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

Transcription

1 EPAF ELECTRONIC PERSONNEL ACTION FORM UNIVERSITY OF NORTH FLORIDA TRAINING MANUAL Employment and Records & Data Management Sections July 2014

2 TABLE OF CONTENTS SECTION 1: INTRODUCTION 3 SECTION 2: EPAF APPROVAL CATEGORIES JOB CREATION ACTIONS 2.2 JOB CHANGE ACTIONS SECTION 3: EPAF SELECTION CHART 5 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 9 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: JOB CHANGE ACTION EXAMPLE (SUPREH) JOB CHANGE ACTION 7.2 OVERLOAD JOBS 7.3 SUFFIXES 7.4 DATA ENTRY 7.5 APPROVAL ROUTING QUEUE 7.6 SAVE AND SUBMIT 7.7 ERRORS VS. WARNINGS SECTION 8: CHECKING AN EPAF S STATUS 38 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 SECTION 10: ROUTING AND APPROVERS DEFAULT AND MANUAL APPROVAL QUEUES 10.2 DESIGNATE PROXIES 10.3 APPROVING EPAFS AS A PROXY 10.4 ROUTING AND APPROVERS BY DEPARTMENT (BUDGETED POSITIONS) 2

3 Section 1: Introduction 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 3

4 SECTION 2: EPAF APPROVAL CATEGORIES Section 2: EPAF Approval Categories 2.1 Job Creation Actions 2.2 Job Change Actions 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 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 SUPNEW New to Department OPS Job Graduate Assistant New Job Non-Faculty Supplemental Contract 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 Use to submit a Non-Faculty Supplemental Pay for an employee that has never received one previously 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 SUPREH GAREHI Labor Distribution Update Extend Grant End Date OPS/Student Reemployment Non-Faculty Supplemental Contract Rehire 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 to submit a Non-Faculty Supplemental Payment to an employee that has previously received a Supplemental Payment from any department, including your own. 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 4

5 Section 3: EPAF Selection Chart SECTION 3: EPAF SELECTION CHART 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: 5

6 SECTION 4: EPAF GLOSSARY Section 4: EPAF Glossary 4.1 General EPAF Terms 4.2 EPAF User Types 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; SUPREH; GAREHI; SPI; and TITLE). Job Creation Action Personnel action that requires a new position number (e.g., NTDSTU; NTDOPS; SUPNEW; 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 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 began. Termination Date The last date the employee was employed. A reason is required along with the date. EPAF User Types Approver User who must 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. 6

7 Section 4: EPAF Glossary 4.3 Approval Routing Queue Terms 4.4 EPAF Transaction Statuses 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 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 person 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 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 10 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 applier has not Cancelled Transaction was cancelled and no changes can be made. Choose Return for Correction instead 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 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 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. 7

8 Section 4: EPAF Glossary 4.5 Graduate Student Employment Types 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 (p. 43) for XX Replacement Codes* Questions about Graduate employment categories should be directed to the Graduate School. 8

9 Section 5: Originate an EPAF 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. 9

10 Section 5: Originate an EPAF 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. 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 began. 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. 10

11 Section 5: Originate an EPAF 9. Click on All Jobs. 11

12 Section 5: Originate an EPAF 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 (p. 44) 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. 12

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14 Section 6: Job Creation Action NTDSTU 6.1 Job Creation 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. 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 began. 3. Select New to Department Student Job, NTDSTU from the Approval Category drop down menu. 4. Click Go. 14

15 Section 6: Job Creation Action NTDSTU 6.1 Job Creation New to Department Student Job, NTDSTU 5. Click All Jobs. This allows you to see the employee s complete job history with UNF. 15

16 Section 6: Job Creation Action NTDSTU 6.1 Job Creation 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. 16

17 Section 6: Job Creation Action NTDSTU 6.1 Job Creation 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 for a job creation action. Refer to Section 9.2 (p. 44) 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.) 17

18 Section 6: Job Creation Action NTDSTU 6.2 Data Entry 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. 18

19 EPAF Screen Detail 2/6 Section 6: Job Creation Action NTDSTU 6.2 Data Entry ******* 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. If the Employee Status current value was Terminated, you would 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 (for a job creation action it is the same as the hire date). 14. Enter the Job Begin Date (for a job creation it is the same as the 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 9.6 (p. 46) 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 19

