Electronic Personnel Action Forms

Transcription

1 Understanding and Using Electronic Personnel Action Forms Instructions for EPAF Users Office of Human Resources 314B Tyler Avenue Radford, VA 24142

2 Contents Section I Getting Start With EPAFs Introduction What is an EPAF? Understanding EPAF Roles and Approval Levels Logging In to Self Service Banner (SSB) Creating a New EPAF Selecting the Employee s Job Selecting the Appropriate EPAF Approval Category Summary of Originator Responsibilities Evaluating Errors and Warnings Setting up EPAF Default Routing Queues Overriding and Adding an Approver on an EPAF Completing the EPAF Submission Viewing the Originator Summary Returning an EPAF for Correction, as the Originator Section III EPAF Approver and Proxy Instructions Viewing the Approver Summary Approving EPAF Transactions Summary of EPAF Approver Responsibilities Delegating and Removing Approver Proxy Access Acting as a Proxy Approver Acknowledging an EPAF as an FYI Approver Section IV Instructions for Originators and Approvers Understanding the EPAF Preview Screen Reviewing the EPAF Buttons Using the EPAF Comments Box Receiving Notifications Conducting a Search for EPAFs

3 Section V Instructions for Individual EPAFs Job Title Change EPAF Supervisor Change EPAF Termination/Separation EPAFs Job Termination of a Full-time Employee Section VII Appendix PR40 Personnel Action Form PR4 Separation/Transfer Notice

4 Section I Getting Start With EPAFs 1. Introduction What is an EPAF? An EPAF is an Electronic Personnel Action Form for users to enter and submit personnel actions electronically in Banner. Many of the transactions previously submitted to Human Resources via PR40 (Personnel Action) and PR4 (Separation/Transfer Notice) forms can be electronically submitted, routed through an approval channel, and applied to Banner. EPAFS will allow RU to achieve a paperless personnel action process. Sample PR4 and PR40 forms are found in the Appendix. EPAFs permit users to: Enter personnel actions to modify Banner, such as changing a department or supervisor, changing annual salary or hourly rate, continuing jobs, etc. Create a routing queue for each action Automatically route actions for approval Track actions as they flow through the approval process Return personnel actions that need correction or are disapproved electronically to the originator Apply approved actions to Banner by HR personnel View a history of all of personnel actions Three Banner forms are updated via EPAFs: PPAIDEN Person Identification PEAEMPL Employee Information NBAJOBS Employee Jobs EPAFs are not used to: Create or update positions Hire employees The PeopleAdmin system will continue to be used for hiring full-time, classified, 1500hour wage, and Adjunct faculty. Human Resources personnel will use the hiring proposal from PeopleAdmin to enter new employees into Banner. This document will assist and direct users through the various functions and actions that occur in the EPAF process. It is to be used for instruction in the use of EPAFs to submit transactions electronically and is not a guidebook in acceptable practices or procedures relating to electronic transactions. In addition to attending formal training for EPAFs, all users must complete two access forms. When your training and forms have been completed, you will be notified by HR that your access has been established for you to begin using EPAFs. 4

5 The Electronic Personnel Action (EPAF) Security Access Form must be completed and sent to Human Resources and is available on the HR website under the Training tab. The Administrative System (Banner) Access Request form to request the EPAF Administrator function must be sent to Identity Management in the Division of Information Technology. 2. Understanding EPAF Roles and Approval Levels EPAF roles are used to grant permissions to access an EPAF and each has role has specific responsibilities. Role Responsibilities Originator Approver Proxy Approver FYI Applier Initiates an EPAF by entering personnel action data and submitting it to the first level of the Approval Routing Queue Reviews an EPAF submitted by the Originator or another Approver to confirm the data is correct. Approver either approves and submits to the next level of the approval route or returns to the Originator for correction. Reviews/approves an EPAF for an approver who has delegated proxy access to him/her. Proxy approvers should have the appropriate level of authority in making decisions on personnel transactions. Receives a copy of an EPAF, but does not take action on a personnel transaction. An FYI is for informational purposes only to a user who has a need to know details of an EPAF transaction. Applies or writes EPAF data into Banner. This is the final step in EPAF processing and is only completed by HR personnel. EPAF approval levels are specific levels of authorization that an EPAF must go through in order to be completed, much like the signature on a paper form. Five approval levels can be assigned and each EPAF has its own mandatory routing queue with its own approval levels. The approval levels used outside of HR are: DDD (Dean, Director, Department Head) Level 2 VP (Vice President) Level 3 President Sponsored Programs Budget 5

