Alabama A&M University Electronic Personnel Action Form (EPAF) Instruction Guide June 24, 2011.

Alabama A&M University Electronic Personnel Action Form (EPAF) Instruction Guide
June 24, 2011

Table of Contents EPAF Introduction
How To Submit an EPAF... Originators How To Approve an EPAF... Approvers Originator Summary Appendix

I. EPAF Introduction

I. EPAF Introduction EPAF Defined Benefits of EPAF EPAF Access

I. EPAF Introduction – (A) EPAF Defined
An Electronic Personnel Action Form, called EPAF, is an online form originated by the department to communicate an employment decision about an employee to the Human Resources & Payroll. All employment decisions require the attention of Human Resources, and require the employees’ Banner file to be updated. So, the department is required to fill out a form that specifies the nature and details of the employment decision. Common examples of employment decisions requiring an EPAF include: Transfer an employee from one department to another Give an employee a pay or merit increase Change the labor distribution (budget) of the employee’s job Add an assignment to the employee’s job records There are many more “Job Change Reasons”. Refer to a complete list in the Appendix of this guide. I. EPAF Introduction – (A) EPAF Defined

I. EPAF Introduction – (A) EPAF Defined (cont.)
Each job change must be approved on multiple levels. Most EPAFs require department and division approval. Finally, the EPAF is approved by the Payroll Department, and the EPAF is applied to the employee’s job record. If there are any problems with the EPAF, a designated “Approver” can select “Return for Correction” and require the “Originator” to correct or recreate the EPAF. The EPAF must be completed, approved, and applied in a timely manner so the employees’ job record can be updated. Timely completion of an EPAF is essential to help the Payroll Department pay an employee accurately and on time. EPAFs must have obtained all required approvals and be in HR’s approval queue by the 21st of each month. I. EPAF Introduction – (A) EPAF Defined (cont.)

I. EPAF Introduction – (B) Benefits of EPAF
Paper PAF Process Misplaced Forms Confirmation of Receipt Stamps Extended Transit Times Delays in Processing & Payment Confusion of Responsibilities Lack of Accountability Multiple Phone Calls & Inquiries Client Frustrations Archaic Paper Processes Multiple Superfluous Approvals Inefficient Tracking System Leads To EPAF Process Electronic Processes User Defined Approvals Simplified Tracking System Elimination of Paper Process Reduction in Processing Reduction Payment Delays “Atmosphere of Accountability” Leads To I. EPAF Introduction – (B) Benefits of EPAF

Benefits of EPAF (cont.)
The EPAF system will have significant impact on how we do business at the Alabama A&M University. Critical benefits provided to AAMU employees: 12,000 transaction/year will be automated 2,000 paper forms/year will be eliminated Electronic approval routing Electronic tracking No lost PAF forms Reduced processing time from 3-4 weeks to approx 24 hours No redundant data entry Reduced data entry error I. EPAF Introduction – (B) Benefits of EPAF (cont.)

EPAF Pay Period Schedule
EPAF’s are due in HR approximately a week before the end of a pay period. Please remember it may take a few days to gather all required approvals so it is imperative that EPAFs are submitted as early as possible to avoid delays in payments. The 2011 submission schedule can be found below: Pay Period Deadline EPAF must be approved in Banner by HR Pay Date 7/1/ /31/2011 7/21/2011 7/29/2011 8/1/ /31/2011 8/19/2011 8/31/2011 7/1/ /31/2012 9/21/2011 9/30/2011 8/1/ /31/2012 10/21/2011 10/31/2011 7/1/ /31/2013 11/21/2011 11/30/2011 8/1/ /31/2013 12/21/2011 12/30/2011 I. EPAF Introduction – (D) EPAF Pay Period Schedule

II. How To Submit an EPAF... Originators

II. How To Submit an EPAF... Originators
Steps to Create New EPAF Select Employee for New EPAF Select Job Assignment Complete Main Job & Budget Information Complete Approval Routing Queue Enter Comments Save & Submit EPAF Errors II. How To Submit an EPAF... Originators

Select Employee for New EPAF
1. Log into Banner Self-Service 3. Click “Electronic Personnel Action Form” 2. Select the Employee Tab 4. Click “New EPAF” II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Select Employee for New EPAF
5. In the ‘ID’ field, enter the A-Number of the University Employee for whom the EPAF is being created. ….Or if the Employee’s A-Number is not known, then search the employee database by clicking on the magnifying glass icon… …check the “Employee” box, and enter identifying information about the person. If the person is set up as an employee, the search will return results. If the person is not defined as an employee, contact HR. Employees are prohibited from entering PAFs for themselves. Serious disciplinary action can occur. II. How To Submit an EPAF... Originators: (B) Select Employee for New EPAF