20 EPAF Screen Detail 3/6 Section 6: Job Creation Action NTDSTU 6.2 Data Entry 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 (p. 45). **Notice the Organization number changed when you clicked on Default from Index** 20

21 Section 6: Job Creation Action NTDSTU 6.2 Data Entry 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 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 LaVonne Frison. 25. Click on the magnifying glass next to 99-(HRAPLY). Select Linda Walton. 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.). Refer to the crosswalk in Section 10.4 (starting on p. 52) for additional Approval Levels to be added. 21

22 Section 6: Job Creation Action NTDSTU 6.4 Save and Submit 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. 22

23 If there were any entry errors, the following message appears: Section 6: Job Creation Action NTDSTU 6.5 Errors vs. Warnings 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. Errors 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. 23

24 Section 6: Job Creation Action NTDSTU 6.5 Errors vs. Warnings **** 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: 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. 24

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26 SECTION 7: JOB CHANGE ACTION EXAMPLE SUPREH Section 7: Job Change Action SUPREH 7.1 Job Change Action Use this EPAF to submit a Non-Faculty Supplemental Pay to an employee that has previously received a Supplemental Pay from any department, including your own. 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 database will pull information ranging from the entered Query Date through the present day. 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 began. 3. Select Non-Faculty Supplemental Contract, SUPREH from the Approval Category drop down menu. 4. Click Go. 26

27 Section 7: Job Change Action SUPREH 7.1 Job Change Action 5. Click All Jobs. This allows you to see the employee s complete job history with UNF. 27

28 Section 7: Job Change Action SUPREH 7.2. Overload Jobs You now see the employee s complete job history. Notice they have an active Primary Job (Assoc. Dir.), several previous Secondary Jobs (Adjunct) and several previous Overload Jobs (Supplemental Pay). Primary, Secondary, and Overload are contract types. You can tell if a position type is active or previous by looking at the Status column. Active is current and Terminated is previous. A Supplemental Pay s contract type will always be Overload. 28

29 Section 7: Job Change Action SUPREH 7.3 Position Suffixes [Same screen as previous page] The position number for a Supplemental Pay (SP) is always regardless of department. However, the suffix may vary. When looking at the history, identify the previous SP s. The Time Sheet Organization column shows you which departments have previously paid the employee an SP. If your department is listed, select that SP by clicking the radio dial to the right, as long as the end date is not during a current pay period. If the SP has an end date within the current pay period, either select another previous SP from your department, or create a New Job with a new suffix. The first SP should have a suffix of A1 for administrative employees and U1 for Support employees. Additional suffixes should be added numerically. If your department has not previously paid the employee a Supplemental Pay, a new job with the next available suffix will need to be created. For more information about suffixes, see Section 9.2 (p. 44). If your department hasn t previously paid an employee a Supplemental Payment and all suffixes up to A9/U9 have been used, please contact HR for direction. 29

30 Section 7: Job Change Action SUPREH 7.3 Position Suffixes 6. Select the radio dial next to the appropriate previous Supplemental pay. **If, as explained on the previous page, it is determined that a New Job needs to be created, enter in the Position column next to New Job. Then, enter the next appropriate numerical Suffix (A2, A3, or U2, U3, etc.).** 7. Click Go. 30

31 EPAF Screen Detail 1/4 Section 7: Job Change Action SUPREH 7.4 Data Entry You will now enter information in the New Value column. Fields with a red asterisk (*) are required fields. Some required fields will be prepopulated. Please review these fields to ensure 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. 31

32 Section 7: Job Change Action SUPREH 7.4 Data Entry EPAF Screen Detail 2/4 10/27/ Enter the Jobs Effective Date. This is the beginning of the pay period you would like the Supplemental Pay to begin. 9. Enter the Job Begin Date. The New Value of the Job Begin Date should match the Current Value. (When you re-use the same position number, a Job Change Action EPAF serves as an update to that position, so the Begin Date will not change. You are now updating that same position with a new effective date.) In the example above, the current value 10/27/2007 will be copied to the New Value field. 10. Enter the total amount to be paid to the employee in the Annual Salary field. 11. Enter the Factor. The factor is the number of pay periods you would like the total amount to be paid over. A one-time payment is a factor of Enter the Pays. The number of Pays should equal the number of Factors. 13. Enter the FTE. The FTE of a Supplemental Pay should always be Enter the Hours per Pay. The Hours per Pay for a Supplemental Pay should always be Enter the Hours per Day. The Hours per Day for a Supplemental Pay should always be 2. 32

