TBR Service Center EPAF PROCESS MANUAL

Transcription

1 EPAF PROCESS MANUAL Description: This manual will guide the Originator and Approver through the necessary steps to complete the Electronic Personnel Action Form, or EPAF. There are separate EPAFs for different employee classes and situations, when submitted an EPAF always ensure that you are using the appropriate Approval Category. All EPAFs will have an Originator and a minimum of three approval levels before the information is added to Banner. Table of Contents Step 1. Understanding EPAF Terminology... 4 A. EPAF Terms and Definitions... 4 B. EPAF Characteristics and Descriptions... 4 C. EPAF Date Fields... 5 D. EPAF Transaction Statuses... 6 E. EPAF Routing Queues... 6 F. Pay Period and EPAF Submission... 6 Step 2. The Originator Determines the Appropriate EPAF... 7 A. Gather Employee Information... 7 B. EPAF Decision Tree... 7 Step 3. The Originator Creates the EPAF... 7 A. Access EPAFs... 7 B. Create EPAF New Employees (Original Appointment)... 8 C. Create EPAF Current Employees... 9 Step 4. The Originator Enters Approval Category Specific Information into the EPAF Step 5. The Originator Completes the EPAF A. Complete the Routing Queue B. Save and Submit Step 6. Common to All Approval Categories A. Termination of Job (GTMJOB) B. Termination of Job Retirement (GTMJBR) C. Termination of Job and Employee Records (GTMEJB) D. Labor Distribution Change (GCHLBR) E. Change of Title (GCHTTL) F. Change of Time Sheet Org (GCHTSO) G. Change of Job Location (GCHLOC) H. Miscellaneous Change (GCHMSC) I. Reclassification Appointment to Same Position Hourly (GRECLH) J. Reclassification Appointment to Same Position Salary (GRECLS) K. Change of Pay Hourly (GCHPH) L. Change of Pay Salaried (GCHPS) Service Center Training EPAF Process Manual Page 1 of 64

2 M. Additional Appointment, Hourly, New Position / Suffix Dual Service (GAADSH) N. Additional Appointment, Salaried, New Position / Suffix Dual Service (GAADSS) O. Change of Time Sheet Org For All Employee Classes (GCHCDO) Step 7. Staff Approval Categories A. FT Staff Original Appointment for New Employee (STOAPS) B. PT Staff Original Appointment for New Employee (STOAPH) C. FT Salaried Staff Reappointment (STRAPS) D. PT Hourly Staff Reappointment (STRAOH) E. FT Hourly Staff Rehire (STRHIS) F. PT Hourly Staff Rehire (STRHIH) G. Staff Change to New Position / Suffix Salary Reassignment or Promotion (SPRNWS) H. Staff Change to New Position / Suffix Hourly Reassignment or Promotion (SPRNWH) Step 8. Faculty (Permanent) Approval Categories A. Faculty Original Appointment Modified Contract (FFOAPM) B. Faculty Original Appointment Modified Contract with Deferred Pay (FFOAPD) C. Faculty Original Appointment Fiscal ear (FFOAPF) D. Faculty Reappointment Previous Position / Suffix Modified (FFRAPM) E. Faculty Reappointment, Previous Position / Suffix Defer Pay (FFRAPD) F. Faculty Reappointment, Previous Position / Suffix Fiscal ear (FFRAPF) G. Faculty Reappointment New Position / Suffix Modified (FFRANM) H. Faculty Reappointment, New Position / Suffix Defer Pay (FFRAND) I. Faculty Reappointment, New Position / Suffix Fiscal ear (FFRANF) J. Faculty Promotion (FFPROM) Step 9. Adjunct (Hourly) Approval Categories A. Additional Adjunct Appointment to a FT Faculty Member Hourly (FFAADH) B. Reappointment to Same Position - Hourly (FFAARH) C. Adjunct Original Appointment Hourly With End Date (ADOAPH) D. Adjunct Original Appointment Salary With End Date (ADOAPS) Step 10. Affiliate Member Approval Categories A. Affiliate Member Appointment Supervisory Role (AFFILS) B. Affiliate Member Appointment No Supervisory Role (AFFILN) C. Term Affiliate Member Supervisory Role (AFFITS) D. Term Affiliate Member No Supervisory Role (AFFITN) Step 11. Temporary Help Non-Benefit Student / Non-Student Hourly Approval Categories A. Original Appointment (TNBOAH) B. Reappointment Previous Position / Suffix (TNBRPP) C. Reappointment New Position / Suffix (TNBRNW) D. Additional Appointment New Position / Suffix (TNBANW) E. Additional Appointment Previous Position / Suffix (TNBAPP) Service Center Training EPAF Process Manual Page 2 of 64

