Electronic Personnel Action Form (EPAF) Originator Reference Guide

Transcription

1 Electronic Personnel Action Form (EPAF) Originator Reference Guide 1 OSU Human Resources 6/2016

2 Table of Contents (Control + Click on Chapter for Link to Content) Introduction... 3 Logging In and Getting Started... 4 Creating Default Routing Queues... 5 New EPAF & Person Selection... 7 New EPAF Job Selection EPAF Approval Categories EPAF Originator Summary Updating/Revising an EPAF Searching for an EPAF EPAF Status Definitions EPAF Terms & Definitions EPAF Examples OSU Human Resources 6/2016

3 Introduction Banner HR, Oklahoma State University s Human Resources Information System (HRIS), allows designated end users to electronically process standard employment actions such as hiring or making personnel changes via an electronic Personnel Action Form (EPAF). The EPAF allows an originator to input all actions into an online form, which will then be sent automatically to the next designated approver in the routing queue until it is ultimately applied electronically to the appropriate Banner screen(s). The EPAF system provides an end user with the ability to check the status of EPAFs at any time, locating exactly where the EPAF is in the approval routing queue. Prior to using the EPAF system, you should become familiar with employee class codes, your department/college home organization number(s), positions number(s), timekeeping categories, as well as the funding source for the personnel actions in which you will be originating. Important Note: Oklahoma State University has chosen to use the Self Service Center as its EPAF processing forum. Since the Internet-native Banner (INB) is also available, users may receive notice upon log-in that indicates that there are transactions to be reviewed and/or approved and Do you want to go there now? - Always Click NO to this question. 3 OSU Human Resources 6/2016

4 Logging In and Getting Started To access the EPAFs, you must log in to the Self Service Banner (SSB). 1. Go to and log in with your O-Key Credentials. 2. Under the Applications Menu, click on the Self Service link. 3. The EPAF menu is found under the Employee Tab. 4. Select the Electronic Personnel Action Forms link from the menu. 5. Depending on the level of access you have, the following links may be available from the EPAF menu: 4 OSU Human Resources 6/2016

5 Creating Default Routing Queues One of the first things you will need to do before you begin any EPAF is create your default approval routing queues for each EPAF type. This default approval routing queue will determine where, to whom, and in what order the EPAF will go after it has been originated and submitted. The mandatory approval routing queue levels have been assigned with the minimum approval levels needed from an institutions-wide audit perspective. You will select the specific person at each level of the approval queue who should review, and ultimately approve the EPAF. While you cannot remove any of these mandatory approval routing queue levels, you can add additional levels if deemed necessary and/or appropriate based on your unit s organizational structure. When adding additional approval levels, you will need to determine the required action for each additional level (i.e. Approve or FYI). To create the default routing queues for each EPAF, follow the instructions below: 1. On the Self Service Banner main page, click the Employee tab Electronic Personnel Action Forms EPAF Originator Summary. 2. Click on the Default Routing Queue link near the bottom. 5 OSU Human Resources 6/2016

6 3. Using the drop down menu, select an Approval Category (type of EPAF) for which you will be setting up a default routing queue, then click Go. Please note that you can only save one default per approval category. 4. Once you have selected an Approval Category, the mandatory approval queue will be listed for that particular EPAF. For instance, similar to the example shown below: 5. Add additional approval levels in the open Not Selected fields. 6 OSU Human Resources 6/2016

7 6. For each approval level, click on the magnifying glass to select the individual user s name. A new window will pop up with the available users for each level. See example below for Payroll. 7. Select either FYI or Approve for the approval level that you have added. 8. Click Save and Add New Rows. Now every time you originate an EPAF for that Approval Category, your routing queue will be automatically populated for you. 9. Continue this process for each approval category. New EPAF & Person Selection 1. Under the EPAF menu, select New EPAF. 7 OSU Human Resources 6/2016

8 2. Enter the employee s Banner ID (A+CWID) in the ID field and press the Tab button. You may also search by the employee s name by clicking on the magnifying glass. If you are searching for an employee by name, you can use the % symbol as a wildcard in your search. For example, if you are searching for an employee named Pistol Pete and you are not sure how the employee spells his first name, you can enter Pete, Pi%, and the system will return all employees with the last name Pete and the first name beginning with a Pi. 3. Next, you will move to the Query Date field. This date will default to today s date and should be adjusted to reflect the upcoming personnel action date (the actual new hire date, change date, termination, or re-activation date). For example, if the employee s new assignment is effective August 1, 2016, the 8 OSU Human Resources 6/2016