II. How To Submit an EPAF... Originators: (A)Creating New EPAF
Setting Query Date 6. Next, input the “Query Date”. Determine the Query Date by following guidelines: If this EPAF terminates an assignment, use the last day of the employee’s final pay period. -OR- If this EPAF creates a new assignment for a new-hire or re-hire, use the start date of employment. For all other EPAFs, use the first day of the pay period. If this EPAF is entered AFTER the intended pay period, you MUST: Enter the first day of the new pay period In the “comments” section of the EPAF (last step), make note of the oversight and enter the intended start date. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Determining EPAF Approval Category (Type)
There are several general types of EPAFs. The body of the EPAF populates based upon the selected “Approval Category”. The “Approval Category” also determines which levels are required for EPAF approval. Select the “Approval Category” that most appropriately fits the type of EPAF that is being created. The chart on the following slides will assist with determining the appropriate “Approval Category”. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Determining EPAF Approval Category (Type) (cont.)
Approval Category (Drop Down Menu Options) I Want To…. Use this if… Faculty/Staff Graduate Assistant 3rd Party Change an Employee’s Budget Account Information Change Account/Budget information from which an Employee receives payment. Faculty/Staff Budget Account Change - FSBAC Graduate Assistant Budget Account Change - GABAC 3rd Party Budget Account Change - 3RDBAC Add/Update Overload Pay, Supplemental Pay, or Summer Grant An Employee needs to receive a pay as a result of an Overload/Supplemental Pay assignment or Summer Grant Assignment Faculty/Staff Overload/Supplement Pay - FSOVSP N/A 3rd Party Overload/Supplement Pay - 3RDOSP Rehire an Employee Rehire an Employee who has been previously separated from the University . Faculty/Staff Rehire - FSRHR Graduate Assistant Rehire - GARHR 3rd Party Rehire - 3RDRHR Separate an Employee from the University An Employee resigns, retires, dies, or is terminated. Faculty/Staff Separation - FSSEP Graduate Assistant Separation - GASEP 3rd Party Full Separation - 3RDSEP End an Assignment (but not a full Employee Separation) End an individual assignment such as a part-time position, overload/supplemental pay, summer grant but NOT a full Employee Separation of the University Fac/Stf Assignment Separation - FSSASP N/A - (All GA Assignments should have an 'END DATE' accompanying their 'BEGIN DATE') 3rd Party Assignment Separation - 3rdASP II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Determining EPAF Approval Category (Type) (cont.)
Approval Category (Drop Down Menu Options) I Want To…. Use this if… Faculty/Staff Graduate Assistant 3rd Party Initiate a Leave of Absence (LOA) An employee starts a Leave of Absence (LOA). LOA statuses includes but are NOT limited to: - Sick/Disability Leave - Maternity Leave - Military Leave - Disciplinary - Sabbatical Faculty/Staff Begin LOA - FSLBG N/A 3rd Party Begin LOA - 3RDLBG End a Leave of Absence (LOA) An Employee returns from Leave of Absence (LOA) Faculty/Staff Return from LOA - FSLRT 3rd Party Return from LOA - 3RDLRT Process a Promotion, Demotion, Job Reclassification, or Department Transfer An Employee receives a Promotion or Demotion. Also, use this if an Employee is Reclassified, if their Assignment Changes, or if they are Transferred to a different Department. Faculty/Staff Reclassification - FSREC Graduate Assistant Reclassification - GAREC 3rd Party Reclassification - 3RDREC Update/Change an Employee's Title (but NOT budget account) An Employee needs their Title changed or updated but there are no salary or budget changes. Faculty/Staff Title/Rank Change - FSTRC 3rd Party Title/Rank Change - 3RDTRC II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Determining EPAF Approval Category (Type)
7. Select Appropriate Approval Category 6. Click “Go” II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Select Job Assignment 7. Select either “New Job” or the “Existing” Position. New Job - Select this option if the EPAF is for a new role or a rehire. Position Number - Input the correct position number for the type of job assigned to the employee. The simplest way to accomplish this is to copy the employee’s previously assigned position number. Suffix - The suffix differentiates one job from another within the same position number of job type. When assigning a suffix for a new job use a suffix, 00 through 99, that is not assigned to an existing job. To ensure this, review Existing Jobs. The best way to handle this is to add 1 to the current suffix. For instance if the current suffix is 00 then assign the new suffix to be 01. Existing Job - Select this option if the EPAF modifies or continues an existing job. 8. Click “Go” II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Complete Main Job & Budget Information
The “Main Job” section contains core information about the employee’s position. The “Budget” (aka “Labor Distribution”) section contains information about the employee’s payment budget. Main Job Budget TIP: For an explanation of descriptions & valid values for each field used to complete the “Main Job” & “Budget” sections, please find the view the “Approval Category Definitions” in the Appendix. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Complete Approval Routing Queue
The Approval Routing Queue determines the individuals who need to approve the EPAF. Each Approval Level populates within the EPAF based upon the Approval Category selected in Step 1. However, the EPAF originator must select the individual User Name for each level. There are three possible Required Actions: Approve - The individual is required to “approve” the EPAF. The EPAF can not be approved at a higher level until is it is approved at lower levels. FYI – This individual is used only to serve as an “FYI” or “acknowledge” the EPAF. Unlike the required action to “approve,” no action is required of someone who is set to “FYI”. Apply - Only an individual in Human Resources can “apply” an EPAF. This is the action that occurs when an EPAF is converted into a jobs record in the payroll system. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Complete Approval Routing Queue
10. Select the appropriate “User Name” for each “Approval Level”. Using the magnifying glass search icon, select the most appropriate “Approver” from the available “User Names”. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Enter Comments If a user has any additional comments, the “Comment” field allows the EPAF Originator to input any text to add information. Note: Comments can be entered by anyone in the approval chain. Employee is replacing Bob Marley as the Program Manager in the Horticulture Department. IMPORTANT: Once comments are “saved,” they can not be changed. Be careful with articulating comments. An EPAF user can make multiple comments to the EPAF, and comments can be attached to the EPAF at any approval level. Comments are REQUIRED in the following situations: SITUATION FORMAT OF COMMENTS (VERBATIM) WHO ENTERS Rehires or new hires who are being submitted after pay period cut-off date. Departmental Oversight: Intended Start Date <mm/dd//yyyy> EPAF Originator Salary Supplement / Extraordinary / Overload Pay Situations Purpose, Duration, and Amount of Pay for the entire Duration FOAP (Fund-Org-Account-Program) Information with Percentage F-O-A-P XX% (Ex: %) Full Employee Separations from the University prior to 1993 Employee needs to be paid out <###> hours for Accrued Sick Leave Hours ending 10/31/1993 Human Resources Approver II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Save & Submit 12. After all levels of the EPAF have been completed, click the “Save” button at the bottom of the page. II. How To Submit an EPAF... Originators: (A)Creating New EPAF

