EPAF ELECTRONIC PERSONNEL ACTION FORM UNIVERSITY OF NORTH FLORIDA TRAINING MANUAL. Office of Human Resources. Office of Human Resources

Transcription

1 EPAF ELECTRONIC PERSONNEL ACTION FORM UNIVERSITY OF NORTH FLORIDA TRAINING MANUAL Office of Human Resources Employment and Records & Data Management July 2018 Office of Human Resources

2 TABLE OF CONTENTS SECTION 1: Introduction 1 SECTION 2: EPAF Approval Categories JOB CREATION ACTIONS 2.2 JOB CHANGE ACTIONS SECTION 3: EPAF Selection Chart 4 SECTION 4: EPAF Glossary GENERAL EPAF TERMS 4.2 EPAF USER TYPES 4.3 APPROVAL ROUTING QUEUE TERMS 4.4 EPAF TRANSACTION STATUSES 4.5 GRADUATE STUDENT EMPLOYMENT TYPES SECTION 5: Originate an EPAF 8 SECTION 6: Job Creation Action Example (NTDSTU) JOB CREATION ACTION 6.2 DATA ENTRY 6.3 APPROVAL ROUTING QUEUE 6.4 SAVE AND SUBMIT 6.5 ERRORS VS. WARNINGS SECTION 7: Checking an EPAF s Status 23 SECTION 8: Routing, Approvers, and Proxies DEFAULT AND MANUAL APPROVAL QUEUES 8.2 DESIGNATE PROXIES 8.3 APPROVING EPAFS AS A PROXY SECTION 9: Crosswalks and Keys NON-BUDGETED POSITION NUMBERS 9.2 SUFFIXES 9.3 LABOR DISTRIBUTION 9.4 ACCOUNT NUMBERS 9.5 EMPLOYEE CLASS CODES 9.6 FTE (FULL TIME EQUIVALENT) 9.7 JOB CHANGE REASON CODES Office of Human Resources 1

3 SECTION 1: INTRODUCTION OBJECTIVE: The objective of this manual is to instruct originators on how to generate, submit, and track Electronic Personnel Action Forms for various job creations and job changes. This manual will guide originators to choose the appropriate EPAF for each personnel action, fill in the required fields, and submit to the proper approvers. INTENDED AUDIENCE: Anyone who initiates personnel actions for his or her department. ADVANTAGES OF EPAF: Increased speed and efficiency Fewer errors caused by missing or incorrect data Ability to track personnel actions through the approval queue An EPAF cannot get lost in the mail Office of Human Resources 2

4 SECTION 2: EPAF APPROVAL CATEGORIES The Electronic Personnel Action Form (EPAF) is a function in Employee Self Service that allows Job Creation and Job Change actions to be submitted to Human Resources in a paperless form. The EPAF replaces what you currently do on the paper PAF. Job Creation Actions are changes to an employee record that require a new position number. Job Change Actions require an adjustment to an existing position number. Job Creation Actions Job Creation Actions are Personnel Actions that require a new position number or suffix Approval Category Type of EPAF Description NTDSTU New to Department Use when a student employee has worked on campus Student Job previously, but is new to your department NTDOPS GANEWH New to Department OPS Job Graduate Assistant New Job Use when an OPS employee has worked on campus previously, but is new to your department Use to hire a Grad Assistant that is new to your department Job Change Actions Job Change Actions are Personnel Actions that require an adjustment to a current position number Approval Category Type of EPAF Description RTCHHR Rate/Hours Change for Hourly Employee Use to change the hourly rate of an OPS or student employee LABOR GREXT REEMP GAREHI Labor Distribution Update Extend Grant End Date OPS/Student Reemployment Graduate Assistant Rehire Use to change the funding source (Labor Distribution) for a student, OPS or budgeted employee. This changes the Index/Fund/Org the employee is paid from Use when a grant has been extended and you would like to change an OPS, student, or budgeted employee s end date to reflect the grant s new end date Use when you are reemploying an OPS or Student employee in the same job in the same department (e.g., a student from semester to semester). Use when you are bringing back a Graduate Assistant to the same job in the same department (i.e. semester to semester) SPI Special Pay Increase Use for a Special Pay Increase for a budgeted employee TITLE Title Change Use to change the position title of an OPS or student employee Refer to the chart on the following page for assistance in choosing the correct type of EPAF. The following processes are not currently subject to the EPAF process: Terminations Promotions Reclassifications Faculty actions Part-Time Faculty actions Office of Human Resources 3