6 3. Logging In to Self Service Banner (SSB) EPAFS are accessed through Self-Service Banner (SSB), which is located on the Employee tab on MyRU. To get started, follow these six steps: Step 1: Click on the new MyRU link. Step 2: Log in on this next screen with your username and password. Step 3: Click on the Employees folder. 6

7 Step 4: Locate Employee Tools and click Banner SSB Employee Menu. Step 5: On the Self-Service Banner page, click Employee. 7

8 Step 6: Next, select Electronic Personnel Action Forms. Step 7: The EPAF action form will appear and you can choose one of these actions: Act as an approver of EPAFs submitted by another user Acknowledge an EPAF for which you receive an FYI notification 8

9 Create a new EPAF Review EPAFs you have originated View and set EPAF Proxy records Act as a Proxy Select one of these menu links Do not be alarmed if all of these actions do not appear on your menu. They are set up based on the roles you are assigned to process EPAFs. Originators will have the links for EPAF Originator Summary and New EPAF on their menu. Approvers will have the links for EPAF Approver Summary and EPAF Proxy Records on their menu. The link to Act as a Proxy will only appear if you are a proxy for another approver. The proxy approval process is discussed in the sections, Delegating and Removing Proxy Access and Acting as a Proxy Approver. The EPAF Approver Summary will appear after you initially are designated as an approver for an EPAF. The EPAF Originator Summary will appear after you initially originate an EPAF. Section II EPAF Originator Instructions 9

10 4. Creating a New EPAF To begin an EPAF, select New EPAF from the EPAF Form menu and you will be taken to the New EPAF Person Selection screen below. This screen is used to identify the person for which you are creating an EPAF and to select the type of EPAF you wish to create. Four blank fields are displayed for ID, name, Query Date and Approval Category. The first line shows the ID box, followed by a blank box to the right. You cannot enter anything into the second box, but the employee name will appear if you click anywhere on the screen. The second line is the query date, which defaults to the current date and it can be changed. The third line is the Approval Category, which is the type of EPAF you want to create. Click the drop-down button and select from the list. More information is provided in the section entitled Selecting the Appropriate EPAF Approval Category. Click the Go button when ready to proceed to the next page. Enter the Banner ID Employee Name Will Appear in this Box Click the arrow to get a list of EPAFs If you enter an invalid Banner ID, the following message will appear: 10

11 This approval category does not allow the creation of a person record. This means the Banner ID you entered is not in the system and you must enter the correct one. If you do not know an employee s Banner ID, please contact Human Resources for assistance. 5. Selecting the Employee s Job The New EPAF Job Selection screen is used to select the position of the employee for which the EPAF is to be applied to. Always select a job that has a status of Active and if there is more than one position display, select the radio button next to Active on the applicable position and then click the Go button. Do not attempt to create a new job on this screen. If the position does not display on the screen or only a blank New Job line is displayed, this indicates that the employee does not have an active job created in Banner. Contact Human Resources if you encounter this problem. 11

12 Make sure that the Active radio button is clicked 6. Selecting the Appropriate EPAF Approval Category On the New EPAF Person Selection Screen, click on the drop-down menu next to Approval Category and a list of all EPAFs will appear. Highlight the action you want to perform and click the Go button. You will be taken to the New EPAF Job Selection screen. 12

13 The table below summarizes the EPAFs that are currently available. This will be updated as new EPAFs are added to the system. EPAF Type Usage Description Job Termination - Full-time Employee, FTTERM Job-Termination - Part-time Employee, PTTERM Terminating a full-time employee s job Terminating a part-time employee s job Job Title Change, TITLE Changing the job title of an employee Supervisor Change, SUPV Changing the supervisor for an employee For more information on selecting the appropriate EPAF and collecting the information needed, see Instructions for Individual EPAFs. 7. Summary of Originator Responsibilities Gather all information needed to submit EPAFs, including the Banner ID of the employee. Identify the approvers in the routing process 13