9 query date should be 08/01/2016. When submitting a late EPAF, the Query Date must be after the previous Job End Date and the Last Paid Date. All EPAFs that impact a given pay period must be fully approved and applied by the beginning of that pay period in order to be effective in that pay period. This includes EPAFs for rate changes, FTE changes, position changes, etc. ENPs will have to be done for retroactive pay increases. The only expections are new hires, employees without a current paid assignment, or employees adding an additional position. Best practice is to have rate increases effective on the first day of a pay period only. It is important that EPAFS are processed timely. When an EPAF is late, and the employee s job is not updated on time, the employee might be underpaid or overpaid, and the department must take additional manual steps to rectify the situation. 4. Select the Approval Category (type of EPAF) for which you would like to process for this employee. Then select Go. 5. If the employee has any current job assignments, the assignments will be listed. This will help you identify if the employee has any other current assignments on campus, which will help you determine what type of EPAF should be completed. For instance, if the employee has a current assignment, the Add Job approval category would be selected rather than a New Employee approval category. Reminder: Employees cannot have both Exempt (monthly) and Nonexempt (biweekly in most cases) assignments. Contact your HR Partner if you have questions. 9 OSU Human Resources 6/2016

10 New EPAF Job Selection Once you have accomplished the New EPAF Person Selection (pg 8), you will be taken to the New EPAF Job Selection screen. Depending on the type of Approval Category you have selected, you will either enter a new position number and suffix or select the radio button next to the appropriate position number. In the example above, the Approval Category is Change Job Record Hourly CHGJBH so we would select the appropriate hourly assignment that we wish to update. EPAF Approval Categories Below are the types of EPAFs available with a brief description. ADDJH Hourly, Add Job Record ADDJBS Monthly with end date, Add Job Record Add hourly (biweekly nonexempt) job assignment for an existing employee. Add monthly (exempt or in rare cases, nonexempt) job assignment for an existing employee. Includes end date of assignment. 10 OSU Human Resources 6/2016

11 ADJBS2 Monthly no end date, Add Job Record ADJBWS Work Study, Add Job Record CHGJBH Hourly, Change Job Record CHJBS Monthly, Change Job Record CHJBWS Work Study, Change Job Record GLABR Update Labor Distribution Information NWHRH Hourly, New Employee NWHRS Monthly with end date New Employee NWHRS2 Monthly no end date New Employee NWHWS Work Study, New Employee REJBH Hourly, Reactivate Job Record REJBS Monthly with end date, Reactivate Job Record REJBS2 Monthly no end date, Reactivate Job Record TERMJB Terminate, Job Record Only TERME Terminate, Job Record and Employee Add monthly (exempt or in rare cases, nonexempt) job assignment for an existing employee. Ongoing assignment, no end date. Add work study job assignment. Change/update job record for hourly (biweekly nonexempt) assignment. Change/update job record for monthly job assignment. Change/update job record for work study job assignment. Labor Distribution Update New Hourly (biweekly nonexempt) employee job assignment. New Monthly (exempt) employee job assignment. Includes end date of assignment. New Monthly (exempt) employee job assignment. Ongoing assignment, no end date. New work study employee job assignment. Reactivate previous hourly job assignment. Reactivate previous monthly job record. Includes end date of assignment Reactivate previous monthly job record. Ongoing assignment, no end date. Terminate the job assignment only. Does not terminate the employee. Terminate the job assignment and employee. EPAF Originator Summary The EPAF process will provide you with the ability to determine where any EPAF is located in the routing process. On the Self Service Banner main page, click the Employee tab Electronic Personnel Action Forms EPAF Originator Summary. 11 OSU Human Resources 6/2016