5 SECTION 3: EPAF SELECTION CHART Department decides to make a Job Change to an employee s record A Job Creation Action requires a new Position Number A Job Change Action requires modification to an existing Position Number Yes Has the employee worked for UNF before? Yes No Job Creation Action needed Is the employee an Adjunct or Grad Assistant? No Yes Use OASys to create a Direct Hire recruitment Use the EPAF menu in Employee Self Service to create the appropriate EPAF Has the employee worked for your department before: No Job Creation Action needed Use the EPAF menu in Employee Self Service to create the appropriate EPAF Yes Are you making a Job Change to an existing Position Number? No Job Creation Action needed Use the EPAF menu in Employee Self Service to create the appropriate EPAF Yes Job Change Action needed Use the EPAF menu in Employee Self Service to create the appropriate EPAF NOTE: New Hires who have never worked at the University will continue to be hired through the OASys recruitment process. For OASys recruiting instructions, please see the hiring department resources on the Human Resources website: Office of Human Resources 4

6 SECTION 4: EPAF GLOSSARY General EPAF Terms Contract Type Position type. Each employee must have one active primary job. Additional jobs must have a secondary contract type. All Supplemental Payments are overload jobs. Factor Numbers of pay periods, equal to pays. ID A nine-digit Banner employee identification number; N number. Job Begin Date This date should always match the Jobs Effective Date (see below). For all job creation actions, this date should be the employee s first day of work. Job Change Action Personnel action that requires an adjustment to a current position number (e.g., RTCHHR; LABOR; GREXT; REEMP; GAREHI; SPI; and TITLE). Job Creation Action Personnel action that requires a new position number (e.g., NTDSTU; NTDOPS; and GANEWH). Jobs Effective Date The date this action will affect payroll. If the action is for a future payroll, use the actual date in the future on which this action will be effective. For a retroactive action, use the first date of the current payroll to be affected. For all job creation actions, this date should be the employee s first day of work. Job End Date The last date the person worked or will work in the job. This is the date that Banner inserts on the general information block when an effective date of termination has been added to the jobs detail block. This date is entered by the EPAF originator. Labor Distribution A position s funding source, including index, fund, organization, and account Pays Number of pay periods, equal to factors Query Date The date you want to query the database. This date can be in the past so that you can see what information was active on that date. When processing an EPAF, use the earliest date the action will begin. Termination Date The last date the employee will be employed. A reason is required along with the date. EPAF User Types Approver User who must review and approve an EPAF Originator User who begins an EPAF. Only the Originator can make changes to an EPAF. Proxy User designated by an Approver with the authority to approve actions on their behalf Superuser An HR-level user authorized to approve any transaction at any time during the approval process, bypassing the people in the approval queue who have not yet taken action on the transaction. Glossary Continues on the following page. Office of Human Resources 5

7 Approval Routing Queue Terms Acknowledge Action FYI may take to show they have seen the EPAF Apply HR action that applies the EPAF information to an employee s job record. This is the final approval step. Approval Level Levels of approval required to complete a transaction, e.g., EPAF 10, EPAF 25 HRAPLY Default Queue Mandatory approval levels determined by the Approval Category. These levels are the same for all departments; originators select the appropriate approvers. FYI Individuals who receive notification for informational purposes after the EPAF is approved. An FYI user has the option to acknowledge the EPAF and leave comments. In The Queue Indicates the transaction is awaiting approval. Manual Queue Additional approval levels selected by the EPAF originator based on the specific needs of a department and position type Queue Status The status of the EPAF for each individual defined in the approval queue Routing Queue The path an EPAF must move through during the approval process For more information about approval queues, see Section 8 EPAF Transaction Statuses Transaction Status The current status of an EPAF, e.g., pending, complete, void, or approved. Approved Reflects that all levels of approvers have acted on the transaction; however, the HR applier has not Cancelled Transaction was cancelled and no changes can be made. (Choose Return for Correction instead of cancelling to prompt the originator to fix an error.) Complete EPAF transaction has been completed and applied to the Banner database Disapproved Indicates the EPAF transaction has been disapproved by a person in the approval queue. Once disapproved, no action can be taken. (Choose Return for Correction instead of disapproving to prompt the originator to fix an error.) Overridden EPAF was overridden and approved at the HR level by a superuser Pending Indicates the EPAF has been submitted properly, and requires further action or information by the approvers Returned for Correction If an EPAF contains an error or incorrect data, the Approver can return it to the Originator for correction. The Originator will be given three options: Delete, Void, or Update. Transaction Complete Indicates that a transaction has been applied to the Banner database by HR. Voided EPAF was deleted after it was submitted. Choose Return for Correction instead of voiding to prompt the originator to fix an error. Waiting EPAF Status when an originator creates an EPAF, but has not submitted it. Waiting EPAFs can be deleted by selecting Delete PAF from the options menu. Glossary Continues on the following page. Office of Human Resources 6