14 Use the Comments section of the EPAF to provide more information for the approvers in the routing queue. Add the Sponsored Programs approval level and user to the routing queues of EPAF transactions that are grant-funded. Set up default routing queues for each EPAF you will create as this will save time when creating EPAFs. See the section entitled Setting up EPAF Default Routing Queues for instructions. Monitor EPAFs that are not moving along the approval queue and remind any pending approvers that action is needed. Use the EPAF Originator Summary link on the EPAF Main Menu to check the status of your EPAFs. The EPAFS you have created will be on the Current tab. 14

15 8. Evaluating Errors and Warnings The Errors and Warning Messages section displays problems that occur with the submission of an EPAF. Errors will not allow you to proceed and require you to act on the error. You will need to go back into the EPAF, correct the problem, Save and Submit. Most error messages are self-explanatory. However, below is a list of those errors which may not be as clear-cut for many users. Error Message User MMOUSE is invalid for approval level [approval level] Invalid Date Format is MM/DD/YYYY Reason / Actions to Take Your default routing queue has an inactive user MMOUSE assigned to one of the approval levels. You must go into the default routing queues for all EPAFs who have MMOUSE assigned as an approver and select a new approver. Reenter the date in the proper format of MM/DD/YYYY, with leading zeroes for single digit month and day. The Begin Date and Step must be entered for a new job Base Job Record must exist to create a new job Required Action must be entered This job EEO Group Code is IPEDS reportable Eff Date must be greater than Last Paid Date of [date] The future dated Job record must be deleted before ending Job. You are attempting to create a job delete the EPAF and start over. You are attempting to create a job delete the EPAF and start over. When adding another approver to the routing queue, you must select a required action of Approve or FYI, but not Apply because it is reserved for HR. No action is necessary. It just means the employee class is reportable. Effective date must be later than the last paid date in the error message. Reenter the effective to be the next day after the last paid date indicated in the warning. For Separation, refer pages The job for this employee already has an ending date, so you cannot terminate the job. Contact HR for more information. Typically, warnings will allow the EPAF to proceed and can be disregarded in most cases. Unfortunately, the system cannot be changed to selectively suppress warnings. If you receive this warning on a termination EPAF - *WARNING* The employee in this position is a supervisor you can proceed. However, you will need to submit Supervisor Change EPAFs for all employees who report to the terminated employee as soon as the new supervisor is identified. The following message will appear on the New EPAF Person Selection page if you enter an invalid Banner ID. It is an error that will not allow you to continue creating an EPAF. If this occurs, you need to find the correct Banner ID and enter it in the ID field. 15

16 This approval category does not allow the creation of a person record. If you have questions or receive an error not on this list, please contact Human Resources. 9. Setting up EPAF Default Routing Queues EPAFs are moved from one approval level to another based on an Approval Routing Queue and EPAF has its own routing process. When you create an EPAF, you will need to designate an Approval Queue each time. To save time and eliminate the risk of sending an EPAF to the wrong person, you should set up a default Routing Queue. By doing this, the Approval queue will automatically populate with the users you specify as the default. To set up the Default Routing Queue, click on the EPAF Originator Summary on the Employee Main Menu and this screen will appear. Click on the Default Routing Queue link at the bottom. 16

17 An EPAF Default Routing Queue screen will appear: Select the EPAF from the drop - down list and click Go Click on the Magnifying Glass in each level to select the appropriate person Select the EPAF Approval Category from the drop-down list, click Go and the Approval Queue will populate with the Levels needed for that EPAF. For each Approval Level, click the Magnifying Glass next to User Name to get a list of people assigned to that approval level. When you find the name of the approver for your department, click the Select button and move to the next row. When all approval levels have user names associated with them, click Save and Add New Rows. Each EPAF has its own Mandatory Approval Queue so you will need to set the Default Routing Queue for each EPAF that you will be using. Additionally, you will follow these steps if you need to make changes to any default routing queue. 10. Overriding and Adding an Approver on an EPAF Once a Default Routing Queue has been set up initially, the User Names of approvers will appear in the appropriate Approval Level when a new EPAF is being created. However, you can add other approvers to the queue for a specific EPAF by completing the fields in the next available blank row in the routing queue. In the Approval Level 17

