EPAF (Electronic Personnel Action Forms) TRAINING for FINANCE

Transcription

1 EPAF (Electronic Personnel Action Forms) TRAINING for FINANCE Business Centers August 2015

2 TABLE OF CONTENTS Tasks Using the EPAF Process... 3 Processing Finance Tasks in OSCAR... 4 Default Labor Distribution Change (NBAJOBS)... 7 Default Labor Distribution Changes - Electronic Processing... 9 Default Labor Distribution Changes - Manual Processing... 9 Checking the Status of Electronic Transactions EPAF Originator Summary EPAF History EPAF Preview Errors or Warnings Contact Information Revised: 08/11/2015 2

3 Finance Tasks Using the EPAF Process Which tasks use the EPAF process? Labor Distribution Changes Business Centers only Revised: 08/11/2015 3

4 Processing Finance Tasks in OSCAR Log in to OSCAR at Log in, using your ONID username and password. If a user does not have EPAF authorization, the following message will appear: This user is not authorized to send EPAFs. The Student Job Change task now requires this authorization. Questions, please call Revised: 08/11/2015 4

5 Select Business Center Jobs. Important Note: In order to see the Business Center Jobs option, you must be logged in. Revised: 08/11/2015 5

6 Enter the Action Date (Personnel Date) (the true date of the action to be processed) and the University ID of the employee. To see all jobs for this employee as of this Action Date, select display options. To select by Appointment Type, click the down arrow to display choices, make a selection; then select display options. Options will display on the same page, below the display options button (scroll down to view). Revised: 08/11/2015 6

7 Default Labor Distribution Change (NBAJOBS) The Default Labor Distribution Change is used when changing only the labor distribution; and is used exclusively for current and/or future effective dates. Select the appropriate action from the list on the Job Tasks Main Menu; then click on Go To Task. Revised: 08/11/2015 7

8 Doe, Jane C60223 Fill in, and/or select, information necessary for the task. Revised: 08/11/2015 8

9 Default Labor Distribution Changes - Electronic Processing All Default Labor Distribution Change forms will be processed electronically, with one exception (see Default Labor Distribution Changes Manual Processing). When continue is clicked, options to submit electronically or cancel are displayed. Once the Submit Electronically button is clicked, the transaction is sent through the appropriate electronic routing, and then directly to Banner. *Note: It may take a short amount of time to process the electronic transaction. Please do not click Submit Electronically again. Once it has finished processing, it will go to the instructions page. Click Cancel to stop the transaction from being entered into Banner. Default Labor Distribution Changes - Manual Processing When continue is clicked, if it is a manual process, similar options will appear. Once the Manual Form button is clicked, the manual form will be displayed, and can be printed. Click Cancel to review the information again. Revised: 08/11/2015 9

10 Work Study changes are the only Default Labor Distribution Changes that will run manually. The manual process for Default Labor Distribution Changes will generate a printready form. Once printed, the paper form must be routed appropriately for signatures; then sent to Central Payroll. Doe Jane C60223 Revised: 08/11/

11 The task will then exit to the instructions page, and this concludes what you need to do to complete a task. You can log out, if finished; or continue with other tasks. You can check the status of any tasks submitted electronically by logging in to Employee Online Services at Revised: 08/11/

12 Checking the Status of Electronic Transactions To check the status of an electronic transaction, log in to Employee Online Services at using your ONID and Password (same as what is used for OSCAR). Select Employee Information. Revised: 08/11/

13 Select EPAF Main Menu. Select EPAF Originator Summary. Revised: 08/11/

14 EPAF Originator Summary The "Current" tab shows you the EPAFs for which you need to take action. Click on the History tab to view the status of transactions submitted. Transactions will remain on the History page for three months. Revised: 08/11/

15 EPAF History Explanation of Transaction Status notations: Waiting The transaction has been saved, but not submitted ( waiting status does not apply to Student Job Changes). Pending The transaction was submitted to an approver and is awaiting their action. Approved The transaction was approved and is waiting to be applied by the nightly batch process. Completed The transaction was applied in the nightly batch upload, and the job record changes are applied. Voided Only the originator and the 'apply' level person can void a transaction. Disapproved An approver is indicating that he/she does not agree with the action. No further action will or can be taken. The transaction will remain in history as disapproved at whatever level it was stopped. Click Comments to add additional Comments, or to view previous Comments. Click on the employee name to go to the EPAF Preview page to view more detail, or to void a transaction. Revised: 08/11/

16 EPAF Preview Click Void if you want to void the transaction prior to reaching Completed status. Click Add Comment to go to the Comment page. Revised: 08/11/

17 You can log off, at any time, by clicking EXIT. Revised: 08/11/

18 Errors or Warnings Potentially Conflicting Transactions If more than one transaction is in the queue for the same person, there is a possibility that there may be conflicting information, or a duplication of transactions, etc. It is recommended that you wait until the first transaction clears before processing another for the same person. Contact Information For technical assistance, contact: Center for HR Systems & Technology Oscar.mail@oregonstate.edu Revised: 08/11/