EPAF (Electronic Personnel Action Form) ORIGINATOR MANUAL

Transcription

1 EPAF (Electronic Personnel Action Form) ORIGINATOR MANUAL Gulfline Version September 2011

2 The electronic personnel action form (EPAF) function of Gulfline allows the University to process paperless personnel actions (Approval Categories). EPAF s are simple, concise, and allow many values or data elements to default into the document without manual data entry. The forms enable the University to achieve our goal to process personnel actions rapidly, through an electronic approval process, providing an audit trail of all approval/disapproval history. Departments will use the EPAF process to provide the data elements necessary to process the following EPAF Approval Categories: All Summer Faculty Appointments All Overload Appointments All Labor Distribution Changes All OPS Hourly Job Terminations All OPS Hourly Pay Changes All New OPS Jobs- Fixed Amounts ** All Adjunct Faculty Appointments ** All Graduate Teaching Appointments ** ** These EPAF transactions can only be completed for a rehired employee who has previously completed their payroll sign-on with Human Resources and received a paycheck within the last three (3) years. The completed EPAF is then submitted through a pre-determined approval queue (routing). If approved, the EPAF will be applied to the Banner database by Human Resources. Some efficiencies that will be realized from using EPAFs are: An EPAF is never lost in campus mail or in somebody s inbox. An EPAF is created online and applied to the Banner system online so the information is keyed only once, lessening the chance for data entry errors. An EPAF is routed online so there is never any question regarding the location of the EPAF. An EPAF is available for viewing via Gulfline so various people can view it simultaneously. Once the EPAF has been submitted, you can see who has approved it, disapproved it, made remarks about it or returned it for correction. EPAF Originator Manual-2

3 Gulfline - Logon Procedures To Logon to Gulfline, type gulfline.fgcu.edu in your Browser s address line and click Go. Click on link Enter your UIN and PIN Click on Logon EPAF Originator Manual-3

4 Gulfline Menus Click on Employee Click on Electronic Personnel Action Forms EPAF Originator Manual-4

5 Gulfline Menus Click on New EPAF EPAF Originator Manual-5

6 New EPAF Person Selection ID - Enter employee s University ID number (UIN), if known. Skip to page 9. If you do not know employee s UIN, click the Search button at the far right of the ID field. Do not click the Generate ID button. The following Person Search query screen will display: EPAF Originator Manual-6

7 Person Search Check the Employee box. Enter the last name and/or first name or SSN if known. Click the Go button. NOTE: With the use of wildcards, you can also execute a query using only a partial field value as a search criteria. Use the symbol % to represent any number of unspecified characters. Use the symbol _ to represent one occurrence of an unspecified character. You can use both wildcards in the same search string. EXAMPLES To get these results All entries that contain ma Enter this criteria %ma% All entries that begin with ma All entries that end with ma All entries that have m as the second character ma% %ma _m% EPAF Originator Manual-7

8 New EPAF Person Selection When you find your match, click on the employee s UIN number. EPAF Originator Manual-8

9 New EPAF Person Selection Query Date - Enter effective date of EPAF. Date format is MM/DD/YYYY Note: When entering a change to an employee s existing job, the Query Date must be greater than the employee s Last Paid Date (last day of the pay period in which the employee s most recent paycheck occurred.) The Last Paid Date can be found on the next screen, under the Existing Jobs section. If you entered a date prior to the Last Paid Date in the Query Date field, click your browser s back button to return to this screen and correct the Query Date. Warning: At this point in the EPAF process, the system will not prevent you from entering an incorrect Query Date. The system only validates that the date is entered in the correct format, MM/DD/YYYY. However, if the Query Date is an incorrect date, the EPAF will error out upon attempting to submit. Select the appropriate Approval Category from the drop down menu. Click the Go button. EPAF Originator Manual-9

10 New EPAF Job Selection Position - Enter or select the appropriate position number based on the Approval Category selected. Note: Position number must be entered in All Caps when alpha or alpha/numeric. (Refer to Appendix B for position numbers.) If the Approval Category is updating an existing job, click on the Select button for appropriate position number and title under Existing Jobs. Skip to page 12. Otherwise to create a new job, click the All Jobs button. EPAF Originator Manual-10