8 Graduate Student Employment Types If your department is hiring a Graduate Assistant/Associate (or re-employing them in a previously held job) according to the definitions below, select GANEWH or GAREHI. Graduate Assistant (class code 9185; Position 93XX85*): Performs teaching, research, or related duties under the supervision of an appropriate faculty member or administrator of a State university. Responsible for assisting graduate faculty members with teaching or research related to the student's academic program. This person cannot be the instructor of record for any course or any portion of a course a clear violation of SACS requirements. In carrying out his or her duties, this graduate student requires close faculty supervision. Graduate Teaching Assistant (class code 9184; Position 93XX84*): Performs teaching duties under the supervision of an appropriate faculty member or administrator of a State University. Responsible for assisting faculty members with teaching, course preparation, and activities related to the student's academic program. This person can be the instructor of record for a course or a portion of a course, but faculty supervision is still necessary. The student must have completed a minimum of 18 graduate credit hours. Graduate Teaching Associate (class code 9183; Position 93XX83*): Performs teaching duties under the supervision of an appropriate faculty member or administrator of a State university. Responsible for assisting graduate faculty members with teaching, course preparation, and activities related to the student's academic program. This person can be the instructor of record, but faculty supervision is still necessary. The student must have completed a minimum of 30 graduate credit hours. Graduate Research Assistant (class code 9182; Position 93XX82*): Performs research duties under the supervision of an appropriate faculty member or administrator of a State university. Responsible for assisting graduate faculty members with research related to the student's academic program. Graduate Research Associate (class code 9181; Position 93XX81*): Performs research duties under the supervision of an appropriate faculty member or administrator of a State university. Responsible for assisting graduate faculty members with research related to the student's academic program. The student must have completed at least 30 graduate credit hours. Student Employee: If your department is hiring a Graduate-level student (or re-employing them in a previously held job), and they do not fall into one of the above categories, they will be treated as a regular student employee (No class code; Position 96XX00*). Select NDTSTU or REEMP. *See Section 9.1 for XX Position Number Replacement Codes* Questions about Graduate employment categories should be directed to the Graduate School. Office of Human Resources 7

9 Section 5: Originate an EPAF 1. Once logged into MyWings, you will begin the EPAF process on your Staff tab. 2. Click on Employee Self Service 3. Click on the Electronic Personnel Action Form link. Office of Human Resources 8

10 4. Click on New EPAF. 5. Enter the employee s nine digit Banner ID number (N number). Ex. N You may click on the magnifying glass to search for an employee by their name. 6. Enter the Query Date in MM/DD/YYYY form. The Query date is the date you want to query the database to see what information is active as of that date. When processing an EPAF, use the earliest date the action will begin. 7. Use the drop down menu to select the proper Approval Category. The Approval Category is the EPAF action to be completed. It is the reason the personnel action is being created. They are the categories of EPAF actions available for use (i.e. RTCHHR-Hourly Employee Rate Change; LABOR Labor Distribution Change). 8. Click Go. You will automatically be taken to the screen on the following page. Office of Human Resources 9

11 9. Click on All Jobs to view the employee s full job history. Office of Human Resources 10