33 EPAF Screen Detail 3/4 Section 7: Job Change Action SUPREH 7.4 Data Entry 16. Check that the Labor Distribution is correct. It will prepopulate to match the labor distribution entered for the previous dates associated with this position suffix. **If the labor distribution is correct, skip to step 17. ** ***If incorrect, enter the correct index over the one currently listed ( above). Click Default from Index. Enter the Account number for all Supplemental Pays. *** All Account Numbers are listed in Section 9.4 (p. 45). 17. Enter the termination date for this Supplemental Pay. This should be the last day of the last pay period the work is to be completed. 33

34 Section 7: Job Change Action SUPREH 7.5 Approval Routing Queue EPAF Screen Detail 4/4 Cherisse Sumner The Routing Queue sets up the approvers for a position. Several Approval Levels will prepopulate but you will need to enter the approvers. 18. Click on the magnifying glass next to 10-(EPAF 10). Select Cherisse Sumner. 19. Click on the magnifying glass next to 45-(EPAF 45). Select your Director/Chair/Dept Admin. 20. Click on the magnifying glass next to 50-(EPAF 50). Select your Dean. (If there is not an appropriate approver for your department, select Teresa Sandrock.) 21. Click on the magnifying glass next to 70-(EPAF 70). Select your VP. 22. Click on the magnifying glass next to 99-(HRAPLY). Select Linda Walton. More Approval Levels may need to be added based on your department, the position type (budgeted vs. non-budgeted) or funding source (E&G, FWS, ORSP etc). Refer to the included crosswalk in Section 10 (starting on p.52) for additional Approval Levels to be added. 23. Enter any comments HR or any of the Approvers may need to know. 24. Click Save. 34

35 Section 7: Job Change Action SUPREH 7.6 Save and Submit ****This is where you will find out if the information you entered was submitted successfully. This is also where you will find out if there were any errors in your entries. **** If there are errors, this message appears: The exact error may differ from the example above. Scroll down to the proper section, correct the error and re-submit. Repeat until you submit the EPAF successfully without any errors. 25. Click Submit. 35

36 Section 7: Job Change Action SUPREH 7.7 Errors vs. Warnings ****This is where you will find out if the information you entered was submitted successfully. This is also where you will find out if there were any errors in your entries. If there are any errors, go to the listed section and correct them and re-submit. Continue to re-submit until all errors are corrected. **** ***You may also see Warnings in addition to errors. While errors must be resolved, warnings do not require any action on your part. Warnings do not drive critical fields that would prevent an EPAF from being submitted. *** 36

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38 Section 8: Checking an EPAF s Status SECTION 8: CHECKING AN EPAF S STATUS 1. Click on EPAF Originator Summary from the Electronic Personnel Action Form menu. 2. Click Search. 38

39 Section 8: Checking an EPAF s Status 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. 39

40 Section 8: Checking an EPAF s Status 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.*** 40

41 Section 8: Checking an EPAF s Status 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. ****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. **** 41

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43 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 Section 9: Crosswalks and Keys 9.1 Non-Budgeted Position Numbers 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 43

44 Section 9: Crosswalks and Keys 9.2 Positon Suffixes 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 44

45 Section 9: Crosswalks and Keys 9.3 Labor Distribution 9.4 Account Numbers 9.5 Employee Class Codes 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 Banner Account Index Query (FTMACCI) tutorial that is posted on the Controller's website: ACCOUNT NUMBERS Account Numbers are used when keying in an individual 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 Class Code O1 O2 O3 O4 O5 OU OG A1 S F F5 Employee Class Codes Employee Class Regular OPS Full Time Regular OPS Part Time Federal Work Study Student Graduate Assistant International Undergraduate International Graduate A&P USPS/Support Faculty Adjunct/Part-Time Faculty For OPS and Student classes, please be sure to use the capital letter O and not the number zero, 0. 45

46 9.6 FTE (FULL TIME EQUIVALENT) Section 9: Crosswalks and Keys 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. 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