Save & Submit 13. If the EPAF was completed correctly and no errors were generated, at the top of the page, click the “Submit” button, and you’re done! II. How To Submit an EPAF... Originators: (A)Creating New EPAF

II. How To Submit an EPAF... Originators: (B) EPAF Errors
If there are any data validity issues within the EPAF, Banner will display two types of messages: ERROR: These messages will not allow the EPAF to progress to the approval levels. Errors must be corrected. Read the details provided, and correct the errors as indicated. Detailed information regarding how to handle these can be found in the Appendix: “EPAF Errors – Message Troubleshooting”. WARNING: These messages simply deliver information, and still allow the EPAF to progress successfully. Usually, warning messages indicate a potential budget issues associated with the job. Error Notification Error Message II. How To Submit an EPAF... Originators: (B) EPAF Errors

III. How To Approve an EPAF... Approvers

III. How To Approve an EPAF... Approvers
Approver Overview Setting Up A Proxy Approver Approving, Acknowledging, or Returning EPAFs Acting As A Proxy III. How To Approve an EPAF... Approvers

III. How To Approve an EPAF... Approvers: A) Approver Overview
Overview: The EPAF Approver Summary contains EPAFs that have the Approver’s name listed in the Approval Queue Approving an EPAF involves reviewing the transaction “package” to ensure that the data entry is complete and accurate and that all required documentation is accounted for. Each level of approval has specific information that they need to verify before passing onto the next level or reject to send back to the EPAF originator. It is IMPERATIVE that EPAFs are approved in a timely manner to eliminate any payroll issues. III. How To Approve an EPAF... Approvers: A) Approver Overview

Setting Up A Proxy Approver
Everyone who approves EPAFs is required to designate and setup a Proxy. Proxy – Another employee who can approve all EPAFs routed to you in your absence. In some cases, the Proxy will only approve in your absence. In other cases, your Proxy may approve for you on a regular basis. This is up to the individual Approver. To Set-Up a Proxy: 1. Click “Electronic Personnel Action Form” 2. Click “EPAF Proxy Records” III. How To Approve an EPAF... Approvers: B) Setting Up A Proxy Approver

Setting Up A Proxy Approver
IMPORTANT: When designating a Proxy Approver, be advised that the proxy must have security access at the designated approval level. A completed EPAF Security Application form must have been submitted and approved. 3. Select the “Approval Level” for which you wish to designate a Proxy Approver from the drop down menu. Click “Go”. 4. From the “Name” drop down menu, select the individual to designate as the Proxy Approver, check the box for “Add”, then click “Save”. To remove a Proxy Approver from your Proxy Record, check “Remove” next to the individual’s name, then click “Save”. III. How To Approve an EPAF... Approvers: B) Setting Up A Proxy Approver

Approving, Acknowledging, or Returning EPAFs
1. Log into Banner Self-Service 3. Click “Electronic Personnel Action Form” 2. Select the Employee Tab 4. Click “EPAF Approver Summary” III. How To Approve an EPAF... Approvers: C) Approving, Acknowledging, or Returning EPAFs

Within the “EPAF Approval Summary”, there are three tabs: “Current”, “In My Queue”, & “History”. I. Current Tab – Similar to an “inbox”, EPAFs that require the Approver’s attention appear here. An EPAF can be approved by two ways: 1. Check the “Action” box next to each EPAF to be approved. Then, click “Save”. OR 2. Click on the employee’s name. Review the EPAF. The Approver has two options: Approve - Click “Approve” to approve the EPAF and allow it to progress to the next approval level in the routing queue. Disapprove – Click this if the EPAF is to disapproved without any hope of resurrection. Return for Correction - Click this button to return the EPAF to the Originator for correction. IMPORTANT: Approvers who “Return” or “Disapprove” EPAFs should add comments to the EPAF indicating the reason for return or the disapproval. III. How To Approve an EPAF... Approvers: C) Approving, Acknowledging, or Returning EPAFs

If the Required Action of an EPAF is Acknowledge or FYI, the Approver only has one option. However, the Approver can add a comment to the EPAF. II. In My Queue Tab – This tab shows EPAFs that are pending in the queue of the Approver. However, these EPAFs may not have been approved yet at a lower level. Or the EPAFs may be ‘voided’. III. History Tab- The History tab shows EPAFs that have been approved or acknowledged by the Approver. TIP: Click on “Search” to find EPAFs by A-Number, Employee Name, EPAF Transaction Number, and more. The search function will search the Current, In My Queue, and History tabs. III. How To Approve an EPAF... Approvers: C) Approving, Acknowledging, or Returning EPAFs