12 10. *If this is a Job Creation Action (a personnel action requiring a new position number), enter the appropriate position number and suffix and go to step 11. If this is a Job Change Action to an existing position number, go to step 12. Refer to Section 9.2 for more information about suffixes. 11. **If this is a Job Creation Action, after entering the appropriate position number, select the radio button to the right of the New Job and go to step ***If this is a Job Change Action to an existing position number, select the radio button next to the appropriate position number and go to step Click Go. 14. You will automatically be taken to the EPAF form to enter the required information for the EPAF type you selected ( Approval Category ). Once complete, save and submit for approval. Office of Human Resources 11

13 SECTION 6: JOB CREATION ACTION EXAMPLE - NTDSTU NTDSTU Use this EPAF when a Student employee has worked on campus previously, but is new to your department. This is a job creation action because a new position number or suffix will be used. New to Department Student Job, NTDSTU 1. Enter the employee s nine digit Banner ID number (N number). Ex. N You may click on the magnifying glass to search for an employee by their name. 2. Enter the Query Date in MM/DD/YYYY form. The Query date is the date you want to query the database. This date can be in the past so that you can see what information was active on that date. When processing an EPAF, use the earliest date the action will begin. 3. Select New to Department Student Job, NTDSTU from the Approval Category drop down menu. 4. Click Go. Office of Human Resources 12

14 New to Department Student Job, NTDSTU 5. Click All Jobs. This allows you to see the employee s complete job history with UNF. Office of Human Resources 13

15 First Last, N00XXXX New to Department Student Job, NTDSTU You now see the employee s complete job history. Notice this student employee worked previously as a Graduate Assistant in the Philosophy department. Since this employee is new to your department, a new Position Number needs to be created for this New Job. Office of Human Resources 14

16 First Last, N00XXXX New to Department Student Job, NTDSTU 6. Enter the new Position Number and Suffix. a. The Position Number is based on the Employee Class (OPS, Student Assistant, Graduate Assistant, etc.) which can be found on the included crosswalk in Section 9. b. The Suffix will always be 00 if they have never held this position number before. Refer to Section 9.2 for more information about suffixes. 7. Make sure the radio button next to the New Job is selected. 8. Click Go. (You will automatically be taken to the screen on the following page.) NOTE: If the student has held the same position number before, perhaps due to working in a past job or in another office witin your college, you will use a new suffix (01) to differentiate this new position from their old one. See Section 9.2 for more information about suffixes. Office of Human Resources 15

17 EPAF Screen Detail 1/6 New to Department Student Job, NTDSTU Since this is a Position Creation Action, information must be completed in the New Value Column. Fields with a red asterisk (*) are required fields. Some required fields will be prepopulated. Please review these fields to make sure the information is correct. Some required fields will be prepopulated and listed as Not Enterable. You will not be able to enter new information into these fields. Office of Human Resources 16

18 EPAF Screen Detail 2/6 ******* O5 *******Since this employee has a current, active job, and the Employee Status is Active, you should copy the current Employee Information (PEAEMPL) values into the New Value Column. This ensures the employee s active information is not overwritten.******* 9. Copy the six-digit Home Organization from the Current Value Column to the New Value Column. 10. Copy the six-digit Department Distribution from the Current Value Column to the New Value Column. (Generally the same as the Organization.) 11. Copy the Current Hire Date from the Current Value Column to the New Value Column. 12. Copy the Employee Class code from the Current Value Column to the New Value Column. NOTE: If there is no information in the Current Values tab or the employee status current value is Terminated, complete steps 9-12 based on your department information, and the employee s class code and start date in your department. 13. Enter the Job Effective Date (same as the start/hire date). 14. Enter the Job Begin Date (same as the start/hire date). 15. Enter the Regular Rate (hourly wage) the employee will be paid. 16. Enter the FTE for the position. The FTE is calculated by dividing the number of biweekly hours the employee will work by 80. Ex: If the employee is working 20 hours biweekly, =.25 FTE See Section 8.6 for more information about the FTE. 17. Enter the Hours per Pay (biweekly hours) the employee will be working. 18. Enter the Hours per Day. Hours per pay is calculated by dividing the hours per pay by 10. Ex: If the employee is working 20 hours biweekly, = 2 hours per day Office of Human Resources 17

19 EPAF Screen Detail 3/6 **The Labor Distribution will prepopulate with incorrect information. ** 19. Type in the Index the employee will be paid from over the prepopulated Index on the screen. 20. Click on Default from Index. EPAF Screen Detail 4/6 21. The Account number will now be blank. Enter the proper Account number based on the provided crosswalk in Section 9.4 **Notice the Organization number changed when you clicked on Default from Index** Office of Human Resources 18