18 column, click the drop-down list, choose the level, click the magnifying glass next to User Name, locate the person, and click Select. Continue creating the EPAF and when complete, press Save and Add New Rows. Select the approval level from the drop - down list and click the Magnifying Glass to select the approver s name You must select this button to save your settings. The current EPAF will be routed to the approvers you enter, but the change will not be reflected in the Default Routing Queue. If you wish all future EPAFs of this type to go to the new approver(s), you will need to follow the steps in the section Setting up an EPAF Default Routing Queue to add the additional Approval Levels and approvers there. 11. Completing the EPAF Submission The EPAF is created when you receive the message Transaction successfully completed at the top of the screen. If you wish to create another EPAF, click New EPAF at the bottom of the screen or Return to Top, where you can choose Return to Employee Menu or Exit. 12. Viewing the Originator Summary If you are an Originator and need to view an EPAF or make corrections to an EPAF you created that is still in the queue and unapplied, select EPAF Originator Summary from the Electronic Personnel Action Form menu. 18

19 Click EPAF Originator Summary On the next screen, click on the Current tab and any EPAFS that have not been submitted or have been returned for correction will appear. Click the name on the EPAF you wish to view. The EPAF Preview screen will appear where you can review and change the transaction. When finished viewing, click the Return to Employee Menu link. However, if you need to make changes, click Update or Add Comments to add comments. 19

20 If only viewing status, click here to return. To update or add comments, click one of these links. 13. Returning an EPAF for Correction, as the Originator To correct a submitted EPAF, you must locate the EPAF on the Originator Summary by clicking the History tab. The list of transactions will appear. If you click on Submitted Date or other column headings, it will sort the list in the order chosen. Find the transaction and click on the employee name. 20

21 Click the arrows on any of the se column n ames to change the sorting sequence The EPAF Preview screen of the transaction will appear. Click on Return for Correction and the transaction is returned to you, the Originator. 21

22 You may now click Update and proceed as above to make corrections. When you are ready to submit the corrections, click Submit. REMEMBER: You can only make corrections to an EPAF that has not been applied to Banner. Once applied, a new EPAF must be submitted if a correction is needed. Section III EPAF Approver and Proxy Instructions 22

23 14. Viewing the Approver Summary To approve and display EPAF transactions, click the EPAF Approver Summary on the Electronic Personnel Action Form menu. There are three tabs: Current displays the EPAFs that are available for you to approve. In My Queue lists EPAFs in the process of being moved through the queue, but do not need your approval yet. History shows completed EPAFs you approved. Current displays EPAFs you need to approve History displays EPAFs that have been completed In My Queue displays EPAFs that you will need to approve, but are not to that point yet. 15. Approving EPAF Transactions On the EPAF Approver Summary, click the current tab to view the EPAFs that need your approval. Find and click on the name of the person you wish to approve. 23

24 Click on the name of the employee to select the EPAF The EPAF Preview is where you take action on an EPAF and add comments. If you wish to approve the transaction, click Approve. If you choose to Disapprove or Return for Correction, the EPAF will be sent back to the originator. Add a comment to all EPAFs that you do not approve or return for correction. Click here to approve the EPAF If you Disapprove or Return for Correction, please add a comment with an explanation. 16. Summary of EPAF Approver Responsibilities Ensure that EPAFs are approved in a timely manner. 24

25 Set up Proxy User access in the event of your absence or inability to respond to EPAFs for a time period (see the next section). Remove proxies that you no longer need. Follow these steps when you receive notification that an EPAF is waiting for your approval: o Log into the portal and click the Self-Service Banner link o Click on the Employees folder o Click on the Electronic Personnel Actions Forms link o Click the EPAF Approver Summary link o EPAFS awaiting your approval will be on the Current tab o EPAFS scheduled for your approval after another user s approval will be on the In My Queue tab o EPAFS you have already approved will be on the History tab o Click the name of the employee to access an EPAF 17. Delegating and Removing Approver Proxy Access To designate another employee who can approve EPAFs for you, you must set up a Proxy. From the EPAF Main Menu, select EPAF Proxy Records or click the link at the bottom entitled Proxy Setup for New Users. Click either of these links to set up proxy access 25