III. How To Approve an EPAF... Approvers: D) Acting As A Proxy
There will be times when you may have to act as an approver for someone else, also known as “acting as a proxy”. At these times you will log into Banner and approve/reject as necessary. After logging into “Electronic Personnel Action Form” under the “Employee” tab, select “Act as a Proxy”. In the drop down menu, select the individual you wish to “Proxy For”. III. How To Approve an EPAF... Approvers: D) Acting As A Proxy

III. How To Approve an EPAF... Approvers: D) Acting As A Proxy
Enter the desired date range or if you leave the “Submitted From Date” and “Submitted To Date” dates blank, you will see all EPAF submissions that require this individual’s approval. Click Go. You will have access to approve, acknowledge, or return EPAFs at the approval level for which you have been designated by the EPAF Approver. See the earlier training section for “Approving EPAFs” for instructions on approving, acknowledging, and returning EPAFs. IMPORTANT: To perform the proxy function: 1. You must have security access at the levels for which you will approve EPAFs. So, you must have an EPAF Access Form on file with Human Resources. 2. You must be a designated proxy by the original approver. See the earlier section entitled “Designate a Proxy Approver.” III. How To Approve an EPAF... Approvers: D) Acting As A Proxy

IV. EPAF Originator Summary

IV. EPAF Originator Summary
Overview Logging In Current Tab History Tab IV. EPAF Originator Summary

IV. Originator Summary: A) Overview
The EPAF Originator Summary lists EPAFs that the Originator has “Created”, “Voided”, “Saved”, or “Submitted”. It also contains EPAFs that have been “Returned for Correction” and require the Originator’s attention. IV. Originator Summary: A) Overview

IV. Originator Summary: A) Logging In
1. Log into Banner Self-Service 3. Click “Electronic Personnel Action Form” 2. Select the Employee Tab 4. Click “EPAF Originator Summary” Within the EPAF Originator Summary, there are two tabs: “Current” and “History”. IV. Originator Summary: A) Logging In

IV. Originator Summary: B) Current Tab
The Current tab is similar to an “inbox” for the EPAF Originator Summary. Transaction Status: Waiting - If an EPAF has been created and saved (but not submitted), it remains with the Waiting status and can be found in the EPAF Originator Summary. Returned for Correction - If an EPAF contains an error or incorrect data, instead of approving it, an Approver will return it for correction. To “View” a returned EPAF, click on the employee’s name: Approver will note the reason for the return under the Comments of the EPAF. The EPAF Originator has two options: Void or Update. Click Void to void the EPAF. This will permanently inactivate the EPAF. Click Update to make any changes to the EPAF. TIP: Only the Originator can make changes to the EPAF. If the Originator makes changes, he or she must save and submit the EPAF to send it through the Approval Queue. The EPAF must be re-approved on all levels. IV. Originator Summary: B) Current Tab

IV. Originator Summary: C) History Tab
All EPAFs created by the Originator are stored in the History tab. To check the status of an EPAF, in the EPAF Originator Summary, click the History tab, and notice the Transaction Status of the EPAF. Transaction Status: Pending - The EPAF is pending approval. Complete - The EPAF has been completed and applied to the employee’s personnel record. Returned- The EPAF has been returned for correction. Voided - The EPAF has been voided but its history remains available. Overridden - The EPAF has been overridden and approved by a Super User in Human Resources. Removed from Queue - The EPAF has been returned to the Originator for correction thus is removed from the Approval Queue. IMPORTANT: The Originator can only modify an EPAF if it has not been viewed or approved at a higher level in the approval queue. Click on the EPAF, and if the option Return for Correction exists, then the Originator may return it to him or herself, make a change, then resubmit. IV. Originator Summary: C) History Tab

Appendix

Approval Categories – Cheat Sheets
Appendix - A Approval Categories – Cheat Sheets

Approval Categories – Budget Account Change
I Want To: Change an Employee’s Budget Account Information Description: Change Account/Budget information from which an Employee receives payment. Banner Forms: Faculty/Staff: Faculty/Staff Budget Account Change - FSBAC Graduate Assistant: Graduate Assistant Budget Account Change - GABAC 3rd Party: 3rd Party Budget Account Change - 3RDBAC Field Definition Valid Values Editable? Employee Salary Amount Update Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Salary Grade Appropriate Grade For the Assignment UN - Undefined Defined for Overloads, Supplement Pays, Summer Grants, PT Assignments, Graduate Assistants, & Faculty All others should see chart “Staff Salary Schedule” on the HR Website Step Appropriate Step for the Assignment 0 - Unused by the University at this time No Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year that they work. <Correct Number of pay periods between 1 month & 12 months> Pays See Above (For Deferments, consult HR) Must Match Factor (above) Annual Salary Total Amount Earned Over a Given Period <Appropriate Dollar Value> Labor Distribution Add/Update Effective Date COA Code Chart of Account Code N - Only option for Alabama A&M Fund Code Fund Code Responsible for Position Compensation <Budget Fund Code> Organization Code Org. Code Responsible for Position Compensation <Budget Organization Code> Account Code Account Code Responsible for Position Compensation <Budget Account Code> Program Code Program Code Responsible for Position Compensation <Budget Program Code> Percent Percentage of Salary That Will Be Paid From This Budget Information; Total of multiple percentages must sum to 100% <Less than or equal to 100%> Appendix. Approval Categories - Cheat Sheets