11 New EPAF Job Selection A list of all the employee s prior and current jobs will display. Determine the last suffix assigned to the position you are currently creating, as per the position number information provided in Appendix B. Suffix - Enter the next sequential suffix number. (e.g. Professor Plum has a position ADJ997 with suffix 00 and 01 and position ADJ999 with suffix 00, 01, 02, 03, 04 for ADJ 997 he must be assigned suffix 02, but for ADJ999, he must be assigned suffix 05). Click the Select button. EPAF Originator Manual-11

12 New EPAF Job Selection Click on Next Approval Type if available and continue to next step. Otherwise click Go and skip to page 13. Again, click the Select button for the appropriate job and click on Next Approval Type if available. Repeat until Next Approval Type button is no longer available, and then click Go. EPAF Originator Manual-12

13 Electronic Personnel Action Form Prior to continuing: if you receive a notification message that reads A duplicate transaction, XXXXX, for this person exists for this approval category at Waiting status contact HR to verify the next available suffix. verify that the appropriate position and suffix numbers are assigned to each approval category type as listed on the applicable recipe sheet in Appendix A. EPAF Originator Manual-13

14 EPAF Data Entry and Submission Each Approval Category has associated Approval Types which are the steps required to complete the EPAF. Please refer to Appendix A for the EPAF Category Information Sheets and Recipe Cards. Once you have completed entering the EPAF data, click the Save button. (Note that the EPAF has been assigned a unique Transaction Number which can be used for tracking purposes.) Warning messages are informational only and do not prevent you from submitting the EPAF transaction. If you receive an error message, please refer to Appendix D. Then, click the Submit button. You will receive the message The transaction has been successfully submitted. Submitting the EPAF sends it on its way to be viewed and approved by the people listed in the Routing Queue. EPAF Originator Manual-14

15 Troubleshooting EPAF Processing Errors If you experience a problem or error message while processing an EPAF action:. Check the Error and Warning Messages section on the top of the EPAF page. Messages about the status of data entry and submission are provided and may help you determine what needs to be done to clear the error. NOTE: System error checking is built into the functioning of Banner and will STOP YOU from continuing with the EPAF process. Data entry errors that you make WILL NOT stop the EPAF submittal process. Examples of data entry errors are wrong position numbers, suffixes, rates of pay, index and account codes. EPAFs with these errors are returned to you for correction during the Approval process. Errors not caught and corrected are applied to Banner and paid with the wrong information. Refer to Appendix D for common error messages and solutions. Check that all required data has been entered in the EPAF fields. Verify that the information entered is typed correctly. Review all dates for the correct format MM/DD/YYYY. Amounts should not contain $ or, Check dates entered in fields to ensure they are appropriate for each field. Check that you have completed all of the necessary information fields all approval types; approval routing queue. To make correction to a field, click on the field and overwrite the information. Save your changes and Submit. If the above suggestions do not solve your issue/error and you are unable to successfully submit the transaction, call the appropriate Human Resources representative below: All OPS transactions, including adjuncts - June Hayes All Faculty & Staff transaction, including Summer & Overloads Beth Hill Alternate - Noyra Valentin EPAF Originator Manual-15

16 Creating Your Default Routing Queues Click on EPAF Originator Summary Click on the Default Routing Queue link. EPAF Originator Manual-16

17 Creating Your Default Routing Queues Mandatory routing queues (approval levels) are defined for each EPAF Approval Category by Human Resources and are outlined in the EPAF Category Information Sheets in Appendix A. Each college may select additional approvers in their routing queues for all or some of the EPAF Approval Categories. Select an Approval Category from the drop down menu and click the Go button. EPAF Originator Manual-17

18 Creating Your Default Routing Queues All mandatory approval levels will default. For each level, define the default user by clicking on the Search button, highlighting the appropriate user, and clicking on the Select button. If the user name is know, it can be typed in the User Name field. EPAF Originator Manual-18