26 Or on the EPAF Approver Summary, click the Update Proxies link shown below: The next screen is EPAF Proxy Records. Select the approval level on the drop-down list and click Go. The names of users who have been given access for that level will appear. Select the name of the person you want to serve as your proxy, click the Add box next to the name and then Save. 26

27 Once you have selected a user as your proxy, the Remove box appears next to their name. If you need to remove a user as your proxy, click Remove next to their name and then Save. 18. Acting as a Proxy Approver To approve EPAFs that you have been delegated as a proxy for, click on the Act as a Proxy link on the EPAF main menu. On the next screen, click on the drop-down next to Proxy For and a list of approvers who have set you as a proxy will appear. Select the person s name that you will approve as their proxy. Select the name of the approver for which you are a proxy 27

28 Act as a Super user is reserved for HR users, so clicking that box will do nothing. Limit the transactions you view to a specific timeframe by entering the dates in Submitted From Date and Submitted To Date fields. You can limit the number of transactions viewed per page by using the drop-down list next to Transactions Per Page to select a number. When everything is complete, click Go and the EPAF Approver Summary screen will appear. 19. Acknowledging an EPAF as an FYI Approver The FYI approver role for an EPAF is used to provide details of a transaction and does not require the user to approve a transaction. However, in order to remove the FYI reminders, you need to acknowledge that you have viewed the EPAF. On the EPAF Approver Summary screen, click on the transaction with a required action of FYI and the EPAF Preview will appear. You can also make comments by using the Add Comments link. Click the Acknowledge button and your job is finished. Only FYI Approvers will see this button on the EPAF Preview 28

29 Section IV Instructions for Originators and Approvers 20. Understanding the EPAF Preview Screen To approve or monitor an EPAF, you will need to be familiar with the sections of the EPAF Preview Screen. The summary section appears at the top of each EPAF Preview screen and displays the name, job and title, transaction number, query date, transaction status, last paid date, and the approval category. The section immediately below the summary presents the current and new values of the fields to be updated by the EPAF transaction. Summary Section The Current and New Values of the fields Transaction status in the summary section is summarized below: Transaction Status Approved Canceled Complete Disapproved Pending Definition The EPAF has been approved by all approvers in the routing queue, but has not been applied to Banner by Human Resources. The EPAF has been canceled by the originator. The EPAF has been applied to Banner by Human Resources. The EPAF has been disapproved by an approver in the routing queue. The EPAF is waiting for the next approver in the queue to take action. 29

30 Return for Correction Void Waiting The EPAF has been returned to the originator for correction by an approver in the routing queue The EPAF has been voided by the originator. The EPAF is in the process of being created and has not been submitted yet. Routing Queue Section The routing queue section is the summary of the current status of an EPAF, as shown below: This section shows the approval levels, the approver name, the required action for that approver, the queue status, the date of action and the person who completed the action. The required action indicates the type of action that is needed for each level, such as Approve, FYI or Apply. The queue status describes the status of the required action and a description follows below. The Completed By column indicates the user who actually approved for that level. This is valuable because you can see if someone has acted as a proxy approver for that level. Queue Status Description Acknowledged Applied Approved Disapproved FYI In The Queue Pending Removed From Queue An approver with an FYI action has viewed it. The EPAF has been applied to Banner by Human Resources. The EPAF has been approved by the approver. The EPAF has been disapproved by the approver. The EPAF does not require this approver to approve it, but is for informational purposes only. The EPAF requires approval from a lower level approver before this approver can take action. The EPAF is waiting for action from the approver. The originator has voided the EPAF. 30