Approval Categories – Overload Pay, Supplement Pay, Summer Grants
I Want To: Add/Update Overload Pay, Supplemental Pay, or Summer Grant Description: An Employee needs to receive a pay as a result of an Overload/Supplemental Pay assignment or Summer Grant Assignment Banner Forms: Faculty/Staff: Faculty/Staff Overload/Supplement Pay - FSOVSP Graduate Assistant: N/A 3rd Party: 3rd Party Overload/Supplement Pay - 3RDOSP FIELD DEFINITION VALID VALUES EDITABLE? Overload/Supplemental/Summer Grant Pay Job Begin Date Effective Date that New Position Assignment Begins Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Contract Type Classification of this Position Assignment S - Secondary : Any assignment other than the employees primary role O - Overload: Additional pay assignments for extra duties, taking on additional capacity, and summer grants Jobs Effective Date Effective Date of Change Title Job Title For Assignment <Title of New Assignment> Job Change Reason Detailed Reason Code for Assignment Status Change OVRLD - Overload Pay: Used when an employee takes on additional capacity SUPPPL - Supplemental Pay: Used when an employee receives a Supplemental Pay Assignment HIRE - Hire: Used for any other new job assignment Salary Grade Appropriate Grade For the Assignment UN - Undefined Defined for Overloads, Supplement Pays, Summer Grants, PT Assignments, Graduate Assistants, & Faculty All others should see chart “Staff Salary Schedule” on the HR Website No Step Appropriate Step for the Assignment 0 - Unused by the University at this time Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year that they work. <Correct Number of pay periods between 1 month & 12 months> Pays See Above (For Deferments, consult HR) Must Match Factor (above) Annual Salary Total Amount Earned Over a Given Period <Appropriate Dollar Value> Supervisor ID A-Number of Employee's Reporting Supervisor <Active A-Number of the Employee's EPAF Supervisor> Employee Position Separation Effective Date of Change (Date Assignment Ends) Job End Date Effective Date Position Assignment Ends Job Status New Status Code for Job Assignment T - Termination TERM - Termination Appendix. Approval Categories - Cheat Sheets

Approval Categories – Overload Pay, Supplement Pay, Summer Grants
(continued) Field Definition Valid Values Editable? Labor Distribution Add/Update Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes COA Code Chart of Account Code N - Only option for Alabama A&M No Fund Code Fund Code Responsible for Position Compensation <Budget Fund Code> Organization Code Org. Code Responsible for Position Compensation <Budget Organization Code> Account Code Account Code Responsible for Position Compensation <Budget Account Code> Program Code Program Code Responsible for Position Compensation <Budget Program Code> Percent Percentage of Salary That Will Be Paid From This Budget Information; Total of multiple percentages must sum to 100% <Less than or equal to 100%> Appendix. Approval Categories - Cheat Sheets

Approval Categories – Rehire Faculty/Staff or 3rd Party Employee
I Want To: Rehire an Employee (Non Graduate Assistant) Description: Rehire an Employee who has been previously separated from the University . Banner Forms: Faculty/Staff: Faculty/Staff Rehire - FSRHR Graduate Assistant: Graduate Assistant Rehire - GARHR 3rd Party: 3rd Party Rehire - 3RDRHR FIELD DEFINITION VALID VALUES EDITABLE? Employee Hire Employee Status New Status Code for Employee A - Active No Employee Class Code Classification of Employee See "Employee Class Code" Table Yes Home COAS Home Chart of Accounts N Home Organization Org. Code Responsible for Position Compensation <Budget Organization Code> Distribution COA Check Distribution Chart of Accounts Distribution Organization <Budget Organization Code, usually matches Home Organization> Job Begin Date Effective Date that New Position Assignment Begins Future date in DD/MM/YYYY (i.e. 01/25/2030) format Contract Type Classification of this Position Assignment P - Primary: The Employee's Primary Role S - Secondary : Any assignment other than the employees primary role O - Overload: Additional pay assignments for extra duties, taking on additional capacity, and summer grants Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Title Job Title For Assignment <Title of New Assignment> Job Change Reason Detailed Reason Code for Assignment Status Change OVRLD - Overload Pay: Used when an employee takes on additional capacity SUPPL - Supplemental Pay: Used when an employee receives a Supplemental Pay Assignment HIRE - Hire: Used for any other new job assignment Salary Grade Appropriate Grade For the Assignment UN - Undefined Defined for Overload, Supplements, PT Assignments, & Summer Grants, 3rd Party Employees Step Appropriate Step for the Assignment 0 - Unused by the University at this time Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year . <Correct Number of pay periods between 1 month & 12 months> Pays See Above (For Deferments, consult HR) Must Match Factors Annual Salary Total Amount Earned Over a Given Period <Appropriate Dollar Value> Supervisor ID A-Number of Employee's Reporting Supervisor <Active A-Number of the Employee's EPAF Supervisor> Appendix. Approval Categories - Cheat Sheets

Approval Categories – Rehire Faculty/Staff or 3rd Party Employee
(continued) Field Definition Valid Values Editable? Labor Distribution Add/Update Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes COA Code Chart of Account Code N - Only option for Alabama A&M Fund Code Fund Code Responsible for Position Compensation <Budget Fund Code> Organization Code Org. Code Responsible for Position Compensation <Budget Organization Code> Account Code Account Code Responsible for Position Compensation <Budget Account Code> Program Code Program Code Responsible for Position Compensation <Budget Program Code> Percent Percentage of Salary That Will Be Paid From This Budget Information; Total of multiple percentages must sum to 100% <Less than or equal to 100%> Appendix. Approval Categories - Cheat Sheets