12 The Current tab is similar to an inbox. This tab displays transactions that are currently in the originator queue awaiting action. For example, a transaction that has been saved but has not been submitted or a transaction that has been returned for corrections. Possible Transaction Statuses include: Waiting If an EPAF has been created and saved but not submitted. Returned for Correction If an EPAF contains errors or incorrect data, and an Approver has returned it for correction. To view a returned EPAF, click on the employee s name to open the EPAF. There are two options, Void or Update. Click Void to void the EPAF. This will permanently inactivate the EPAF. Click Update to make changes/corrections to the EPAF, then you may resubmit. The History tab displays transactions the originator has already submitted. The originator does not need to take action on these transactions. Pending The EPAF is waiting on approval Completed The EPAF has gone through Approvers and has been applied. Returned The EPAF has been sent back to the originator for corrections. Voided The EPAF has been voided but its history remains available. Updating/Revising an EPAF In the event an EPAF needs to be updated for correction, originators can do so by clicking on the employee s name or transaction number in the Current tab of the EPAF Originator Summary page. Click on Update 12 OSU Human Resources 6/2016

13 This will open the EPAF and you will not be able to make changes to the EPAF. You must Save and Submit the EPAF again to send through the approval queue. Submitted EPAFS can be viewed by selecting the History tab of the EPAF Originator Summary page. To revise a submitted EPAF, click on the EPAF. If the EPAF has not yet been approved, the originator may select Return for Correction, then click Update. Once the update is saved, the EPAF must be submitted again. Searching for an EPAF 1. From the Approver Summary screen, click on the Search link. 13 OSU Human Resources 6/2016

14 2. Every saved and submitted EPAF can be found in the search by entering the appropriate criteria. Enter the name, Banner ID or transaction number. Click Go. EPAF Status Definitions The Transaction Status is displayed on the Originator Summary and also at the top of each EPAF transaction. The Transaction Status refers to the status of the EPAF transaction itself. Transaction Statuses Waiting Pending Definition Transaction has been initiated, but not submitted. Transaction has been submitted by the initiator and is pending review by an approver. 14 OSU Human Resources 6/2016

15 Approved Complete Void Disapproved Partially Completed Return for Correction Cancelled Transaction has been approved by an approver(s). Transaction has been submitted and approved by all approvers in the routing queue, and applied. Transaction has been voided. The EPAF has been disapproved by an Approver. Transaction required some fields to be fixed only part of the transaction can be applied. The EPAF was returned to the originator for correction. Transaction has been cancelled. The Queue Status is displayed in the routing queue of the EPAF transaction and refers to the status of the EPAF transaction with regards to a specific approver in the approval queue. Queue Statuses Pending FYI Approved In the queue Void More Information Acknowledge Return for Correction Overridden Removed from queue Applied Definition Transaction is pending in the approvers queue A person in the approval queue who receives the EPAF action for informational purposes only. The transaction has been approved by the current approver Transaction is back in the routing queue waiting for the next approval level. Transaction was voided An approver has requested additional information before the EPAF can proceed. An FYI approver has received the EPAF and acknowledged receipt. The EPAF was returned to the originator for correction. A superuser has overridden one or more approval level. The transaction was removed from the approval queue (superuser) All approvals in the routing queue are complete and the changes have been applied to the Banner system. EPAF Terms & Definitions AnnSalry/Contract Amt Appliers Approval Category The employee s actual annual salary. For example, if a faculty member works the spring semester (5 pays, January May) only and will receive $4,000 per month, the annual salary will be $20,000. The department/individual that will apply the EPAF transaction to Banner. The Approval Category is the type of EPAF to use for the action. 15 OSU Human Resources 6/2016