3 Step 12. Temporary Help Benefit Eligible Approval Categories A. Original Appointment Salaried (TWBOAS) B. Reappointment Salaried Previous Position / Suffix (TWBRPP) C. Reappointment Salaried New Position / Suffix (TWBRNW) D. Additional Appointment Salaried Previous Position / Suffix (TWBAPP) E. Additional Appointment Salaried New Position / Suffix (TWBANW) Step 13. Work Study Approval Categories A. Work Study Original Appointment (WSOAPH) B. Work Study Reappointment Previous Position / Suffix (WSREPP) C. Work Study Reappointment New Position / Suffix (WSRENW) D. Additional Appointment Previous Position / Suffix (WSAAPP) E. Additional Appointment New Position / Suffix (WSAANW) F. Work Study Termination of Job (WSTERM) G. Work Study Change of Pay (WSCHP) H. Work Study Miscellaneous Change Supervisor (WSSUPR) Step 14. The Approver(s) Approve the EPAF Step 15. The Originator Review the Status of the EPAF Step 16. An EPAF Requires Correction from the Originator Step 17. The Service Center Human Resources Analyst Provides Final Approval Step 18. The Service Center Payroll Associate Applies the EPAF to Banner Service Center Training EPAF Process Manual Page 3 of 64

4 Step 1. Understanding EPAF Terminology A. EPAF Terms and Definitions The following terms and definitions are important to know and understand when becoming familiar with the Electronic Personal Action Form (EPAF) process Term EPAF Originator Approvers Approval Types Approval Category Code Definition The EPAF is used to create employee records in Banner and to update these records when a change occurs. Providing correct information on an EPAF ensures that an employee s timesheet is generated correctly and that the employee is paid timely and accurately The Originator is the staff member authorized to create EPAFs (the HR Representative) The Approver(s) are the individuals who review and approve information within an EPAF. There will often be multiple approvers for a single EPAF as they contain information requiring review or approval from specific areas. The Service Center is the final approver and is responsible for the EPAFs application to Banner These are the different sections of a given EPAF. Each EPAF can have one more approval types, or sections. When working within the EPAF you may see an option to apply to all approval types; this means apply the information to all sections of the EPAF This is the six-letter code associated with the reason for an update or change. There are unique characteristics for each category, including employee type (e.g., staff, faculty, adjunct, temp, work study), new or previous position, Employee Class, Appointment Type, and the transaction you are submitting B. EPAF Characteristics and Descriptions EPAFs have several characteristics that impact the Approval Category Code utilized for a given submission. The following charts provide information regarding many of the characteristics that may need to be reviewed and interpreted to submit an EPAF. 1. The following table outlines codes related to a position Descriptor FTE (Full-Time Equivalent) Hours Pay Grade Employee Class Position Suffix Job Location Definition Measures the percentage of time assigned to a position Typically, the hours worked for a position (e.g., the number of hours per day for full-time status times the number of working days in the pay period) Associated with the pay for the position Type of employment, earnings, hours per pay period Position control number assigned to the position Two-digit code assigned to each position to clarify the type of position (00) Physical location of the job. This information is needed for taxation purposes and worker s compensation Service Center Training EPAF Process Manual Page 4 of 64