Approval Categories – Rehire Graduate Assistant
I Want To: Rehire an Employee (Graduate Assistant) Description: Rehire an Employee who has been previously separated from the University . Banner Forms: Faculty/Staff: Faculty/Staff Rehire - FSRHR Graduate Assistant: Graduate Assistant Rehire - GARHR 3rd Party: 3rd Party Rehire - 3RDRHR FIELD DEFINITION VALID VALUES EDITABLE? Employee Hire Employee Status New Status Code for Employee A - Active No Employee Class Code Classification of Employee GA – Graduate Assistant Home COAS Home Chart of Accounts N Home Organization Org. Code Responsible for Position Compensation <Budget Organization Code> Yes Distribution COA Check Distribution Chart of Accounts Distribution Organization <Budget Organization Code, usually matches Home Organization> Job Begin Date Effective Date that New Position Assignment Begins Future date in DD/MM/YYYY (i.e. 01/25/2030) format Contract Type Classification of this Position Assignment P - Primary : Any employee’s PRIMARY role S - Secondary : Any assignment other than the employees primary role O - Overload: Additional pay assignments for extra duties, taking on additional capacity, and summer grants Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Title Job Title For Assignment Graduate Assistant Job Change Reason Detailed Reason Code for Assignment Status Change REHRE - Rehire Salary Grade Appropriate Grade For the Assignment UN – Undefined for Graduate Assistants Step Appropriate Step for the Assignment 0 - Unused by the University at this time Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year that they work. <Correct Number of pay periods between 1 month & 12 months> Pays See Above (For Deferments, consult HR) Must Match Factors Annual Salary Total Amount Earned Over a Given Period <Appropriate Dollar Value> Supervisor ID A-Number of Employee's Reporting Supervisor <Active A-Number of the Employee's EPAF Supervisor> Appendix. Approval Categories - Cheat Sheets

Approval Categories – Rehire Graduate Assistants
(continued) Field Definition Valid Values Editable? Labor Distribution Add/Update Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes COA Code Chart of Account Code N - Only option for Alabama A&M Fund Code Fund Code Responsible for Position Compensation <Budget Fund Code> Organization Code Org. Code Responsible for Position Compensation <Budget Organization Code> Account Code Account Code Responsible for Position Compensation <Budget Account Code> Program Code Program Code Responsible for Position Compensation <Budget Program Code> Percent Percentage of Salary That Will Be Paid From This Budget Information; Total of multiple percentages must sum to 100% <Less than or equal to 100%> Employee Position Separation Jobs Effective Date Effective Date of Change (Date Assignment Ends) Job End Date Effective Date Position Assignment Ends Job Status New Status Code for Job Assignment T - Termination No Job Change Reason Detailed Reason Code for Assignment Status Change TERM - Termination Appendix. Approval Categories - Cheat Sheets

Approval Categories – Full Separation of Employee from University
I Want To: Separate an Employee from the University Description: An Employee resigns, retires, dies, or is terminated. Banner Forms: Faculty/Staff: Faculty/Staff Separation - FSSEP Graduate Assistant: Graduate Assistant Separation - GASEP 3rd Party: 3rd Party Full Separation - 3RDSEP FIELD DEFINITION VALID VALUES EDITABLE? Employee Position Separation Jobs Effective Date Effective Date of Change (Date Assignment Ends) Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Job End Date Effective Date Position Assignment Ends Job Status New Status Code for Job Assignment T - Termination No Job Change Reason Detailed Reason Code for Assignment Status Change ASCOM – Assignment Completed TERM - General Termination RTIRE - Retirement RSIGN - Resignation GMTER - Termination for Gross Misconduct DEATH - Employee Deceased Employee Full Separation Employee Status New Status Code for Employee Last Work Date Term Reason CE - Contract ended CR - Contract not renewed DE - Death LO - Layoff RS - Resignation RT - Retirement TC - Termination for Cause TM - Termination Termination Date Appendix. Approval Categories - Cheat Sheets

Appendix. Approval Categories - Cheat Sheets
Approval Categories – End an Assignment (but not a full Employee Separation) I Want To: End an Employee’s Assignment but not Separate them completely from the University Description: End an individual assignment such as a part-time position, overload/supplemental pay, summer grant but NOT a full Employee Separation of the University Banner Forms: Faculty/Staff: Fac/Stf Assignment Separation - FSSASP Graduate Assistant: N/A – All GA Positions enter start and end date when created. 3rd Party: 3rd Party Assignment Separation - 3rdASP FIELD DEFINITION VALID VALUES EDITABLE? Employee Position Separation Jobs Effective Date Effective Date of Change (Date Assignment Ends) Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Job End Date Effective Date Position Assignment Ends Job Status New Status Code for Job Assignment T - Termination No Job Change Reason Detailed Reason Code for Assignment Status Change ASCOM – Assignment Completed TERM - General Termination RTIRE - Retirement RSIGN - Resignation GMTER - Termination for Gross Misconduct DEATH - Employee Deceased Appendix. Approval Categories - Cheat Sheets