16 Approver Approval Level Contract Type Factor FTE FYI Hours per day Hours per pay Job Change Reason Job Begin Date Jobs Effective Date Last Paid Date The person listed in the EPAF routing queue to take action. Represents the hierarchy structure of the organization starting from the lowest level that needs to approve an EPAF. Indicates the type of assignment. Each employee can only have one primary job. Any jobs in addition to the primary job must have a secondary contract type. All other supplemental assignments should be selected as overload. The number of pay periods between the beginning and end of the assignment are based on the payroll calendar. For example, if the monthly employee s assignment is for the spring semester, the factor will be 5 months (January May) Describes the Full-Time Equivalent and the percentage of a fulltime appointment. An example would be a 100% appointment represents an FTE of 1.0, or a 50% appointment represents an FTE of.50. Do not use percent signs when completing EPAFs. Use the number with decimals. All FTE must be 1 or less. Designee at level who reviews actions, but does not take action or approve. The number of hours per day the employee will work. This should be reflective of the FTE. For example, 1.0 = 8 hour per day, 0.75 FTE = 6 hours per day, 0.50 FTE = 4 hours per day, 0.25 FTE = 2 hours per day. The total number of hours per pay for each job worked. Examples of the most commonly used Hours per Pay used for monthly and bi-weekly are: Monthly paid positions: 1.0 FTE = monthly hours per pay 0.75 FTE = monthly hours per pay 0.50 FTE = monthly hours per pay 0.25 FTE = monthly hours per pay Biweekly paid positions: 1.0 FTE = 80 hours per pay 0.75 FTE = 60 hours per pay 0.50 FTE = 40 hours per pay 0.25 FTE = 20 hours per pay Indicates the reason for the job change or action. The date the job assignment begins unless the employee has previously occupied his position. The date this action will affect payroll. If the action is for a future payroll, use the actual date in the future on which this action will be effective. For all job creation actions, this date should be the employee s first day of work. Retroactive actions must be handled on an ENP. Indicates the employee s last paid date. The effective date cannot be earlier than the last paid date. 16 OSU Human Resources 6/2016

17 Originator Pays Personnel Date Proxy Query Date Suffix Term Jobs Effective Date Term Personnel Date Timesheet Orgn Creates the EPAF and submits to approver. The number of paychecks the employee will receive. A monthly paid employee that works the spring semester and will have a factor of 5 months will receive 5 monthly payments. Ongoing monthly employees will have 12 pays. Hourly employees will have 26 pays. This date does not affect pay but serves as an information field for historical, audit or reporting purposes. It is in the job information section of EPAFS and the End Job Assignment section. It should be completed in both sections to indicate when the work actually begins and ends or the actual update/change effective date. Designee who acts on behalf of the approver or applier. The date you want to query the database. This date defaults to today s date. This date can be changed to the past or future so you can see information that is active as of the personnel date (date that the action is effective). When the EPAF is late, and the employee s job is not updated on time, the employee might be underpaid or overpaid, and the department must take additional manual steps to rectify the situation. The position suffix should be 00 in most cases. Unless the employee has multiple assignments under one position number, then the suffix will be 01, 02 and so forth. This two character identifier can either be alpha and/or numeric. These assignments are primarily used for employees that are paid multiple pay rates under one assignment (Rancher s club wait staff, Tutors, etc). Date the job assignment actually ends. Actual date the employee leaves the assignment. The specific department timesheet organizational number. EPAF Examples Hourly Add Job Record (ADDJBD) select this category to add a new hourly job record Select New EPAF. Select the employee in the New EPAF Person Selection using the Banner ID in the ID field. If you do not know the Banner ID, then initiate a search using the magnifying glass. 17 OSU Human Resources 6/2016

18 In this example, the employee s assignment begins on 5/30/16 so that date is used as the query date. There is one active assignment for this employee. (If there were no active assignments for this employee, then a New Hire EPAF would need to be processed). Click Go to continue to the New EPAF Job Selection page. Enter the position number for the new job in the Position field. Enter the suffix as 00 (unless this is an additional job assignment under the position number. If so, you may use 01, 02, 03 and so on.) Select Go. Complete the fields appropriately based on the job assignment and the EPAF terms and definitions found on pages of this document. Edit the funding information if necessary. Funding must equal 100%. Select the User Name for each approval level via the magnifying glass. Add additional levels by clicking on the dropdown arrow in an open row if necessary and/or required based on your 18 OSU Human Resources 6/2016

19 college/division organizational structure. Remember approvals should be kept at the minimum number necessary to conduct business. The more approvals you require, the less efficient it become. Add comments so people down the approval line will understand your intentions! Please remember that comments made on an EPAF will become part of the permanent on-line record, and should be kept professional. Please add a phone number in case there are questions. Click Save. An Errors and Warning Message may appear at the top of the screen. Errors must be corrected. Warning messages will not prevent a transaction from being submitted but should be reviewed for possible corrections. Once you Submit your EPAF, you will receive a message that the Transaction has been successfully submitted. Monthly no end date New Employee (NWHRS2) select this category to hire a new monthly employee. The assignment will have no end date. Select New EPAF. Select the employee in the New EPAF Person Selection using the Banner ID in the ID field. If you do not know the Banner ID, then initiate a search using the magnifying glass. 19 OSU Human Resources 6/2016

