Office of Human Resources. Electronic Personnel Action Forms (EPAF) Training

Transcription

1 Office of Human Resources Electronic Personnel Action Forms (EPAF) Training

2 Agenda What s an EPAF? What are the benefits of EPAF? What are the types of EPAF Users? What are the types of EPAF (Personnel Actions)? EPAF Due Dates/Deadline and Pay Period Schedule Originators Roles and Responsibilities (R&R) Approvers Roles and Responsibilities (R&R) Human Resources Roles and Responsibilities (R&R) Hands-On EPAF Training using Self-Service Banner

3 What s an epaf? 1. Personnel Actions that is originated electronically, via Self-Service Banner, by the department and electronically routed for approval. 2. After approval, the actions are applied to Banner module by Human Resources. Examples: EPAFs can be used for something as simple as: rehiring employees changing the account budget changing a job title, changing pay or adding a new employee terminating job at a future date

4 General Main Job Budget Routing Queue Comment

5 What are the Benefits? Benefits of the EPAF System: Electronic Process User Defined Approval Process Tracking System Result of the Benefits: Created online and applied to the Banner system electronically so the information is keyed only once, lessening the chance for data entry errors. Routed online so there is never an question regarding the location of the EPAF. Available for viewing so various people can view it simultaneously. View Status of the EPAF: Once the EPAF has been submitted, you can see who has approved it, disapproved it, made remarks about it or returned it for correction.

6 Types of EPAF Users Originators Prepare and create EPAF transaction. Approvers Process EPAF to approve and acknowledge, and return to Originator for corrections. Human Resources Apply the transaction to Banner database.

7 Types of EPAFs (Personnel Actions) Approval Category: EPAF is required for the following Personnel Actions: Rehire of Full-time, Part-Time Staff and adjunct faculty Hire and Re-hire of Graduate Assistants & Under Graduate Students Change in Budget Account of the employee s job assignment End a job assignment (but not a full employee separation) Add Overload, Supplemental pay or Summer Grant Extra Services Request Staff only

8 EPAF Due Date Regular end of the month payroll: 15 th Supplemental Payroll : 4 th 1. EPAFs must be approved by the department approver(s) or/and proxy before the deadline date. 2. Please note, it takes a few days to gather all required approvals so it is imperative that EPAFs are submitted as early as possible to avoid delays in payment. 3. All EPAFs received after the deadline date will be processed during the next payroll period. Late EPAFs can cause a nonpayment or overpayment for employees.

9 Pay Period Schedule Deadline dates may change Payroll No. Pay Period EPAF Deadline Pay Date 1 1/1/2017 1/31/2017 1/18/2017 1/31/ /1/2017 2/28/2017 2/15/2017 2/28/ /1/2017 3/31/2017 3/15/2017 3/31/ /1/2017 4/30/2017 4/14/2017 4/28/ /1/2017 5/31/2017 5/15/2017 5/31/ /1/2017 6/30/2017 6/15/2017 6/30/ /1/2017 7/31/2017 7/14/2017 7/31/ /1/2017 8/31/2017 8/15/2017 8/31/ /1/2017 9/30/2017 9/15/2017 9/29/ /1/ /31/ /13/ /31/ /1/ /30/ /10/ /30/ /1/ /31/ /8/ /29/2017

10 Originator R&R Roles and Responsibilities of the Originator: Create and submit your EPAFs before the deadline to allow your approver time to review and approve the transactions. As the originator of the EPAF, you are responsible for selecting the appropriate approvers at all levels of the routing queue. Develop a system to check the Approval level to make sure the EPAF is not pending or waiting on your approver; then contact or the approver(s) of the pending transactions. Monitor and track end dates of EPAF making sure you submit a rehire EPAF, if appropriate. Create MS-Calendar as a reminder to trigger end dates before the previous EPAF ends; and only if you need to complete or track the end dates for rehire EPAF for the next semester. Notify the employee(s) if you know they will not be paid on-time due to pending EPAFs approval. Inform the employee of the expected check date. Please do not CANCEL EPAFs after the status is Completed. Notify, HR if you need to CANCEL an EPAF before the Payroll Process begin.

11 Approver R&R Roles and Responsibilities of the Approver: Ensure ALL EPAFs are approved in a timely manner; before deadline allowing HR to review and correct transactions before the payroll process. Set-up a Proxy User access in case of your absence or when you are not able to respond to the deadline. Follow these steps when you receive notification that an EPAF is waiting for your approval. (Reminder Subject: Electronic Personnel Action Form (EPAF)-Notice Required) Log into Self Service Banner; click on the Employee link; Electronic Personnel Action Forms link; EPAF Approver Summary link. EPAF waiting your approval will be listed under the Current tab. EPAFs scheduled for your approval after another user s approval will be on the In My Queue tab. EPAFs you have already approved will be on the History tab; and click the name of the employee to access an EPAF.

12 Human Resources R&R Roles and Responsibilities for Human Resources: To review, approve and apply all EPAFs within deadlines. To provide you with adequate EPAF training, in order for you to accomplish your duties in an effective and efficient manner. Our main goal is to make this EPAF process as simple and easy as possible (User-Friendly), allowing you to become proactive and accountable for your department s personnel and budget management.