Approval Categories – Initiate a Leave of Absence (LOA)
I Want To: Initiate a Leave of Absence (LOA) Description: An employee starts a Leave of Absence (LOA). LOA statuses include but are NOT limited to: - Sick/Disability Leave - Maternity Leave - Military Leave - Disciplinary - Sabbatical Banner Forms: Faculty/Staff: Faculty/Staff Begin LOA - FSLBG 3rd Party: 3rd Party Begin LOA - 3RDLBG FIELD DEFINITION VALID VALUES EDITABLE? Leave of Absence Status Change Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Job Status New Status Code for Job Assignment B - Leave w/o Pay, w/ Benefits F - Leave w/o Pay, w/o Benefits L - Leave w/ Pay, w/ Benefits P - Leave w/ Partial Pay, w/ Benefits Job Change Reason Detailed Reason Code for Assignment Status Change LVWP - Leave with Pay LVWOP - Leave without Pay Employee Status New Status Code for Employee Record Leave Reason Code Appropriate Reason for Leave DA - Disability (Leave w/ Pay, w/ Benefits) DI - Disciplinary (Leave w/o Pay, w/ Benefits) ED - Education (Active) FO - Family Obligations (Leave w/ Pay, w/ Benefits) LN - Leave without pay (Leave w/o Pay, w/ Benefits) LP - Leave with pay (Leave w/ Pay, w/ Benefits) MA - Maternity (Leave w/ Pay, w/ Benefits) MT - Military (Leave w/o Pay, w/o Benefits) PE - Personal (Leave w/ Pay, w/ Benefits) SA - Sabbatical (Leave w/ Pay, w/ Benefits) Leave Begin Date Effective Date the Leave Begins Leave End Date Effective Date that Leave Ends (if known) Any future date after the Leave Begin Date in DD/MM/YYYY (i.e. 01/25/2030) format Appendix. Approval Categories - Cheat Sheets

Approval Categories – End a Leave of Absence (LOA)
I Want To: End a Leave of Absence (LOA) Description: An Employee returns from Leave of Absence (LOA) Banner Forms: Faculty/Staff: Faculty/Staff Separation - FSSEP 3rd Party: 3rd Party Full Separation - 3RDSEP FIELD DEFINITION VALID VALUES EDITABLE? Leave of Absence Status Change Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Yes Job Status New Status Code for Job Assignment B - Leave w/o Pay, w/ Benefits F - Leave w/o Pay, w/o Benefits L - Leave w/ Pay, w/ Benefits P - Leave w/ Partial Pay, w/ Benefits Job Change Reason Detailed Reason Code for Assignment Status Change LVWP - Leave with Pay LVWOP - Leave without Pay Employee Status New Status Code for Employee Record Leave Reason Code Appropriate Reason for Leave DA - Disability (Leave w/ Pay, w/ Benefits) DI - Disciplinary (Leave w/o Pay, w/ Benefits) ED - Education (Active) FO - Family Obligations (Leave w/ Pay, w/ Benefits) LN - Leave without pay (Leave w/o Pay, w/ Benefits) LP - Leave with pay (Leave w/ Pay, w/ Benefits) MA - Maternity (Leave w/ Pay, w/ Benefits) MT - Military (Leave w/o Pay, w/o Benefits) PE - Personal (Leave w/ Pay, w/ Benefits) SA - Sabbatical (Leave w/ Pay, w/ Benefits) Leave Begin Date Effective Date the Leave Begins Leave End Date Effective Date that Leave Ends (if known) Any future date after the Leave Begin Date in DD/MM/YYYY (i.e. 01/25/2030) format Appendix. Approval Categories - Cheat Sheets

Approval Categories – Process a Promotion, Demotion, or Job Reclassification I Want To: Process a Promotion, Demotion, Job Reclassification, or Department Transfer Description: An Employee receives a Promotion or Demotion. Also, use this if an Employee is Reclassified, if their Assignment Changes, or if they are Transferred to a different Department. Banner Forms: Faculty/Staff: Faculty/Staff Reclassification - FSREC Graduate Assistant: Graduate Assistant Reclassification - GAREC 3rd Party: 3rd Party Reclassification - 3RDREC FIELD DEFINITION VALID VALUES EDITABLE? Employee Reclassification Employee Class Code Classification of Employee See "Employee Class Code" Table Yes Home Organization Org. Code Responsible for Position Compensation <Budget Organization Code> Distribution Organization <Budget Organization Code, usually matches Home Organization> Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Title Job Title For Assignment <Title of New Assignment> Job Change Reason Detailed Reason Code for Assignment Status Change PROMO - Promotion: Used when an employee receives a promotion. DEMO - Demotion: Used when an employee receives a demotion. TRANS - Transfer: Used when an employee is transferred to a new assignment. JOBAS - Job Assignment Change: Use this for all other cases. Salary Grade Appropriate Grade For the Assignment UN - Undefined Defined for Overloads, Supplement Pays, Summer Grants, PT Assignments, Graduate Assistants, & Faculty All others should see chart “Staff Salary Schedule” on the HR Website Step Appropriate Step for the Assignment 0 - Unused by the University at this time No Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year that they work. Any number between 1 & 12 Pays See Above (For Deferments, consult HR) Must Match Factors Annual Salary Total Amount Earned Over a Given Period (Appropriate Dollar Value) Supervisor ID A-Number of Employee's Reporting Supervisor (Active A-Number of the Employee's EPAF Supervisor) Appendix. Approval Categories - Cheat Sheets