5 2. The following table outlines appointment types for determining the appropriate Approval Category. NBAJOBS should be utilized to review all previous job history for the employee for whom the EPAF is being submitted Appointment Type Additional Appointment Affiliate Member Appointment Original Appointment General Change Promotion Reappointment Reclassification Rehire Termination Definition Use if a person adds a second job while already holding an active position Use if an employee needs access to a system, but they are not a paid employee within the institution (e.g., volunteer, time entry approver) Use if a person has not held a position at the institution previously Use if an employee has a change in title, timesheet org, or job location Use if an employee is changed to a new position for a higher paying job or a job with the title of a higher pay grade Use if an employee has a break in service; meaning they have worked in the position at the institution in the past and have been reappointed to the same position and person record Use if an employee receives different duties, pay, or title change while maintaining the same position Use if an employee has a break in service, meaning they have worked in a position previously and have a gap in service Use if terminating an employee record, whether voluntary or involuntary; this can be for general position termination or retirement C. EPAF Date Fields The date fields discussed in this section are common date fields within EPAFs. It is important to understand these fields to enter the correct date information. All date fields should be entered as MM/DD/. Date Type Query Date Jobs Effective Date Job Begin Date Current Hire Date Seniority Date Adjusted Hire Date Contract Begin / End Date Termination Date Description Will auto-populate with today s date. ou will need to update this information to the date the transaction should occur. This date is tied to the Labor Distribution screen Enter the date when the EPAF should take effect. This is normally a date within the current pay period, but can be a date prior to the current pay period for an Original Appointment or an appointment to a new position This date will default if an employee is appointed to a job that they have not held previously. This is the same as the job effective date with an original appointment Enter this date for new employees, employees returning to the institution after a break in service, or employees changing from a non-benefit eligible to a benefit eligible position This date is the employee s longevity date and is their current hire date, unless they had prior state status This date is the current hire date, unless the employee had prior state service Enter these dates for deferred pay employees. This defines the period the employee will begin and end a particular job during the current fiscal year This is the date the job ends. Note: Temporary positions require a predetermined end date Service Center Training EPAF Process Manual Page 5 of 64

6 D. EPAF Transaction Statuses EPAFs have several transaction statuses that are important for you to be aware of when monitoring EPAF progress. Transaction Status Waiting Pending Approved Return / Correction Completed Void Description The EPAF is sitting in the originators queue and needs to be submitted The EPAF is waiting for the Approver(s) to approve The EPAF has been approved by all approvers An error was found by the Approver(s). The Originator will need to make corrections and then resubmit The EPAF has been applied to the employee record The EPAF has been voided. Only the Originator can Void an EPAF Note: The Originator can also delete an EPAF before it is submitted. Delete is not listed as a Transaction Status as once you delete the EPAF it will no longer appear in your Queue or History transaction lists. To remove an EPAF after it has been submitted, but not completed, you will select Void. Note: A cancel option will appear after an EPAF is in a complete status. ou should NEVER select this option. Canceling an EPAF without updating additional information in Banner can result in overpaying an employee. This is a memo only function and does not create any transactions or notifications to the Service Center. E. EPAF Routing Queues All EPAFs go through an approval queue before they are applied to Banner. The number of approvers in a queue will vary based on the position type. The status of the EPAF changes as it moves throughout the queue. F. Pay Period and EPAF Submission EPAFs will need to be submitted by a certain date to be applied to a given payroll. See the calendar provided by payroll to ensure your changes will be made to the current payroll. Service Center Training EPAF Process Manual Page 6 of 64

7 Step 2. The Originator Determines the Appropriate EPAF Using the different terminology, characteristics, and information listed in Step 1, review the following to determine the appropriate EPAF for submission. A. Gather Employee Information ou will also need to review the following items to gather the appropriate employment information. 1. Go to NBAJOBS to determine if the employee has previously worked for the institution 2. Go to the PEAEMPL screen to verify the employee s I-9 is still current a. Go to the United States Regulatory tab b. Look at the Date field under the I-9 section B. EPAF Decision Tree An EPAF decision tree will be provided to TCAT HR Representatives to assist in determining the appropriate approval category to utilize when making an update to the employee record. Step 3. The Originator Creates the EPAF The Originator, or the TCAT HR Representative, will complete the appropriate EPAF based on analysis conducted in Step 2. A. Access EPAFs 1. Log into Banner Self-Service and enter your Username and Password 2. Select the Employee tab 3. Click Electronic Personnel Action Forms 4. Click New EPAF or EPAF Originator Summary to start an EPAF from your summary page Service Center Training EPAF Process Manual Page 7 of 64

8 B. Create EPAF New Employees (Original Appointment) 1. Click Generate ( ) 2. Generated will appear in the ID field 3. Enter the Query Date a. This should be the date this transaction is supposed to occur 4. Select the Approval Category from the 5. Click Go 6. The Job Base Screen will populate. The following fields will need to be completed: a. Enter the Position Number b. Enter 00 into the Suffix c. The Position Title will populate based on the position number selected d. The Time Sheet Organization will pre-populate based on the position number Service Center Training EPAF Process Manual Page 8 of 64