19 Creating Your Default Routing Queues To add additional departmental approval levels, select Department Approver Level 2 from the drop down menu. Select Approve from the Required Action drop down menu. You may define the default user by clicking on the Search button, highlighting the appropriate user, and clicking on the Select button. If the user name is known, it can be typed in the User Name field. Repeat for additional approval levels, as needed. Click the Save button. EPAF Originator Manual-19

20 EPAF Originator Summary To review your EPAFs statuses, from the EPAF Main Menu, click on the EPAF Originator Summary link. The Current tab will display. This page displays EPAFs in a Waiting status. These are EPAFs you have initiated and saved but have not yet submitted to the routing queue. EPAF Originator Manual-20

21 EPAF Originator Summary Click on the History tab to view the status of EPAFs submitted to the routing queue. You can select to view only EPAFs in certain statuses by selecting from the Transaction Status drop down menu. Transaction Status Definition All Includes all transaction statuses Cancelled The transaction was cancelled after it was at Completed status. Completed The transaction has been submitted and approved by all approvers in the routing queue and has been applied to the Banner database. Disapproved The transaction has been disapproved by an approver in the queue. Pending The transaction has been submitted by the initiator and is pending action by an approver in the queue. Voided The transaction has been voided. Only the Originator and an HR/Superuser has privileges to VOID a transaction. To view the EPAF details, click on the person s name. EPAF Originator Manual-21

22 EPAF Originator Summary Scrolling down to the Routing Queue will show you the Queue Status for each Approval Level. Queue Status Pending FYI Approved Disapproved In the queue More information Acknowledged Return for Correction Overriden Removed from queue Applied Definition The transaction is in the approver s inbox and pending their approval or other appropriate action. The transaction is in approver s queue for information purposes only. The transaction has been approved by the approver. The transaction has been disapproved by the approver. The transaction is in the routing queue waiting for the next approval level. An approver has requested additional information before the EPAF can proceed. An FYI approver has reviewed the EPAF and acknowledged receipt. The EPAF was returned to the originator for correction. A superuser has overridden one or more approval levels. The transaction was removed from an approver s queue. All approvals in the routing queue are complete and the approver has applied the changes to the Banner database. EPAF Originator Manual-22

23 Appendix A Please go to to review Appendix A Approval Categories

24 Appendix B

25 Appendix B Banner - Pooled Position Numbers and Account Codes Pooled Position Description / Title Acct. Code 12 Month Fac Salary Month Fac Salary 6102 SUMFAC Summer Fac Salary 6103 Executive Service 6105 A & P Salary 6106 SP Salary 6109 Administrative Stipend 6113 OP*S12 OPS Fixed Amount (0012) 6201 OP*S13 OPS Fixed Amount (0013) 6201 OP*S14 OPS Fixed Amount (0014) 6201 OP*S15 OPS Fixed Amount (0015) 6201 OP*S16 OPS Fixed Amount (0016) * Denotes variable Please refer 6201 OP*S17 OPS Fixed Amount (0017) to page 2 of this Appendix for a 6201 OP*H12 OPS Hourly (0012) full list of OPS Positions 6201 OP*H13 OPS Hourly (0013) Numbers OP*H14 OPS Hourly (0014) 6201 OP*H15 OPS Hourly (0015) 6201 OP*H16 OPS Hourly (0016) 6201 OP*H17 OPS Hourly (0017) 6201 FSOS1* Faculty/Staff OPS Fixed Amount 6201 FSOH1* Faculty/Staff OPS Hourly 6201 GRASST Graduate Assistant - Fixed Amount 6202 GRHRLY Graduate Assistant - Hourly 6202 TEASST Graduate Teaching Assistant Fixed Amount 6202 REASST Graduate Research Assistant Fixed Amount 6205 REHRLY Graduate Research Assistant Hourly 6205 STASST Student Assistant - Hourly 6203 STSTIP Student- Fixed Amount 6209 CW**** College Work Study - Hourly 6204 NW**** Non- College Work Study (companion position to CW****)- Hourly 6203 ADJ999 CAS - Adjunct Faculty/Summer Adjuncts 6206 ADJ998 CHP - Adjunct Faculty/Summer Adjuncts 6206 ADJ997 COB - Adjunct Faculty/Summer Adjuncts 6206 ADJ996 COE - Adjunct Faculty/Summer Adjuncts 6206 ADJ995 CPS - Adjunct Faculty/Summer Adjuncts 6206 ADJ994 Academic Affairs - Adjunct Faculty/Summer Adjuncts 6206 OVLOAD Overload 6207 Revised 7/2009 B-1