13 SSB Log-in Hands-On Training Log in Self-Service Banner: myaamu, Banner SSB Log-in Enter User ID and PIN Employee Link Electronic Personnel Action Forms

14 Self-Service Banner EPAF

15 DRC1 New EPAF Transaction Person Selection Banner ID: A# and Name Query Date Approval Category General Information Name, Transaction #, Query Date, Transaction Status, Approval Category. General Main Job Main Job - (Based on Approval Category) Job effective date, Salary Grade, Step, Factor & Pays, Annual Salary, etc. Budget Labor Distribution: COA, Fund, Organization, Account Program, and Percent Routing Queue Approval Level, User Name, and Required Actions Comments Budget Routing Queue Comment

16 Slide 15 DRC1 Debra R. Carter - HR, 2/13/2015

17 Query Date Getting your Query Date right is the keys to EPAF. The Query Date is the date the action or change needs to occur on the employee s personnel record. The Query Date appears at the start of each EPAF, after your enter the employee s Banner ID (A#). This date automatically defaults to the dates within the EPAF. If your Effective Date, in the body of the EPAF, does not match your Query Date, you may encounter problems and error messages. The Query Date cannot be changed, once you click on GO button. If you do not change the Query Date, then the current (today s) date will default. Example: If you are creating a New-Hire, Rehire, or new assignment - use the start date of employment. For terminating an assignment, use the last day the employee s worked.

18 Approval Category Approval Categories are represented by the type of personnel actions and employee classification to be performed, such as: Types of Personnel Actions: 1. Initial Hire or Rehire 2. Budget Account Change Labor Distribution 3. Assignment or Full Separation 4. Overload/Supplemental Pay/Summer Pay 5. Pay Change Types of employees: 1. Faculty/Staff 2. Graduate Assistant 3. Third (3 rd ) Party 4. Alabama Cooperative Extension The body of the EPAF transaction form populates based upon the selected Approval Category.

19 Position Number and Suffix Position Number The position number is determine based on the type of job assigned to the employee. (For example: the position numbers assigned to Graduate = G99959; Student = S99989; FP9950=Faculty Part-Time; SUMGRT = Summer Grant; etc.) Suffix The suffix distinguishes one job from another within the same position number of the job type. When assigning a suffix for a new job, use a suffix 00-99, that is not assigned to an exiting job. Meaning, add 1 to the current suffix. For example: If the current suffix = 00, then assign the new suffix = 01.

20 Factor and Pays Factor and Pays represents the number of months to pay the employee within a year; and it determines the monthly amount to pay the employee based upon the Annual Salary amount. For example: If the annual salary = $10,000 and Factor and Pays = 5 (months), then the employee will receive $2,000 per month for 5 months based on the begin and end dates. ($10,000/5 = $2,000) Factor and Pays depends on the type of personnel action and the months within each semester. Sample Only Factor Pays Full Time Staff Calendar Year Active Faculty 9 Month 9 9 Academic Year Active Full Summer 05/16/20XX 08/17/20XX Adjunct Faculty Semester Begin Date End Date Spring /01/20XX to 05/31/20XX Fall /01/20XX to 12/31/20XX Summer 06/01/20XX to 07/31/20XX 1st Mini /01/20XX to 06/30/20XX 2nd Mini /01/20XX to 07/31/20XX

21 Labor Distribution/ Budget Account The NEW Effective Date of the Labor Distribution section of the EPAF will default from the Query Date that was entered when the transaction was started. The dates must MATCH.

22 Optional/Employee Position Separation The dates used to end the job or position. Termination: The Job Effective Date Active: The date should be the same as and Job End Date should always the Query Date; Job Status and Job equal same date. Change Reason should be Blank. Terminate Active

23 Routing Queue Approval Level and User Name: The transaction will need to be reviewed and/or approved by various approvers. The Approval Routing Queue determines the individuals who need to approve the EPAF. Each Approval Level populates within the EPAF based upon the Approval Category. However, the EPAF originator must select the individual User Name of each level. Required Actions: 1) Approve 2) FYI acknowledge 3) Apply: HR Only

24 Comments The Comment area is where you can include notes about your EPAF transaction. This is a free area to enter any information related to the transaction that will be important for your approvers, Human Resources or Payroll to be aware of when process the EPAF. Examples; Rehires or new hire; purpose, duration and amount of pay; FOAP, etc. (Employee is replacing Jane Doe as the Program Manager for XYZ Department.)

25 Warning & Error Messages Warning Messages: These messages will allow the EPAF to be save and submit. Error Messages: These messages will not allow the EPAF to submit to the approval levels. Errors must be corrected. Read the details provided, and correct the errors as indicated.

26 Summarize & Re-Cap Defined EPAF Demonstrated the benefits of EPAF System Defined typed of Personnel Actions Approval Category Three Types of EPAF Users & Responsibilities 1. Originators Roles and Responsibilities (R&R) 2. Approvers Roles and Responsibilities (R&R) 3. Human Resources Roles and Responsibilities (R&R) New EPAF Transaction Banner Human Resource EPAFs Webpage Coming Soon

27 Questions, Comments, or Suggestions

28 Summer Dates & Position Numbers Faculty Summer - Grants (Position Number: SUMGRT) Query Date: 05/16/XXXX End Date: 08/15/XXXX Faculty Summer - Teaching (Position Number: FPXXXX) Query Date: 06/01/XXXX End Date: 07/31/XXXX