47 9.7 JOB CHANGE REASON CODES Section 9: Crosswalks and Keys 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. 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 47

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49 SECTION 10: ROUTING AND APPROVERS Section 10: Approval Routing Queues 10.1 Default and Manual Queues 10.1 DEFAULT AND MANUAL APPROVAL QUEUES 10.2 DESIGNATING PROXIES 10.3 APPROVING AS A PROXY 10.4 ROUTING AND APPROVERS BY DEPARTMENT (BUDGETED POSITIONS) OFFICE OF RESEARCH AND SPONSORED PROGRAMS PRESIDENT S OFFICE ADMINISTRATION AND FINANCE DEVELOPMENT AND ALUMNI AFFAIRS STUDENT AFFAIRS ACADEMIC AFFAIRS ENROLLMENT SERVICES LIBRARY COLLEGE OF ARTS AND SCIENCES COGGIN COLLEGE OF BUSINESS COLLEGE OF EDUCATION AND HUMAN SERVICES BROOKS COLLEGE OF HEALTH COLLEGE OF COMPUTING, ENGINEERING AND CONSTRUCTION CONTINUING EDUCATION 10.1 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 Manual Queues Manual Queues consist of additional approval levels for individual personnel who are selected based on the specific needs of a department. 49

50 Section 10: Approval Routing Queues 10.2 Designating Proxies 10.2 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. 50

51 Section 10: Approval Routing Queues 10.3 Approving EPAFs as a Proxy 10.3 APPROVING EPAFS AS A PROXY Designated proxies can approve EPAF actions through Employee Self Service. 51

52 Section 10.4: Approval Routing Queues (Budgeted Positions) Office of Research and Sponsored Programs Department: Office of Research and Sponsored Programs Index 21XXXX 22XXXX 23XXXX 24XXXX 25XXXX Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF35* Purvis, Missy FYI* EPAF55* Gibson, Angela Approve* EPAF60* Hoover, Anne Approve* EPAF70 Coleman, Bob Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. 52

53 Section 10.4: Approval Routing Queues (Budgeted Positions) President s Office Department Org: 10XXXX = President s Office Department Org: Department Name: President s Office Governmental Relations Human Resources Internal Auditing General Counsel Equal Opportunity Programs University Compliance Center for Professional Development and Training Public Relations Marketing & Publications * Athletics Stadium-Sports Complex * Athletics Intercollegiate Athletics * Athletics Tennis * Athletics Cross Country * Athletics Golf * Athletics Baseball * Athletics Volleyball * Athletics Softball * Athletics Soccer * Athletics Basketball * Athletics Women s Swimming *Athletics is under the President s Office. 53

54 Section 10.4: Approval Routing Queues (Budgeted Positions) President s Office Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF40* Reynolds, Valerie Approve* EPAF70 Serwatka, Tom Approve EPAF70** Ashton, Sharon Approve** EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. **This approver does not appear as a mandatory approval but must be set up in the routing in the case of Public Relations (101100) & Marketing & Publications (101200). 54

55 Section 10.4: Approval Routing Queues (Budgeted Positions) Administration and Finance Department Org: 20XXXX = Administration and Finance Department Org: Department Name: Administration and Finance Budget Office Purchasing Controller Information Technology Services Enterprise Systems Networking Services IT Security Academic Technology Physical Facilities Maintenance and Energy Management Custodial Services Recycle Financial Systems Environmental Health and Safety ADA Compliance Treasury Facilities Planning MOCA Training and Services Institute TSI IPTM and PSI Employees University Center Auxiliary Services Administrative Telephone Services University Parking 55

56 Section 10.4: Approval Routing Queues (Budgeted Positions) Administration and Finance Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF40** Brown, Melinda Approve** (Academic Technology) EPAF50** Taylor, George Approve** (Academic Technology) EPAF60* Geake, Tracy Approve* EPAF70 Smyth, Vince Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. **This approver does not appear as a mandatory approval but must be set up in the routing in the case of Academic Technology (200885). 56

57 Section 10.4: Approval Routing Queues (Budgeted Positions) Development & Alumni Affairs Department Org: 30XXXX = Development & Alumni Affairs Department Org: Department Name: Development & Alumni Affairs Advancement Services Alumni Services Major Gifts Scholarship Coordinator Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF40* Coyle Ogden, Victoria Approve* EPAF70 Merchant, Joshua Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. 57