26 Appendix B Hourly OPS Pool Positions Executive, Administrative & Managerial Other Professional (Support/ Service) Clerical & Secretarial Technical & Paraprofessional Skilled Craft Service/ Maintenance OPS Class Code College of Arts & Sciences OPAH12 OPAH13 OPAH14 OPAH15 OPAH16 OPAH17 College of Business OPBH12 OPBH13 OPBH14 OPBH15 OPBH16 OPBH17 College of Education OPCH12 OPCH13 OPCH14 OPCH15 OPCH16 OPCH17 College of Health Professions OPDH12 OPDH13 OPDH14 OPDH15 OPDH16 OPDH17 College of Professional Studies OPEH12 OPEH13 OPEH14 OPEH15 OPEH16 OPEH17 Library Services OPFH12 OPFH13 OPFH14 OPFH15 OPFH16 OPFH17 Enrollment Management OPGH12 OPGH13 OPGH14 OPGH15 OPGH16 OPGH17 Student Affairs OPHH12 OPHH13 OPHH14 OPHH15 OPHH16 OPHH17 President's Office (and Athletics) OPJH12 OPJH13 OPJH14 OPJH15 OPJH16 OPJH17 Administrative Services OPKH12 OPKH13 OPKH14 OPKH15 OPKH16 OPKH17 Plant, Operations & Maintenance OPLH12 OPLH13 OPLH14 OPLH15 OPLH16 OPLH17 Advancement OPMH12 OPMH13 OPMH14 OPMH15 OPMH16 OPMH17 Academic Affairs (ORSP, PIP,QEP, etc) OPNH12 OPNH13 OPNH14 OPNH15 OPNH16 OPNH17 AMTS OPPH12 OPPH13 OPPH14 OPPH15 OPPH16 OPPH17 College of Engineering OPQH12 OPQH13 OPQH14 OPQH15 OPQH16 OPQH17 Fixed Amount OPS Pool Positions Executive, Administrative & Managerial Other Professional (Support/ Service) Clerical & Secretarial Technical & Paraprofessi onal Skilled Craft Service/ Maintenance OPS Class Code College of Arts & Sciences OPAS12 OPAS13 OPAS14 OPAS15 OPAS16 OPAS17 College of Business OPBS12 OPBS13 OPBS14 OPBS15 OPBS16 OPBS17 College of Education OPCS12 OPCS13 OPCS14 OPCS15 OPCS16 OPCS17 College of Health Professions OPDS12 OPDS13 OPDS14 OPDS15 OPDS16 OPDS17 College of Professional Studies OPES12 OPES13 OPES14 OPES15 OPES16 OPES17 Library Services OPFS12 OPFS13 OPFS14 OPFS15 OPFS16 OPFS17 Enrollment Management OPGS12 OPGS13 OPGS14 OPGS15 OPGS16 OPGS17 Student Affairs OPHS12 OPHS13 OPHS14 OPHS15 OPHS16 OPHS17 President's Office (and Athletics) OPJS12 OPJS13 OPJS14 OPJS15 OPJS16 OPJS17 Administrative Services OPKS12 OPKS13 OPKS14 OPKS15 OPKS16 OPKS17 Plant, Operations & Maintenance OPLS12 OPLS13 OPLS14 OPLS15 OPLS16 OPLS17 Advancement OPMS12 OPMS13 OPMS14 OPMS15 OPMS16 OPMS17 Academic Affairs (ORSP, PIP,QEP, etc) OPNS12 OPNS13 OPNS14 OPNS15 OPNS16 OPNS17 AMTS OPPS12 OPPS13 OPPS14 OPPS15 OPPS16 OPPS17 College of Engineering OPQS12 OPQS13 OPQS14 OPQS15 OPQS16 OPQS17 Other Executive, Professional Faculty/Staff Administrative (Support/ Clerical & Technical & Skilled Service/ OPS Pool Positions & Managerial Service) Secretarial Paraprofessional Craft Maintenance OPS Class Code Hourly Position FSOH12 FSOH13 FSOH14 FSOH15 FSOH16 FSOH17 Fixed Amount Position FSOS12 FSOS13 FSOS14 FSOS15 FSOS16 FSOS17 ** Please refer to page 3 of this Appendix for OPS class code descriptions.** B-2