9 7. Click Go C. Create EPAF Current Employees 1. Enter the employee s S-number in the ID field or select the magnifying glass to open the Person Search window Service Center Training EPAF Process Manual Page 9 of 64

10 2. If using the Person Search, enter the Last Name and First Name into the Search criteria 3. Select the Employee checkbox to limit results to employee 4. Click Go 5. Enter the Query Date a. This should be the date this transaction is supposed to occur 6. Select the Approval Category from the 7. Click Go 8. The Job Base Screen will populate. The following fields will need to be completed: a. Enter the Position Number b. Enter 00 into the Suffix c. The Position Title will populate based on the position number selected d. The Time Sheet Organization will pre-populate based on the position number 9. Click Go Service Center Training EPAF Process Manual Page 10 of 64

11 Step 4. The Originator Enters Approval Category Specific Information into the EPAF TBR Service Center Review Step 2 to determine the appropriate approval category for this EPAF. Once a category is determined, follow the steps in this section to complete the starred ( ) items in each Approval Type. All starred items must be complete for an EPAF to receive no errors. Fields to be entered will vary based on the EPAF. Please review each of the Approval Categories in Steps 6 13 to determine the specific fields to be entered for your EPAF submission. EPAF Approval Categories are based on employee class and type of action. Example EPAF Screen Service Center Training EPAF Process Manual Page 11 of 64

12 Step 5. The Originator Completes the EPAF A. Complete the Routing Queue The routing queue will display approvals for every EPAF. These approvals include the local TCAT level, the Final Service Center HR approval, and the Payroll Applier. 1. Enter the TCAT Approval by selecting the appropriate approver name from the User Name dropdown menu 2. Enter the (FINAL) Service Center HR Approval by selecting the appropriate approver name from the User Name a. This should be the Service Center HR Analyst 3. Enter the (FINAL) Payroll Applier by selecting the appropriate approver name from the User Name a. This should be your Service Center Payroll Associate 4. The Required Action field will pre-populate based on the action associated with the Approval Level B. Save and Submit Once you have completed all the EPAF sections, you will need to first save and then submit the EPAF. It is important to first save the EPAF, as this will provide you with feedback regarding Warnings and Errors. 1. Click Save 2. The transaction status will show as Waiting Note: Ensure that you select save to see Warnings and Errors prior to submission. Service Center Training EPAF Process Manual Page 12 of 64

13 3. If errors or warnings appear, review this information to determine what corrections need to be made a. Errors must be updated. Once the update is made click Save again b. Warnings do not need to be updated, but you should ensure that the information is correct prior to selecting submit 4. Wait approximately 10 seconds for the data to save to the system 5. Click Submit 6. The transaction status will show as Pending Step 6. Common to All Approval Categories A. Termination of Job (GTMJOB) 1. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Service Center Training EPAF Process Manual Page 13 of 64

14 Job Change Reason B. Termination of Job Retirement (GTMJBR) 1. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason C. Termination of Job and Employee Records (GTMEJB) 1. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason 2. Complete the Employee Termination (ETERM) Approval Type. The following fields will Empl Status N T Terminated -- Empl Term Date Q Query -- Empl Term Reason D. Labor Distribution Change (GCHLBR) 1. Complete the Job Labor Distribution (JLABOR) Approval Type. The following fields will Labor Effective Date Q Query -- Labor COA Labor Index Code N Labor Fund Code N Labor Orgn Code N Labor Acct Code N Labor Prog Code N Service Center Training EPAF Process Manual Page 14 of 64

15 Labor Percentage N E. Change of Title (GCHTTL) 1. Complete the Job Title (JTITLE) Approval Type. The following fields will Job Title Job Change Reason F. Change of Time Sheet Org (GCHTSO) 1. Complete the Job Time Sheet Organization (JTSORG) Approval Type. The following fields will Job Timesheet Orgn Job Change Reason G. Change of Job Location (GCHLOC) 1. Complete the Job Location (JLOCAT) Approval Type. The following fields will Job Location Job Change Reason H. Miscellaneous Change (GCHMSC) 1. Complete the Job Supervisor (JSUPER) Approval Type. The following fields will Job Supervisor Job Supervisor Posn N Job Supervisor Suffix N Service Center Training EPAF Process Manual Page 15 of 64

