letter
  • Retirement letter
  • Supporting documentation
  • Tax Forms
  • UP 211
  • UP 212
  • Working Papers

Submit a New Hire Transaction Using ePTF

Submit an ePTF no earlier than 90 days before the employee start date. 

Related Links, Policies

Contact an Expert

ePTF Support

ePTF Support Staff

State Appointment Processing

Phone: 716-645-3783

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