27 Appendix B OPS CLASS CODES Class Title: Executive/Administrative and Managerial Class Code: 0012 Include all persons whose assignments require primary (and major) responsibility for management of the institution, or a customarily recognized department or subdivision thereof. Assignments require the performance of work directly related to management policies or general business operations of the institution, department, or subdivision, etc. Assignments in this category customarily and regularly require the incumbent to exercise discretion and independent judgment, and to direct the work of others. Persons performing these functions include: Deans, Directors, Business Managers, and other high level executives. [Use of this code for OPS appointments is expected to be very limited.] Class Title: Other Professional Class Code: 0013 Include in this category persons employed for the primary purpose of performing academic support, student service and institutional support activities and whose assignments would require either college graduation or experience of such kind and amount as to provide a comparable background. Persons performing these functions include: Accountants, Human Resource Representatives, Admissions Officers, Financial Aid Officers, Grants Specialists, Coordinators, etc.. Class Title: Clerical and Secretarial Class Code: 0014 Include all persons whose assignments typically are associated with clerical and administrative support activities or are specifically of a secretarial nature. Include personnel who are responsible for internal and external communications, recording and retrieval of data (other than computer programmers) and/or information and other paper work required in an office, such as Fiscal Assistants, Secretaries, Office Assistants, Program Assistants, Administrative Assistants, Office Managers, etc. Class Title: Technical and Paraprofessional Class Code: 0015 Include all persons whose assignments requires specialized knowledge or skills which may be acquired through experience or academic work such as is offered in many 2-year technical institutes, community colleges or through equivalent on-the-job training. Persons performing these functions include Computer Support Specialists, Child Care Group Leaders, Computer Programmer Analysts, Library Technical Assistants, Broadcast Engineer Technicians, Laboratory Managers, Licensed Practical Nurses, etc. and similar occupational-activity categories which are institutionally defined as technical assignments. Include persons who perform some of the duties of a professional or technician in a supportive role, which usually require less formal training and/or experience normally required for professional technical status. Class Title: Skilled Crafts Class Code: 0016 Include all persons whose assignments typically require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work, acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Include Maintenance Mechanics. Refrigeration Mechanics, Electricians, Carpenters, Locksmiths, Landscaping/Grounds Keeping, Sign Makers, Marine Mechanics, etc. Class Title: Services and Maintenance Class Code: 0017 Include persons whose assignments require limited degrees of previously acquired skills and knowledge, and workers who perform duties which result in or contribute to the comfort, convenience and hygiene of personnel and the student body or which contribute to the upkeep and care of buildings, facilities or the institutional property. Include Law Enforcement Sergeants, Law Enforcement Officers, Police Communication Operators, etc. B-3