16 Job Change Reason I. Reclassification Appointment to Same Position Hourly (GRECLH) 1. Complete the Job Reclassification Hourly (JRECLH) Approval Type. The following fields will Salary Step N 0 -- Hourly Rate N Job Change Reason N J. Reclassification Appointment to Same Position Salary (GRECLS) 1. Complete the Job Reclassification Salary (JRECLS) Approval Type. The following fields will Salary Step N 0 -- Annual Salary N Job Change Reason N K. Change of Pay Hourly (GCHPH) 1. Complete the Job Hourly Pay Change (JCHPH) Approval Type. The following fields will Salary Step N 0 -- Hourly Rate N Job Change Reason N Service Center Training EPAF Process Manual Page 16 of 64

17 L. Change of Pay Salaried (GCHPS) 1. Complete the Job Salary Pay Change (JCHPS) Approval Type. The following fields will Salary Step N 0 -- Annual Salary N Job Change Reason N M. Additional Appointment, Hourly, New Position / Suffix Dual Service (GAADSH) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query -- Contract Type S Secondary Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Service Center Training EPAF Process Manual Page 17 of 64

18 Job Change Reason N. Additional Appointment, Salaried, New Position / Suffix Dual Service (GAADSS) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query -- Contract Type S Secondary Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job Status A Active -- Salary Step N 0 -- Annual Salary N Job Change Reason N 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason O. Change of Time Sheet Org For All Employee Classes (GCHCDO) 1. Complete the Employee Check Organization Change (ECHORG) Approval Type. The following fields will Check Distribution Orgn Service Center Training EPAF Process Manual Page 18 of 64

19 Step 7. Staff Approval Categories Once you select your Approval Category you will need to fill out the fields specific to that category. A. FT Staff Original Appointment for New Employee (STOAPS) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Service Center Training EPAF Process Manual Page 19 of 64

20 5. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change B. PT Staff Original Appointment for New Employee (STOAPH) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Service Center Training EPAF Process Manual Page 20 of 64

21 2. Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Service Center Training EPAF Process Manual Page 21 of 64

22 Adjusted Service Date N TBR Service Center 6. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N C. FT Salaried Staff Reappointment (STRAPS) 1. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change Service Center Training EPAF Process Manual Page 22 of 64

23 D. PT Hourly Staff Reappointment (STRAOH) TBR Service Center 1. Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N E. FT Hourly Staff Rehire (STRHIS) 1. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary -- Service Center Training EPAF Process Manual Page 23 of 64

24 3. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change F. PT Hourly Staff Rehire (STRHIH) 1. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Service Center Training EPAF Process Manual Page 24 of 64

25 Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N G. Staff Change to New Position / Suffix Salary Reassignment or Promotion (SPRNWS) 1. Complete the Job Termination (JTRM) Approval Type. The following fields will Job Effective Date Job Personnel Date N Job Status T - Terminated -- Job Change Reason 2. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary -- Service Center Training EPAF Process Manual Page 25 of 64

26 4. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change H. Staff Change to New Position / Suffix Hourly Reassignment or Promotion (SPRNWH) 1. Complete the Job Termination (JTRM) Approval Type. The following fields will Job Effective Date Job Personnel Date N Job Status T - Terminated -- Job Change Reason 2. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary -- Service Center Training EPAF Process Manual Page 26 of 64

27 1. Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N Step 8. Faculty (Permanent) Approval Categories Once you select your Approval Category you will need to fill out the fields specific to that category. A. Faculty Original Appointment Modified Contract (FFOAPM) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Service Center Training EPAF Process Manual Page 27 of 64

28 3. Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary -- Service Center Training EPAF Process Manual Page 28 of 64

29 7. Complete the Job Detail New Salary (JDNWMS) Approval Type. The following fields will Job Effective Date Q Query Date -- Job Personnel Date N Q Query Date -- Job Status A Active -- Job Title N -- May want to include working title Salary Step 0 -- Factors Pays Annual Salary Job Change Reason B. Faculty Original Appointment Modified Contract with Deferred Pay (FFOAPD) 1. Complete Step 8A Complete the Job Base New Deferred Pay (JBNWDP) Approval Type. The following fields will Base Job Begin Date Q Query -- Contract Type P Primary -- Set-up Defer Pay es -- Contract Begin Date -- MM/DD/ Contract End Date -- MM/DD/ 3. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change Service Center Training EPAF Process Manual Page 29 of 64