20 EPAF Screen Detail 5/6 Cherisse Sumner 22. Under the New Termination Date section, enter the employee s last date of employment in the Jobs Effective Date field. The Routing Queue sets up the Approvers for the transaction. Several HR Approval Levels will prepopulate; however, individual Approvers names will need to be entered. 23. Click on the magnifying glass next to 10-(EPAF 10). Select Cherisse Sumner. 24. Click on the magnifying glass next to 95-(EPAF 95). Select Stefanie Levine. 25. Click on the magnifying glass next to 99-(HRAPLY). Select Laura McCloskey. 26. Enter any additional Approval Levels you may need in the spaces below. Approval Levels may need to be added based on the department, the position type (budgeted vs. non-budgeted), or funding source (E&G, FWS, ORSP, etc.). For example, you will add Financial Aid as an additional approval level for all Federal Work Study positions. Office of Human Resources 19

21 EPAF Screen Detail 6/6 27. Enter any comments that will assist HR and/or the Approvers with the action. 28. Click Save. New to Department Student Job, NTDSTU **** When saved, the message Your change was saved successfully will be received. **** 29. Click Submit. Office of Human Resources 20

22 If there were any entry errors, the following message appears: The exact error may differ from the example above. The Type column shows you what section the error occurred in. Scroll down to the proper section, correct the error and save. Repeat until the EPAF is saved successfully without any errors. Error Messages will not allow the EPAF to be submitted to the approval queue. You must correct any errors as indicated. Warning Messages will allow the EPAF to progress without any changes. Warnings provide information, but they do not require any action on your part. Office of Human Resources 21

23 **** First Last, N00XXXX New to Department Student Job, NTDSTU ****When submitted, the message The transaction has been successfully submitted will be received. If there were any errors in entries, the following message appears next to a red exclamation point: First Last, N00XXXX New to Department Student Job, NTDSTU The exact error may differ from the example above. Scroll down to the proper section, correct the error and re-submit. Repeat until the EPAF is submitted successfully without any errors. Once the EPAF has been submitted, it will move from Waiting status to the first approver for review. Office of Human Resources 22

24 SECTION 7: CHECKING AN EPAF S STATUS 1. Click on EPAF Originator Summary from the Electronic Personnel Action Form menu. Office of Human Resources 23

25 2. Click Search 3. Enter the Last Name and/or First Name, or ID (N#) of the employee whose EPAF you would like to find. When entering the employee s first or last name you must completely spell out the name or use the % wildcard as instructed at the top of the page. 4. Click Go. Office of Human Resources 24

26 5. Click on the name of the employee whose EPAF status you are trying to check. ***If you see multiple EPAFs belonging to the same employee, check the Approval Category and Submission date to determine the correct transaction.*** Office of Human Resources 25

27 Cherisse Sumner NXXXXXX NXXXXXX NXXXXXX NXXXXXX NXXXXXX 6 ****If you need to make a correction to the EPAF before it has been approved by all parties, click on Return for Correction to have the EPAF pulled from the approval routing queue. If the EPAF is no longer needed, click on Void to cancel the transaction entirely. **** 6. These links are all active and will scroll the page down to different parts of the EPAF. To see who has or hasn t approved the EPAF, click Routing Queue or scroll to the bottom of the page. ****The Queue Status will update as the EPAF works its way through the approval queue. The status will change to Approved once it has been approved by the approver. The Pending status will move to the next person in the queue as approvers complete their review. After all approvers have completed their review, Human Resources will Apply the changes to the employee s job record in Banner. This completes the EPAF process. **** Office of Human Resources 26