20 In this example, the employee s assignment begins on 06/13/2016 so that date is used as the query date. Once the Approval Category is selected, the message confirms that there are no active jobs based on the Query Date, which is correct because this is a New Hire. Click Go to continue to the New EPAF Job Selection page. Enter the position number for the new job in the Position field. Enter the suffix as 00. Select Go. Create/Change PEAEMPL Record Enter the appropriate information in each section. Fields that are not required do not have to be entered. These fields will default on the PEAEMPL record based on the Employee Class Code. 20 OSU Human Resources 6/2016

21 Edit the funding information if necessary. Funding must equal 100%. Select the User Name for each approval level via the magnifying glass. Add additional levels by clicking on the dropdown arrow in an open row if necessary and/or required based on your college/division organizational structure. Add comments so people down the approval line will understand your intentions! Please remember that comments made on an EPAF will become part of the permanent on-line record, and should be kept professional. Please add a phone number in case there are questions. Click Save. An Errors and Warning Message may appear at the top of the screen. Errors must be corrected. Warning messages will not prevent a transaction from being submitted but should be reviewed for possible corrections. Once you Submit your EPAF, you will receive a message that the Transaction has been successfully submitted. Monthly Change Job Record (CHJBS) select this category to make updates/changes to a monthly assignment. Select New EPAF. Select the employee in the New EPAF Person Selection using the Banner ID in the ID field. If you do not know the Banner ID, then initiate a search using the magnifying glass. 21 OSU Human Resources 6/2016

22 In this example, the employee will receive an increase effective 6/01/2016 so that date is used as the query date. Once the Approval Category is selected, the current positon(s) will display based on the Query Date. Select the positon for which the increase will apply. Click Go to continue to the New EPAF Job Selection page. Enter the jobs effective date, which is the date that the change will affect payroll. This date must be greater than the Last Paid Date. Enter the Personnel Date, which is the date of the pay change or when it should have taken effect. Enter the contract type, or assignment type, which is primary in the example. Select the appropriate job change reason. Other non-required fields do not have to be entered. These fields will default to what is currently in the PEAEMPL record. In this example, the change was a pay increase, so the new Annual Salary was entered. Edit the funding information if necessary. Funding must equal 100%. 22 OSU Human Resources 6/2016

23 Select the User Name for each approval level via the magnifying glass. Add additional levels by clicking on the dropdown arrow in an open row if necessary and/or required based on your college/division organizational structure. Add comments so people down the approval line will understand your intentions! Please remember that comments made on an EPAF will become part of the permanent on-line record, and should be kept professional. Please add a phone number in case there are questions. Click Save. Any Errors and Warnings Message may appear at the top of the screen. Errors must be corrected. Warning messages will not prevent a transaction from being submitted but should be reviewed for possible corrections. Once you Submit your EPAF, you will receive a message that the Transaction has been successfully submitted. 23 OSU Human Resources 6/2016

24 Update Labor Distribution (GLABR) select this category to update the position s labor distribution. Select New EPAF. Select the employee in the New EPAF Person Selection using the Banner ID in the ID field. If you do not know the Banner ID, then initiate a search using the magnifying glass. In this example, the employee s position funding will change 08/01/2016 so that date is used as the query date. Once the Approval Category is selected, the current positon(s) will display based on the Query Date. Select the positon for which the labor distribution change will apply. Click Go to continue to the New EPAF Job Selection page. Edit the funding information. Chart of accounts will always be X for the OSU System. Total funding must equal 100. Select the User Name for each approval level via the magnifying glass. Add additional levels by clicking on the dropdown arrow in an open row if necessary and/or required based on your college/division organizational structure. 24 OSU Human Resources 6/2016

25 Add comments so people down the approval line will understand your intentions! Please remember that comments made on an EPAF will become part of the permanent on-line record, and should be kept professional. Please add a phone number in case there are questions. Click Save. An Errors and Warning Message may appear at the top of the screen. Errors must be corrected. Warning messages will not prevent a transaction from being submitted but should be reviewed for possible corrections. Once you Submit your EPAF, you will receive a message that the Transaction has been successfully submitted. 25 OSU Human Resources 6/2016