58 Section 10.4: Approval Routing Queues (Budgeted Positions) Student Affairs Department Org: 40XXXX = Student Affairs Department Org: Department Name: Student Affairs Student Conduct Parent s Program Campus Police Career Services Intercultural Center Disability Resource Center Fraternity and Sorority Life Recreation Child Development Center Student Government Student Government Association Student Health Services Counseling Center Health Promotions Student Life Women s Center Center for International Education University Housing Residence Life Programming Swimming Pool Teaching Gymnasium *Athletics is under the President s Office. 58

59 Section 10.4: Approval Routing Queues (Budgeted Positions) Student Affairs Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF60* Malek, Christine Approve* EPAF70 Gonzalez, Mauricio Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. 59

60 Section 10.4: Approval Routing Queues (Budgeted Positions) Academic Affairs Department Org: 60XXXX = Academic Affairs Department Org: Department Name*: Academic Affairs Center for Community-Based Learning Undergraduate Studies Graduate School Faculty Association Honors Program Center for Instruction and Research Technology Office of Academic Testing Office of Research and Sponsored Programs Institutional Research Florida Institute of Education *Enrollment Services and the Library have their own approver routings. 60

61 Section 10.4: Approval Routing Queues (Budgeted Positions) Academic Affairs Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF35* Purvis, Missy FYI* EPAF45** Miller, Deborah (CIRT) Approve** EPAF50** Roberson, James (CIRT) Approve** EPAF50*** Coker, Jeffrey Approve*** (Undergraduate Studies) EPAF60* Hoover, Anne Approve* EPAF70 Coleman, Bob Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. **This approver does not appear as a mandatory approval but must be set up in the routing for positions associated with the Center for Instruction and Research Technology (CIRT) (602400). ***This approver does not appear as a mandatory approval but must be set up in the routing for positions associated with Undergraduate Studies (600115). 61

62 Section 10.4: Approval Routing Queues (Budgeted Positions) Enrollment Services Department: Enrollment Services Department Org: Department Name: Enrollment Services Processing Office One Stop Center Admissions Enrollment Services Enrollment Services Projects Financial Aid Academic Center for Excellence Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF35* Purvis, Missy FYI* EPAF40* Hull, Meghan Approve* EPAF40** Mulholland, Kelly (ACE) Approve** EPAF45* Yancey, John Approve* EPAF45** Reedy, Karen (ACE) Approve** EPAF50** Coker, Jeffrey (ACE) Approve** EPAF60* Hoover, Anne Approve* EPAF70 Coleman, Bob Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. **This approver does not appear as a mandatory approval but must be set up in the routing in place of usual queue in cases only of the Academic Center for Excellence (ACE) (602300). 62

63 Section 10.4: Approval Routing Queues (Budgeted Positions) Library Department: Library Department Org: Department Name: Library Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF35* Purvis, Missy FYI* EPAF40* Hoffer, Cynthia Approve* EPAF50* Baldwin, Dorene Approve* EPAF60* Hoover, Anne Approve* EPAF70 Coleman, Bob Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. 63

64 Section 10.4: Approval Routing Queues (Budgeted Positions) College of Arts and Sciences Department Org: 61XXXX = College of Arts and Sciences Department Org: Department Name: Arts and Sciences Advising Environmental Center English Mathematics and Statistics Physics Philosophy and Religious Studies Psychology History Communication Music Sociology and Anthropology Center for Community Initiatives Political Science and Public Administration Pre Law Fine Arts Biology Languages, Literature and Culture Art and Design Criminology and Criminal Justice Chemistry Public Opinion Research Lab 64

65 Section 10.4: Approval Routing Queues (Budgeted Positions) College of Arts and Sciences Approver Routing Setup: Approval Level: Approver Name: Required Action: EPAF10 Sumner, Cherisse Approve EPAF35* Purvis, Missy FYI* EPAF40* Turner, Allison Approve* EPAF50* Fenner, David Approve* EPAF60* Hoover, Anne Approve* EPAF70 Coleman, Bob Approve EPAF80 Lehmann, Joan Approve EPAF95 Frison, LaVonne Approve HRAPLY Walton, Linda Apply *This approver does not appear as a mandatory approval but must be set up in the routing. 65