30 C. Faculty Original Appointment Fiscal ear (FFOAPF) TBR Service Center 1. Complete 8A Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change D. Faculty Reappointment Previous Position / Suffix Modified (FFRAPM) 1. Complete the Job Detail New Modified Salary (JDNWMS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Factors Pays Annual Salary Job Change Reason E. Faculty Reappointment, Previous Position / Suffix Defer Pay (FFRAPD) 1. Complete the Job Base Rehire Deferred (JBREDP) Approval Type. The following fields will Contract Begin Date -- MM/DD/ Contract End Date -- MM/DD/ 2. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Service Center Training EPAF Process Manual Page 30 of 64

31 Salary Step 0 -- TBR Service Center Annual Salary Job Reason Change F. Faculty Reappointment, Previous Position / Suffix Fiscal ear (FFRAPF) 1. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change G. Faculty Reappointment New Position / Suffix Modified (FFRANM) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Modified Salary (JDNWMS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Factors Pays Annual Salary Job Change Reason Service Center Training EPAF Process Manual Page 31 of 64

32 H. Faculty Reappointment, New Position / Suffix Defer Pay (FFRAND) TBR Service Center 1. Complete the Job Base New Deferred Pay (JBNWDP) Approval Type. The following fields will Base Job Begin Date Q Query -- Contract Type P Primary -- Set-up Defer Pay es -- Contract Begin Date -- MM/DD/ Contract End Date -- MM/DD/ 2. Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change I. Faculty Reappointment, New Position / Suffix Fiscal ear (FFRANF) 3. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Salary (JDNEWS) Approval Type. The following fields will Job status A Active -- Salary Step 0 -- Annual Salary Job Reason Change Service Center Training EPAF Process Manual Page 32 of 64

33 J. Faculty Promotion (FFPROM) TBR Service Center 1. Complete the Job Detail Promotion Salary (JDPROS) Approval Type. The following fields will Salary Step 0 -- Annual Salary Job Reason Change Step 9. Adjunct (Hourly) Approval Categories A. Additional Adjunct Appointment to a FT Faculty Member Hourly (FFAADH) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason Service Center Training EPAF Process Manual Page 33 of 64

34 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason B. Reappointment to Same Position - Hourly (FFAARH) 1. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason C. Adjunct Original Appointment Hourly With End Date (ADOAPH) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Service Center Training EPAF Process Manual Page 34 of 64

35 Last Name SSN TBR Service Center 2. Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Service Center Training EPAF Process Manual Page 35 of 64

36 Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N TBR Service Center 6. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New Hourly (JDNEWH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Salary Step N 0 -- Hourly Rate N Job Change Reason N 8. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason D. Adjunct Original Appointment Salary With End Date (ADOAPS) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Service Center Training EPAF Process Manual Page 36 of 64

37 Last Name SSN TBR Service Center 2. Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Service Center Training EPAF Process Manual Page 37 of 64

38 Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N TBR Service Center 6. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors N Pays N Salary Step 0 -- Annual Salary Job Change Reason 8. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason Service Center Training EPAF Process Manual Page 38 of 64

39 Step 10. Affiliate Member Approval Categories A. Affiliate Member Appointment Supervisory Role (AFFILS) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Service Center Training EPAF Process Manual Page 39 of 64

40 5. Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N B. Affiliate Member Appointment No Supervisory Role (AFFILN) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Service Center Training EPAF Process Manual Page 40 of 64

41 4. Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N C. Term Affiliate Member Supervisory Role (AFFITS) 1. Complete the Employee Termination (ETERM) Approval Type. The following fields will Empl Status N T Terminated -- Empl Term Date Q Query -- Empl Term Reason D. Term Affiliate Member No Supervisory Role (AFFITN) 1. Complete the Employee Termination (ETERM) Approval Type. The following fields will Empl Status N T Terminated -- Empl Term Date Q Query -- Empl Term Reason Service Center Training EPAF Process Manual Page 41 of 64

