Policy 402 – Processing ACT Documents

Date Issued: 10/80
Date Revised: 07/09

Records Administration reviews and approves various types of personnel transactions by means of the electronic ACT (Appointment, Change and Terminate) Document.
For a complete listing of ACT Documents please go to: 
http://www.hrm.uab.edu/main./records/pdf/ACTDocumentTypesandReasons09AUG04.pdf (for staff)
http://www.hrm.uab.edu/records/pdf/Updated_Faculty_ACT_Document_Reasons-10-31-07.pdf (for faculty)

Every effort is made by the Records Administration staff to expedite the processing of each ACT document in order to meet deadlines established by Payroll Services. In the processing of the ACT document, data integrity is essential as is a thorough understanding of the transaction taking place. A correction to inaccurate data is time consuming and costly; as well as an inconvenience to the employee or the employing department. Records Administration also processes and approves personnel transactions on Trainees, Post Doctoral Scholars, and Volunteers.

Records Administration requires paper supporting documentation for certain types of ACT documents; these paper supporting documents are referred to as “attachments”.
For a complete listing of required attachments per ACT Document please refer to:
http://www.hrm.uab.edu/main/records/pdf/RecordsStaffAttachments.pdf

Each attachment should be reviewed for correctness before it leaves the initiating department. Any changes made to an attachment must be initialed by the person making the change. Attachments should be delivered to Records Administration once all necessary attachments have been obtained.. When attachments are received in Records Administration, the attachment name and delivery date is logged by the delivering departmental representative or Records Administration employee.

Once an ACT document is approved by Records Administration, it proceeds through workflow to the next level of approval (if any). All required attachments associated with the ACT document are scanned into the official file.

Guidelines and step by step instructions on creating and processing ACT documents are available on the following Web site:
http://main.uab.edu/Sites/it/internal/faculty-staff/adminsystems/oracle-documentation/48264