31 Return For Correction The EPAF has been returned to the originator for correction(s). 21. Reviewing the EPAF Buttons Buttons that Appear on Originator screens: Save Saves the EPAF but does not submit it. The Originator will still need to Submit or Delete. It is available in originating mode or update mode. Submit Submits the EPAF and sends it to the first approver in the queue. It is available in originating mode or update mode. Delete - Deletes the EPAF and no record of it will exist. It is available after an EPAF is saved and until it is submitted. Once an EPAF is saved anyone in the routing queue can see the EPAF on their In My Queue tab, but it can still be deleted. Since the EPAF is deleted after being saved there will be a gap in the EPAF numbers as the deleted EPAF s number will not be reused. Void Voids the EPAF, which means that it cannot be approved or applied at this point. This button is available on the originator summary screen. An EPAF can be voided at any time until applied. Return For Correction An EPAF is put back into the originator s summary screen waiting to be changed and resubmitted (or deleted or voided). It is available on the originator summary screen and the approver screen. An EPAF can be returned for correction at any time until it is applied. Buttons that Appear on Approver screens: Approve Approves the EPAF and makes it available for the next approver/applier in the queue. Disapprove Stops the EPAF flow but the originator can still void or return for correction. Return For Correction An EPAF is put back into the originator s summary screen waiting to be changed and resubmitted (or deleted or voided). 31

32 22. Using the EPAF Comments Box Comments are used to enter additional information and provide explanations for actions concerning the EPAF throughout the routing queue. If an EPAF is returned for correction, the approver must enter an explanation or a plan of action in the comments. The date, time and editor of the comment are stored with the comments and viewable for everyone in the routing queue. To add a comment, click on the Add Comments link from any screen that provides it and the following screen will appear. Enter your comments and click Save and your comments will appear above the comments box. To return to where you started, click one of the links at the bottom. Enter comments here and click the Save Button. When finished, click one of these links to return. The originator and approvers in the routing queue can place comments in the EPAF at any time until it is applied to Banner. 32

33 NOTE: Remember that all employees in the approval queue can view the comments so be diligent in placing only information that relates directly to the EPAF in the comments area. 23. Receiving Notifications notifications inform recipients of various EPAF actions that need to occur or have already occurred. The following notifications and samples occur: Internal Job Transfer to Employee s Current Supervisor As a supervisor of Mickey Mouse who is transferring to another RU Department, you are responsible for completing the Separation/Transfer Notice, Departmental Checklist no later than the employee's effective date of termination. Please click on this link ww.radford.edu/content/dam/departments/administrative/humanresources/forms/prforms/pr4_partb.pdfresources/forms/prforms/pr4_partb.pdf to print the form. If you have any questions, please call the Department of Human Resources at extension Termination Notice to Employee s Current Supervisor As a supervisor of Mickey Mouse who is terminating employment, you are responsible for completing the Separation/Transfer Notice, Departmental Checklist no later than the employee's effective date of termination. Please click on this link radford.edu/content/dam/departments/administrative/humanresources/forms/prforms/pr4_partb.pdfresources/forms/prforms/pr4_partb.pdf to print the form. If you have any questions, please call the Department of Human Resources at extension Message to the Employee to be Terminated Mickey Mouse: Human Resources has received notification of your separation of employment with Radford University. For information concerning benefits for exiting employees, please click on this link 33

34 radford.edu/content/dam/departments/administrative/humanresources/forms/prforms/exit_packet.pdfresources/forms/prforms/exit_packet.pdf. This information should be reviewed carefully. If you have not already been contacted, we encourage you to arrange a personal exit interview to ensure your understanding of the impact of your termination on your benefits. An appointment can be made for this interview by calling Notice to Originator that an EPAF has been applied The DEPT EPAF (transaction #7076) you submitted for Mickey Mouse has been applied. Notice to Originator that an EPAF has been returned to you for correction EPAF 6908 has been returned for correction by user DDUCK (Donald A. Duck). The originator VGIBSON4 (Victor Gibson) needs to log into SSB and correct the EPAF as needed and resubmit. List of EPAFs that are pending action by the recipient As of 08/15/ :32:12 AM for user DDUCK (Donald A. Duck): Here are the EPAFs that are pending an action by you: Type ApprovEPAFEPAF DescrEPAF Leve Level Num Originator APPRO70 BUDGET6924 Dept & BudgVGIBSON4 Change 34