42 Step 11. Temporary Help Non-Benefit Student / Non-Student Hourly Approval Categories A. Original Appointment (TNBOAH) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Service Center Training EPAF Process Manual Page 42 of 64

43 5. Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 8. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Service Center Training EPAF Process Manual Page 43 of 64

44 Job Change Reason B. Reappointment Previous Position / Suffix (TNBRPP) 1. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason C. Reappointment New Position / Suffix (TNBRNW) 1. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Service Center Training EPAF Process Manual Page 44 of 64

45 Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N TBR Service Center 2. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 4. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason D. Additional Appointment New Position / Suffix (TNBANW) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary -- Service Center Training EPAF Process Manual Page 45 of 64

46 2. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason E. Additional Appointment Previous Position / Suffix (TNBAPP) 1. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Service Center Training EPAF Process Manual Page 46 of 64

47 Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason Step 12. Temporary Help Benefit Eligible Approval Categories A. Original Appointment Salaried (TWBOAS) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Service Center Training EPAF Process Manual Page 47 of 64

48 4. Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors N Service Center Training EPAF Process Manual Page 48 of 64

49 Pays N Salary Step 0 -- Annual Salary Job Change Reason 8. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason B. Reappointment Salaried Previous Position / Suffix (TWBRPP) 1. Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors N Pays N Salary Step 0 -- Annual Salary Job Change Reason Service Center Training EPAF Process Manual Page 49 of 64

50 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason C. Reappointment Salaried New Position / Suffix (TWBRNW) 1. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Service Center Training EPAF Process Manual Page 50 of 64

51 Factors N Pays N Salary Step 0 -- Annual Salary Job Change Reason 4. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason D. Additional Appointment Salaried Previous Position / Suffix (TWBAPP) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors N Pays N Salary Step 0 -- Annual Salary Job Change Reason Service Center Training EPAF Process Manual Page 51 of 64

52 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason E. Additional Appointment Salaried New Position / Suffix (TWBANW) 1. Complete the Job Detail New P/T Salary (JDNWPS) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors N Pays N Salary Step 0 -- Annual Salary Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason Service Center Training EPAF Process Manual Page 52 of 64

53 Step 13. Work Study Approval Categories Before processing a Work Study Approval Category, ensure that you have coordinated with your Financial Aid colleague to verify that the student employee is enrolled at least half-time and is work study eligible. A. Work Study Original Appointment (WSOAPH) 1. Complete the Person ID Info (PIDNAM) Approval Type. The following fields will ID First Name Middle Name N Last Name SSN Complete the Person Address Info (PADDR) Approval Type. The following fields will Address Type -- MA - Mailing Address From Date -- MM/DD/ Address Sequence No Address Line Address Line 2 N City State Zip Country Code Complete the Person Telephone Info (PTELE) Approval Type. The following fields will Telephone Type N -- MA - Mailing Telephone Sequence No. N Area Code N Telephone Number N Complete the Person Biographical Info (PBIOG) Approval Type. The following fields will Birth Date -- MM/DD/ Gender Code -- MM/DD/ Citizenship Code Ethnicity N New Ethnicity Ethnicity/Race Confirm Race 1 -- Cannot choose Unknown Race 2 N Service Center Training EPAF Process Manual Page 53 of 64

54 5. Complete the Employee New Hire (ENEW) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 8. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Service Center Training EPAF Process Manual Page 54 of 64

55 Job Change Reason B. Work Study Reappointment Previous Position / Suffix (WSREPP) 1. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason C. Work Study Reappointment New Position / Suffix (WSRENW) 1. Complete the Employee Change EE to Active (EACTIV) Approval Type. The following fields will Empl Status A - Active -- Employee Class Benefit Category N Leave Category N Home COA -- Entry should be capitalized Home Organization Check Dist COA -- Entry should be capitalized Check Dist Organization Service Center Training EPAF Process Manual Page 55 of 64

56 Current Hire Date Q Query Date -- Original Hire Date N Adjusted Service Date N Seniority Date N TBR Service Center 2. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 4. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason Service Center Training EPAF Process Manual Page 56 of 64