28 Appendix C

29 Appendix C Field Name Account Accrue Leave Approval Category Approval Level Approval Type Contract Amount Contract Type Distribution COA Distribution Orgn Earnings Effective Date Factor FOAPAL FTE Fund EPAF DATA DICTIONARY Description Represents an individual asset, liability, revenue, and/or expense account (e.g salary and benefits). An indicator which identifies if an employee will accrue leave on a specific job. The purpose of the personnel transaction being created. The categories of EPAF actions available for use (e.g. EMPADR Rehire Adjunct). Levels of approval required to complete a transaction. The most basic type of action, such as establishing a new job assignment for an employee or terminating an existing job assignment for an employee. For fixed amount appointments, represents the total amount to be paid for the job assignment. Identifies whether the employee's job assignment is Primary, Secondary or Overload. An employee may have only one Primary active job, but may have multiple Secondary or Overload jobs. Distribution Chart of Accounts is a unique identifier of the University's Accounting Structure. FGCU has one chart of accounts - 'L' The organization code identifying the employee s check distribution department. A code that represents a type of earnings. For New Assignments: the date on which the job assignment became effective for payroll purposes. For a Change to Existing Assignments: the date on which the job assignment becomes effective for payroll purposes or the date following the Last Paid Date, whichever is later. The number of pays between the Job Begin Date and the Job End Date based on the Payroll Calendar. Each pay period has 10 work days- each work day is.1 of the pay period. Therefore if an employee job covers 84 days, the factor to be used is 8.4. A unique accounting string that defines a cost center. Fund Code; Organization Code; Account Code; Program Code; Activity Code; Location Code. Full-Time Equivalent; The percentage of full-time appointment represents a 100% appointment;.50 represents a 50% appointment; etc. For additional information, please refer to the FTE calculators provided with the payroll calendars located HR website. Represents a fiscal and accounting entity. (e.g. Education and General Appropriations or Auxiliary ) C-1

30 Appendix C Field Name Home COA Home Organization Hourly Rate Hours Per Pay/Units Per Pay ID Index Job Job Begin Date Job Change Reason Job Status Jobs Effective Date Labor Distribution Last Paid Date Organization Originator Pays Personnel Date Position Description Home Chart of Accounts which is a unique identifier of the University's Accounting Structure. FGCU has one chart of accounts - 'L' The organization code identifying the employee s home department. The employee's hourly rate of pay. Calculation of FTE * 80 hours. (e.g. if FTE is.375, multiply by 80 to determine that hours per pay is 30.) A nine digit Banner employee identification number (aka University Id number or UIN). All IDs begin with an 8. A unique identifier for a particular fund-orgn combination. (e.g. index identifies the unique fund- org and index identifies the unique fund-org ) Also referred to as an assignment or appointment. The assignment of a position and suffix to an employee ID. Employees may have more than one job assignment.. The start date of a job assignment, A code that represents the reason for a specific job assignment transaction. The current status of the job assignment. (e.g Active (A) or Terminated (T).) The date this action will affect payroll. If the action is for a future payroll, use the actual date in the future that this action will be effective. For a retroactive action, use the first date of the current payroll to be affected and refer to personnel date. The FOAPAL to which payroll expenses are to be charged. The last day of the pay period in which the employee s most recent paycheck occurred. If the employee is paid on multiple jobs, then this date is defined as the maximum last paid date for all jobs. Represents a departmental/budgetary subdivision within the University (e.g. Human Resources ) The person who initiates the Electronic Personnel Action Form (EPAF). Same as Factor. In the case of a retroactive action, this field reflects the actual date the action happened. For all other actions, this field is the same as the jobs effective date. The defined Position Code of the job assignment. The position code may be numeric, alpha or alpha/numeric. Please refer to Appendix B for a list of OPS position numbers. C-2

31 Appendix C Field Name Proxy Query Date Required Action Routing Queue Step Suffix Superuser Timesheet Orgn Title User Name Description Individuals authorized to approve an action in the absence of the approver. Proxies can only be set up and ended by the approver. The effective date of the transaction being processed. For a new job assignment, this is the actual begin date of the job. For a change to a current job assignment, this date must be after the employee's last paid date. For a onetime payment for which the work has already been completed, this is the first day of the next available pay period. Action required of the approval level in the routing queue. Defines the approval levels and associated users associated with an EPAF transaction. There is a predefined mandatory queue for each EPAF Approval Category; however, additional approvers may be added to the routing queue based on department need. Salary Step - not currently used by FGCU but required by Banner. Default value is '0'. A two digit identifier associated with the position number of an employee's unique job assignment. A person authorized to approve any transaction at any time during the EPAF approval process, bypassing the people in the approval queue who have not yet taken action on the transaction. A superuser cannot disapprove an EPAF, but can void or return the transaction for correction. Organization associated with the index code to which payroll expenses are to be charged. If an employee is paid from multiple orgs, select the employee s primary org. Employee's position classification title or working title. Banner user name. C-3

