Building partnerships through collaboration.
When an employee has a change in jobs, the paperwork necessary for the change is a critical task for HR managers to complete. The paperwork provides the necessary information and communication to the central HR staff to ensure the correct actions are taken to benefit the employee as well as the department.
The ePTF is an electronic form that allows you to communicate job and personal-related changes to HR.
Learn about the different ePTF options available for current employees.
Additional commitment is used when:
Remember to use when the employee already has an active appointment.
You will change the appointment information when there are updates to be processed from the employee's original appointment. Changes may include:
You can update an employee‘s personal information including:
Empower employees to make their own personal updates by pointing them to the self-service tools available.
You submit an ePTF for all leave transactions including:
A promotion transaction is required when there is an increase an employee's salary grade or rank.
State professional employees must receive a salary increase for a promotion.
A reappointment is used to extend an employee's current appointment end date when no additional changes need to be made.
IFR cost sharing for NYS employees or salary payment authorizations for RF employees reimbursed by UBF.
As an employer, we are required to notify certain employees and separated employees of their right to file for NYS unemployment benefits.
Where is this law?
NYS Labor Law, Section 590, Subsection 2 (newly added)
What does the law require?
Employers must provide covered employees Notice of their right to file for unemployment benefits. Notice must also include the employer’s name, EIN and address. (This notice does not determine a person’s eligibility to receive unemployment benefits, only their right to file for such benefits.)
When must notice be provided?
Upon notice of separation/reduction or withing five (5) work days following separation/reduction. Notice may not be provided at the onset of employment.
Who are covered employees?
Generally, any employee who either separates from employment or sees their weekly hours reduced below thirty (30) hours is covered and must receive Notice.
When is this law effective?
November 13, 2023.
Does the law cover full time and part time employees?
Yes, generally both full time and part time employees are covered.
Does the law cover adjuncts?
Adjuncts who are under contract (at the time of separation) for continued employment in an adjacent semester or academic year are not covered by the law. Adjuncts with no contract to teach in an adjacent semester/year must be provided Notice.
Does the law cover Teaching Assistants and Graduate Assistants?
Teaching assistant and graduate assistants at educational institutions who are enrolled and are in regular attendance as at the institution, will not be covered under this law.
Does the law cover student employees?
Students at educational institutions who are enrolled and are in regular attendance as at the institution, will not be covered under this law.
Does the law cover federal work study students?
Federal work study students at educational institutions who are enrolled and are in regular attendance as at the institution, will not be covered under this law.
Does the law apply to The Research Foundation (RF)?
Yes.
Does the law apply to the University at Buffalo Foundation (UBF)?
Yes.
Is notice required for employees whose hours are reduced?
If hours are reduced below thirty (30) per week, employees are covered and must receive Notice. Employees who continue to work thirty or greater (30+) hours per week are not covered. Employees who have traditionally worked less than thirty (30) hours per week are not covered.
Is notice required for employees who change funding sources?
Employees who remain employed at the University at Buffalo but have their funding source changed among NYS, RF, UBF, will not need to receive a notice. If a secondary appointment is provided on a separate funding source than the primary appointment however, a notice is required.
Does an educational institution have to provide this notice to an employee at the end of the academic year if they have offered the employee a reasonable assurance for continued employment in the successive academic year?
No, an institution that provides reasonable assurance is not required to provide this notification. A reasonable assurance is when an employer expresses a willingness, in good faith, to rehire an employee for the next academic year or term, and the economic conditions of the new school year are not expected to be significantly less favorable.
How is the information communicated?
UB HR has prepared partially populated forms for NYS, RF and UBF employees. These forms are on the Adminitsratives Services Gateway, both under the Unemployment heading and in the Forms Catalog.
Is there a template cover letter available to include with the form?
Notice should accompany the unit/school’s notification re employment. It is recommended that the Unit/School include the following language to accompany the form/notice:
In accordance with NYS Labor Law, you are receiving notification that you may apply for NYS unemployment benefits. This notice is not a guarantee that benefits will be provided.
Who is responsible for providing the required information?
Notice must be provided by the respective Unit/School human resources personnel. Notice is provided by central UB HR only in instances where an employee is terminated by UB HR Benefits due to occupational or ordinary disability or is suspended by Employee Relations.
Can reports be run via SIRI?
Yes, several options are available:
Should we retain a copy of the provided notice/information; if so, where?
Electronic copies of the forms should be added to the UBbox depository.
When an employee's job responsibilities change or if an employee leaves a position, submit updated access forms to change or remove an employee's access to HR data.
ePTF Support Staff
State Appointment Processing
Phone: 716-645-3783