57 D. Additional Appointment Previous Position / Suffix (WSAAPP) TBR Service Center 1. Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 2. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason E. Additional Appointment New Position / Suffix (WSAANW) 1. Complete the Job Base New Job (JBNEW) Approval Type. The following fields will Base Job Begin Date Q Query Date -- Contract Type P - Primary Complete the Job Detail New P/T Hourly (JDNWPH) Approval Type. The following fields will Job Status A Active -- Job FTE N Service Center Training EPAF Process Manual Page 57 of 64

58 Job Hours Per Day N Job Hours Per Pay N Factors Pays Salary Step 0 -- Hourly Rate Job Change Reason 3. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason F. Work Study Termination of Job (WSTERM) 1. Complete the Job Status Change (JCHSTA) Approval Type. The following fields will Job Status T Terminated -- Job Change Reason G. Work Study Change of Pay (WSCHP) 1. Complete the Job Hourly Pay Change (JCHPH) Approval Type. The following fields will Salary Step N 0 -- Hourly Rate N Job Change Reason N Service Center Training EPAF Process Manual Page 58 of 64

59 H. Work Study Miscellaneous Change Supervisor (WSSUPR) 1. Complete the Job Supervisor (JSUPER) Approval Type. The following fields will Job Supervisor Job Supervisor Posn N Job Supervisor Suffix N Job Change Reason Step 14. The Approver(s) Approve the EPAF The Approver(s) will review and approve the submitted EPAF. 1. Log into Banner Self-Service 2. Go to the Employee tab 3. Select Electronic Personnel Action Forms 4. Select EPAF Approver Summary Service Center Training EPAF Process Manual Page 59 of 64

60 5. The page will default to the Current tab where you will see all EPAFs requiring action Note: The In My Queue tab will show all EPAFs where you are listed as an approver, but which have not yet been routed to you. Service Center Training EPAF Process Manual Page 60 of 64

61 Note: The History tab provides access to any EPAF you have acted on within the last year. 6. Click on the employee name of the EPAF you wish to view 7. View the entire EPAF for accuracy before taking action 8. Click Approve if everything is correct 9. Click Return for Correction if you find information that is incorrect a. Add a comment regarding what needs to be changed 10. Click Disapprove if you cannot approve an EPAF due to any reason other than incorrect information a. Add a comment as to why you are disapproving the EPAF Note: Only the Originator can make changes to the EPAF. If you click anything but approve, the EPAF will be routed back to the Originator Service Center Training EPAF Process Manual Page 61 of 64

62 11. Once you click Approve, you will see a green check mark 12. The status will also change from Pending to Approved 13. The EPAF will automatically route to the next approver in the Routing Queue a. No further action is needed from you for this EPAF 14. If you have additional EPAFs to review, you can click the Next arrow or click Return to EPAF Approver Summary to return to your list of available EPAF transactions Step 15. The Originator Review the Status of the EPAF If you need to review the status of an EPAF you have submitted, can you review the EPAF in the History section. 1. Log into Banner Self-Service 2. Go to the Employee tab 3. Select Electronic Personnel Actions 4. Select EPAF Originator Summary 5. Click the History tab 6. Review the list of EPAFs that you have submitted within the last year 7. Look at the Transaction Status column to determine the status of a given EPAF Service Center Training EPAF Process Manual Page 62 of 64

63 Step 16. An EPAF Requires Correction from the Originator 1. Log into Banner Self-Service 2. Go to the Employee tab 3. Select Electronic Personnel Action Forms 4. Select EPAF Originator Summary 5. Click on the Current tab 6. Click All in Transaction Status 7. Click Go 8. Review the list of EPAFs in the EPAF Transactions section 9. Review the Transaction Status column to find EPAFs with a status of Return for Correction 10. Click on the Employee s name 11. When the EPAF Preview screen populates: a. Click Update to make changes to the EPAF b. Click Void to void the EPAF. This will permanently inactivate the EPAF Note: The Originator can edit the EPAF at any time during the approval process, including after the Final SC HR approval. Once the EPAF says Complete in the Transaction Status, it can no longer be updated. ou DO NOT need to have the EPAF returned for correction to make changes. To make changes go to the History tab and select the employee name. After making adjustments, click Save and Submit to have the changes approved and applied. Step 17. The Service Center Human Resources Analyst Provides Final Approval Once the TCAT Approver(s) have approved the EPAF, the Service Center Human Resources Analyst will receive a request for final review and approval. Service Center Training EPAF Process Manual Page 63 of 64