35 FYI 21 DDD 6925 Job Title ChaVGIBSON4 FYI 70 BUDGET6929 Job TerminaVGIBSON4 Time Emplo FYI 79 HRGEN 6925 Job Title ChaVGIBSON4 Notice that an EPAF has been voided EPAF 6953 has been voided by user VGIBSON4 The originator DDUCK (Donald A. Duck) has voided this EPAF. No further action can be done on it. 24. Conducting a Search for EPAFs On the EPAF Originator Summary page, locate and click Search. The Transaction Search page will appear which allows you to search by name, ID, or transaction number, but select only one search method. Enter the search criteria and click Go. 35

36 Enter Last and First Name Here, or. Enter Banner ID Here, or Enter Transaction Number Here Section V Instructions for Individual EPAFs 25. Job Title Change EPAF To change the functional title of a position, begin on the New EPAF Person Selection screen. Enter the employee s Banner ID or search for the ID. Select Job Title Change, TITLE from the drop down menu in the Approval Category field and press Go. On the New EPAF Job Selection screen, click the select button for the correct position and press Go. On the Electronic Personnel Action Form, scroll down and complete the fields shown on the screen below. Enter the effective date of the Title Change in the Jobs Effective Date and Personnel Date. Enter the new functional title in the Title field. Job Change Reason for a title change is defaulted to and cannot be changed. Complete the routing queue, press Save and then Submit. After the transaction has been successfully submitted, the EPAF is complete. 36

37 Enter Dates Here Enter Title Here 26. Supervisor Change EPAF To begin with, you will need to know the Banner ID of the new supervisor. To change an employee s supervisor, begin on the New EPAF Person Selection screen. Enter the employee s Banner ID or search for the ID. Select Supervisor Change, SUPV from the Approval Category drop down menu and press Go. On the New EPAF Job Selection screen, click the select button for the appropriate position and press Go. Complete the fields in the screen below. You can leave the Jobs Effective Date as the current date, but make sure the date the supervisor change took effect is in Personnel Date. Enter the Banner ID of the new supervisor in the Supervisor ID field. Job Change Reason for a supervisor change is defaulted as and cannot be changed. Review the routing queue, make modifications (if necessary), press Save and then Submit. After the transaction has been successfully submitted, the EPAF is complete. 37

38 Enter Dates Here Enter Banner ID of Supervisor Here 27. Termination/Separation EPAFs There are separate EPAFs for full-time and part-time employees, but the information entered on each one is identical. The Jobs Effective Date defaults to the current date, but should be changed to the separation date. The Personnel Date should be keyed as the separation date. In most cases, these dates should be the same unless the EPAF is created late and the separation date (Personnel Date) is in the past. If this is the case, you will receive the following error: Message Type ERROR Description *ERROR* Eff Date must be greater than Last Paid Date of 09-JUL To correct this error, allow the Jobs Effective Date to default to the current date and make the Personnel Date the separation date. If an employee does not work until the end of his/her shift on the last day, please put the ending time in the Comments section of these EPAFs. 38

39 If there is already an ending date for either a full-time or part-time employee and you attempt to submit a Termination EPAF, you will receive the following error and you must contact HR to have that date removed before you can continue with the transaction. Message Type ERROR Description *ERROR* The future dated Job record must be deleted before ending Job. Termination of Grant-Funded Positions: There are several important things to do if the termination is for a grant-funded postion: Add the Sponsored Programs approval level with the appropriate person to the routing queue of the EPAF. If Unemployment Insurance Benefits are not allowed by the grant, provide the FOAP to be charged and explanation in the Comments section. If Leave payouts are not allowed by the grant, provide the FOAP to be charged and explanation in the Comments section. 28. Job Termination of a Full-time Employee To terminate the job of a salaried employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID or search for the ID. Click on the arrow in the Approval Category field and select Job Termination Full-Time Employee, FTTERM then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date which should be the same. If the EPAF is created late and the last day worked is in the past, the Jobs Effective Date and Personnel Date should both be the employee s separation date. Select the reason for the termination from the drop-down list. Separation reasons begin with 7 so Click 7 to be taken to the first reason. Review the routing queue, make modifications (if necessary), press Save and then Submit. After the transaction has been successfully submitted, the EPAF is complete. 39