28 SECTION 8: ROUTING, APPROVERS, AND PROXIES 8.1 DEFAULT AND MANUAL APPROVAL QUEUES 8.2 DESIGNATING PROXIES 8.3 APPROVING AS A PROXY 8.1 DEFAULT AND MANUAL APPROVAL QUEUES The Approval Queue for Electronic Personnel Action Forms (EPAFs) is set up when a department electronically selects authorized personnel to approve personnel actions. Default approval levels are mandatory and will prepopulate. A department can also manually modify the queue by adding additional authorizers according to departmental need. Please carefully consider the number of persons listed, as it may impact the timeliness of the processing of the EPAF. Default Queues Default Queues are mandatory listings that allow for individual personnel to approve an EPAF and will be the same for any action selected by a department. These levels represent those creating the EPAF to allow for correction, tracking and applying to the Banner system (INB). This mandatory listing will always include the following approval levels: EPAF10 EPAF HR (Review) HRAPLY- Apply to Banner (Final Step) Manual Queues Manual Queues consist of additional approval levels for individual personnel who are selected based on the specific needs of a department. These additional levels may include the Financial Aid Office, ORSP, and additional department personnel (as FYI or approvers). See Section 6.2 for an illustration of selecting approvers for the routing. Office of Human Resources 27

29 8.2 DESGINATING PROXIES A proxy is a user designated by an Approver with the authority to approve actions on their behalf Please note: Every approver must designate at least one proxy. 1. Login to mywings and click on Employee Self Service under the Staff tab. 2. Click on Electronic Personnel Action Form. 3. Click on EPAF Proxy Records. 4. Select from the drop down box the role that you wish to proxy. Click Go. 5. Another drop down box will appear. Select the name of the individual you wish to designate as your proxy. Check the Add box. Click Save. Office of Human Resources 28

30 The person assigned may now approve epafs on your behalf. If the required person is not listed in the dropdown menu, contact HR Pay & Leave. Office of Human Resources 29

31 8.3 APPROVING EPAFS AS A PROXY Designated proxies can approve EPAF actions through Employee Self Service. 1. Login to mywings and click on Employee Self Service under the Staff tab. 2. Click on Electronic Personnel Action Form. 3. Click on EPAF Approver Summary. 4. At the bottom of the screen, click on the Proxy or Superuser or Filter Transactions link. Office of Human Resources 30

32 5. In the Proxy For field, use the drop down menu to indicate who you are acting as a proxy. You may indicate date ranges, or leave blank. Click Go. 6. Follow the steps to Approve or Return for Correction. Office of Human Resources 31

33 SECTION 9: CROSSWALKS AND KEYS 9.1 NON-BUDGETED POSITION NUMBERS 9.2 SUFFIXES 9.3 LABOR DISTRIBUTION 9.4 ACCOUNT NUMBERS 9.5 EMPLOYEE CLASS CODES 9.6 FTE (FULL TIME EQUIVALENT) 9.7 JOB CHANGE REASON CODES 9.1 NON-BUDGETED POSITION NUMBERS Please note that this information is only applicable to student employment, college work study, graduate assistant, OPS and part-time faculty (adjunct) positions. The following chart lists the position numbers to be used for the various non-budgeted position types. Each of the position numbers will have an XX in them. The XX should be replaced with the two digit number corresponding to your division or college, located on the chart at the bottom of this page. Position # 91XX00 92XX00 92XX01 93XX81 93XX82 93XX83 93XX84 93XX85 94XX12 94XX13 94XX14 94XX15 94XX16 94XX17 96XX00 Position Type Federal Work Study Part Time Faculty (Adjunct) Phased Retiree Graduate Research Associate Graduate Research Assistant Graduate Teaching Associate Graduate Teaching Assistant Graduate Assistant OPS Executive Administrative OPS Other OPS Clerical Secretarial OPS Technical OPS Skilled OPS Services Maintenance Student Employee Division / College Name: XX Replacement Code: President s Office 10 Administration & Finance 20 Institutional Advancement 30 Student Affairs 40 Academic Affairs 60 College of Arts & Sciences 61 Coggin College of Business 62 College of Education and Human Services 63 Brooks College of Health 64 College of Computing, Engineering and Construction 65 Continuing Education 69 Office of Human Resources 32

34 9.2 POSITION SUFFIXES A position suffix is a two-character identification that distinguishes jobs. Unless otherwise specified, the first job associated with a position number has a suffix of 00 ; the second job would be a suffix of 01 ; and so on. Position suffixes should be representative of the number of jobs an employee currently has or changes that have taken place while employed. For instance, a new hire would have a suffix of 00 to represent their first time being employed in an individual job or department. Subsequent jobs would be numbered sequentially from this original position as pictured below: Suffixes for supplemental contracts are determined by employee class (A&P, USPS, or Faculty). The position number will always be See the table below for the appropriate suffix: Supplemental Contract Suffixes for Faculty and Non-Faculty Position Number Employee Class Suffix A&P A1-A USPS/Support U1-U Faculty F1-F9 Office of Human Resources 33