32 Appendix D

33 Appendix D Error Message All Approval Types must be committed prior to submission Appointment Percent is required. Assignment Salary must be entered. Base Job record must exist to create a new job. Begin Date and Step must be entered for a new job. Begin Date must equal the first Jobs Detail Effective Date. Cannot re-use posn/suff on non-sequential approval types w/in category. Error Messages Solution Approval Types are the sectioned data parts within the PAF and are generally separated with a title such as CREATE AN EMPLOYEE ASSIGN/JOB, CREATE DEFAULT EARNINGS, TERMINATE AN ASSIGN/JOB, and CREATE A LABOR DISTRIB RECORD. Typically the error occurs because data fields in one or more Approval Types are incomplete. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you are using a duplicate position/suffix combination. Please delete and restart the EPAF with a correct position/suffix combination after verifying prior positions and suffixes listed under All Jobs. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. D-1

34 Appendix D Error Message Eff Date must be greater than Last Paid Date of DD-MM-YYYY First Labor Dist Effective Date must Equal the Jobs Begin Date ID is not defined as an employee. Establish Employee record. Invalid value for contract amount. Value entered must be numeric. Job Detail record must exist to create a new job. Job Begin Date cannot be after Employee's Termination Date. Leave Report Method must be entered. Leave Report Pay ID Code must be entered. Solution This error indicates that you are attempting to make a change in the employee's payroll record with an effective date prior to the last work-day for which he/she has been paid. Banner will only allow changes for dates in a current or future pay period. Please delete and restart the EPAF with a correct current or future Effective Date; or make the Query and Effective Date(s) equal to a current or future date, and the Personnel Date equal to the past date representing the actual date of the change. Change the Labor Distribution Effective date to match the Job Begin date and the Job Effective Date Person is a new hire and does not have an employee record in Banner. A paper PAF must be submitted to HR and employee must attend an On-boarding session on or prior to their first day of work. DO NOT create a new person record. This error indicates an invalid character in the hourly rate or contract amount field. Please make sure there are no commas or $ in this field. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error signals that this employee has previously been terminated as an employee of the University. In order for you to grant this employee a new assignment, Payroll will have to reactivate them as an employee. Please contact Payroll and request that they amend the employee record. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. D-2

35 Appendix D Error Message New Effective Date cannot be after Employee's Termination Date. New Job Labor Distribution Date should be >= query effective date. Not a valid active position. Pay ID Code must be entered. Pay ID not found on PTRCALN for fiscal year and effective date. Position status not active; Assignment change or insertion not allowed. Rate must be entered. Standard Hours Per Day must be entered. Solution This error signals that this employee has previously been terminated as an employee of the University. In order for you to grant this employee a new assignment, HR will have to reactivate them as an employee. Please contact HR and request that they amend the employee record. The Query Date you have entered cannot follow the Effective Date you have chosen. If the Effective Date of the personnel action is prior to the Query Date that you have chosen, then you will have to delete the current EPAF and begin another, taking care to ensure that the Query Date is equal to the Effective Date of the EPAF. If the Effective Date is not prior to the Query Date, then you can simply correct the Effective Date above the Labor Distribution, save and resubmit. This error indicates that you are using a duplicate position/suffix combination. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. Please contact HR if you encounter this error. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. This error indicates that you have selected conflicting position/suffix combinations for the various required Approval Types within this transaction. Please delete and restart the EPAF ensuring that you are selecting the same position for all approval types. D-3

36 Appendix D Error Message Termination Date has to be >= Jobs End date. The future dated Job record must be deleted before ending Job. This page is not enabled for current user role(s) bwpkepaf.p_dispepafmenu Solution This error signals that a Termination Date (Job Effective Date with a Job Status of 'T') has already been specified for this assignment, and this date lies after the Termination Date that you have entered. In order to override the end date currently in the system, you will have to contact HR so that they can amend the record. This error signals that a personnel action is scheduled to take place after the termination date that you have specified. If you are sure that you have entered the correct termination date, please contact HR as they may have to manipulate the record to resolve the EPAF error. This error likely occurs due to inadequate originator or approver setup or no EPAF originator or approver security. Please contact HR if you get this error. D-4