40 Enter Dates Here Choose the appropriate termination reason 29. Job Termination of a Part-time Employee To terminate the job of a part-time (wage) employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID or search for the ID. Click on the arrow in the Approval Category field and select Job Termination Part-Time Employee, PTTERM then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date which should be the same. If the EPAF is created late and the last day worked is in the past, the Jobs Effective Date and Personnel Date should both be the employee s separation date. Select the reason for the termination from the drop-down list. Separation reasons begin with 7 so Click 7 to be taken to the first reason. Review the routing queue, make modifications (if necessary), press Save and then Submit. After the transaction has been successfully submitted, the EPAF is complete. 40

41 Enter Dates Choose the appropriate termination reason 30. Home Department/ Home Organization Change To change an employee s home department, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Department Change - DEPT then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date which should be the same. Enter the new organization number in Timsht/Dept Org Code field. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 41

42 Enter Dates Enter Home Org 31. Home Department/ Home Organization and Budget/FOAP Change To change an employee s home department and the Budget/FOAP, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Department & Budget/FOAP Change - DPFOAP then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date which should be the same. Enter the new organization number in Timsht/Dept Org Code field. In the block below enter the Effective Date and the new FOAP. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 42

43 Enter Dates Enter new Home Org Enter Date Enter new FOAP 32. Budget FOAP Change To change the Budget/FOAP, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Budget/FOAP Change - FOAP then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date which should be the same. Enter the Effective Date and the new FOAP. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 43

44 . Enter Date Enter Date Here Enter the new FOAP 33. Grant Continuation without Budget/FOAP Change To do a grant continuation on an employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Grant Cont without Budget/FOAP Change - GCONT then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. In the first block which says Continuation of Grant Funds, enter the Jobs Effective Date and Personnel Date as the effective date that the grant continuation begins.. In the second block that says Job Termination, enter the Jobs Effective Date and Personnel Date as the effective date that the grant continuation ends. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 44

45 Enter Date that the grant continuation begins Enter Date that the grant continuation ends 34. Grant Continuation with Budget/FOAP Change To do a grant continuation with budget change on an employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Grant Cont with Budget/FOAP Change GCONT2 then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. In the first block which says Continuation of Grant Funds, enter the Jobs Effective Date and Personnel Date as the effective date that the grant continuation begins. Enter the Effective Date for the FOAP and the new FOAP. In the second block that says Job Termination, enter the Jobs Effective Date and Personnel Date as the effective date that the grant continuation ends. 45

46 Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 46

47 Enter Date that the grant continuation begins Enter Date Enter Date that the grant continuation ends 35. Wage Continuation To do a wage continuation on an employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Wage Continuation then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. In the first block which says Wage Continuation, enter the Jobs Effective Date and Personnel Date as the effective date that the wage continuation begins. In the second block that says Job Termination, enter the Jobs Effective Date and Personnel Date as the effective date that the wage continuation ends. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 47

48 Enter Date that the wage continuation begins Enter Date that the wage continuation ends 36. Hourly Rate Change To do a hourly rate change on an employee, you begin on the New EPAF Person Selection screen. Enter the employee s ID. Click on the arrow in the Approval Category field and select Hourly Rate Change then click Go. On the New EPAF Job Selection screen, select the correct position and press Go. Verify the accuracy of the information at the top of the Electronic Personnel Action Form and scroll down to enter the fields shown in the screen below. Enter the Jobs Effective Date and Personnel Date as the effective date that the new hourly rate change begins. Enter the new hourly rate and select a reason for the change. Review the routing queue, make modifications (if necessary), press Save and then press Submit. After the transaction has been successfully submitted, the EPAF is complete. 48

49 Enter Date Enter new hourly rate Select the Reason 49

50 Section VII Appendix PR40 Personnel Action Form 50

51 PR4 Separation/Transfer Notice 51