35 9.3 LABOR DISTRIBUTION Labor Distribution is necessary to determine from which funding source an employee will be paid. This information includes a department s INDEX, FUND, and ORG numbers. If you need assistance with these numbers, please contact your individual departmental Budget Manager. The Banner Account Index Query (FTMACCI) will assist you in determining the index to be used based on your FUND and ORG. Please refer to the tutorial posted on the Controller's website: Note: When completing an EPAF, enter your index, then click Default from Index before completing the labor distribution. 9.4 ACCOUNT NUMBERS Account Numbers are used when keying in Job Labor Distribution and are based on employee class: Account # Employee Class Student Assistant Graduate Assistant Graduate Assistant Teaching Graduate Assistant Research Adjunct/Part Time Faculty Faculty Supplemental (Overload) OPS Non-Faculty Supplemental (Overload) Faculty 12 Month Faculty 9 Month Administrative & Professional USPS/Support 9.5 EMPLOYEE CLASS CODES Employee Class Codes Class Code Employee Class O1 Regular OPS Full Time O2 Regular OPS Part Time O3 Federal Work Study O4 Student O5 Graduate Assistant OU International Undergraduate OG International Graduate Asst A1 A&P S USPS/Support F Faculty F5 Adjunct/Part-Time Faculty For OPS and Student classes, be sure to use the capital letter O and not the number zero 0. Office of Human Resources 34

36 9.6 FTE (FULL TIME EQUIVALENT) The Job FTE (Full Time Equivalent) is determined by dividing the number of biweekly hours an employee works in a position by 80. For example, a half time employee will work 40 hours biweekly, so the FTE would be 40/80 =.500 Job FTE should be between 0 and 1, with 1 representing a full-time job. Hours per day is determined by dividing the number of hours an employee works per pay period by 10, For example, if an employee works 15 hours per pay period, the hours per day will be 1.5. Job FTE Hours per Pay Hours per Day FTE Supplemental Pay FTE Hours per Pay Hours per Day FTE The FTE of any Supplemental Pay is.25 The position number is always Part Time Faculty FTE (Fall and Spring) Credit Hours Contract Hours FTE The Part Time Faculty FTE takes into consideration the number of credit hours a part time faculty member is contracted to work per term. The calculation is still the same: dividing the number of contract hours by 80 yields the FTE. Please note: In cases of part time faculty who are contracted to work 12 hours or more, their FTE will always be Conversely, part time faculty members who have a contract for 0 hours will have an FTE of.079. Office of Human Resources 35

37 9.7 JOB CHANGE REASON CODES Job change reason codes are used to illustrate the reason for a specific personnel action. The chart below defines the most common codes. For most EPAF types, the reason will pre-populate. For Special Pay Increases, the originator will select the reason. CODE REASON DESCRIPTION CHD Contract Hours (Decrease) Decrease in hours per pay CHI Contract Hours (Increase) Increase in hours per pay CLS Class Code Change Change in Employee Class CORR Correction Correction to employee s job record DEM Demotion Employee demoted to another job HIR New Hire Employee hired into a new job OLBEG Overload Begin Date Supplemental Contract Beginning OLEND Overload End Date Supplemental Contract Ending PCAD Pay Change Assigned Duties Pay change associated with duties PCATB Pay Change Across the Board Across the board pay increase PCD Pay Change (Decrease) Pay change decrease PCR Pay Change (Regular) Pay change increase PCM Pay Change (Merit) Merit pay increase PFBEG Part Time Faculty Begin Beginning of adjunct contract PFEND Part Time Faculty End End of adjunct contract PNC Position Number Change Position Number Change PRO Promotion Employee has been promoted RAS Reassignment Employee reassigned to another job REM Re-employment Previous job has been reactivated RET Retirement Employee resigns due to retirement SEP Termination Employee s job has ended Office of Human Resources 36

38 FOR QUESTIONS, PLEASE CONTACT: THE OFFICE OF HUMAN RESOURCES (904) REVISED JULY 2018_OHR Office of Human Resources 37