Approval Categories – Update/Change an Employee's Title (but NOT budget account) I Want To: Update/Change an Employee's Title (but NOT budget account) Description: An Employee needs their Title changed or updated but there are no salary or budget changes. Banner Forms: Faculty/Staff: Faculty/Staff Reclassification - FSREC Graduate Assistant: Graduate Assistant Reclassification - GAREC 3rd Party: 3rd Party Reclassification - 3RDREC FIELD DEFINITION VALID VALUES EDITABLE? Employee Reclassification Employee Class Code Classification of Employee See "Employee Class Code" Table Yes Home Organization Org. Code Responsible for Position Compensation <Budget Organization Code> Distribution Organization <Budget Organization Code, usually matches Home Organization> Jobs Effective Date Effective Date of Change Any future date in DD/MM/YYYY (i.e. 01/25/2030) format Title Job Title For Assignment <Title of New Assignment> Job Change Reason Detailed Reason Code for Assignment Status Change PROMO - Promotion: Used when an employee receives a promotion. DEMO - Demotion: Used when an employee receives a demotion. TRANS - Transfer: Used when an employee is transferred to a new assignment. JOBAS - Job Assignment Change: Use this for all other cases. Salary Grade Appropriate Grade For the Assignment UN - Undefined Defined for Overloads, Supplement Pays, Summer Grants, PT Assignments, Graduate Assistants, & Faculty All others should see chart “Staff Salary Schedule” on the HR Website Step Appropriate Step for the Assignment 0 - Unused by the University at this time No Factor The total number of pay periods in which the employee actually works. Since Faculty, Staff, and Graduate Assistants are paid monthly, count the number of months in a single calendar year that they work. Any number between 1 & 12 Pays See Above (For Deferments, consult HR) Must Match Factors Annual Salary Total Amount Earned Over a Given Period (Appropriate Dollar Value) Supervisor ID A-Number of Employee's Reporting Supervisor (Active A-Number of the Employee's EPAF Supervisor) Appendix. Approval Categories - Cheat Sheets

EPAF Errors – Message Troubleshooting
Appendix - B EPAF Errors – Message Troubleshooting

EPAF Errors – Troubleshooting
Error Message Solution Address of this type exists. If you encounter this error locate the Address Type, and from the drop-down menu select "CO - Campus Office." Then, in the Address Line 1 enter the text "TBD" (no quotes). This error signals that we already have a permanent address on file. Approval Level must be selected first. In the Routing Queue section of the EPAF, the left column Approval Level should pre-populate with the levels appropriate to the approval category that you've selected. Please check that an Approval Level has been selected from the drop-down menu for every User ID that you've entered. We are aware of an inexplicable error that will occasionally remove these values and disallow their entry. In this unfortunate case, the EPAF will have to be voided and begun again. Base Job cannot begin before the position. Check position dates. Please contact HR if you encounter this error. Base Job record must exist to create a new job. This error indicates that you are trying to amend a job that doesn't exist. Unless you are giving the employee a new assignment (job), be sure that you have selected the employee's Active Job in the New EPAF Job Selection screen. When using the SH Staff Stipends (DEFAUL) approval category, you should not enter a new position # and suffix, but rather select the employee's Active Job which will be listed near the bottom of that screen. If you have entered a new position # and suffix, please void your EPAF and begin again, keeping the aforementioned in mind. Begin Date must equal the first Jobs Detail Effective Date. This error is caused by what Banner considers to be a conflict in the Job Begin Date field. Job Begin Date signals the first date that the employee received the position # and suffix combination that you are now again assigning to him/her. To resolve the error, find the date listed in the Current Value column (to the left of the open field in the New Value column) and reenter this date in the New Value column. Cannot be terminated. All jobs have to be ended. This error signals that the employee has multiple active assignments, all but one of which must be terminated prior to the submission of a Termination of Employment EPAF. The Termination of Employment EPAF can serve to terminate the employee's final remaining assignment at the same time that it terminates their status as an employee. However, all additional assignments will have to be terminated using a Termination of Assignment-type EPAF, one for each additional assignment. Citizen Code must be entered on PPAIDEN This error signals that this employee does not have status as an employee and should be considered a "New Hire." If you are currently submitting an EPAF using the Staff or Student Assignments (-ASN or -ASG) approval categories, you will have to void your EPAF and resubmit using the appropriate "New Hire" (-NEW or -NW1) approval category. Contract Begin Date must not be prior to the Base Job Begin Date. The date you've entered in the Contract Begin Date field must match the Jobs Effective Date. Please ensure that these match. Also, remember that the Contract Begin Date field should be left blank except in the case of stipend and faculty assignments.

Error Message Solution Contract Start and End Dates must both exist. This error indicates that a value has been entered in the Contract Begin Date field, but no Contract End Date has been entered. Remember that Contract Date(s) should only be entered for stipends and Faculty assignments. If you are submitting an EPAF for such an assignment, be sure to enter a Contract End Date. If not, remove the value you've entered in the Contract Begin Date field and leave it blank. Current hire date must be later than original hire date. Ensure that the value you've entered in the Current Hire Date field is not prior to the employee's original date of hire. The Current Hire Date should typically match the Jobs Effective Date in the EPAF. Date cannot be prior to the Base Job Begin Date of DD-MON-YYYY. The date you've entered in the Contract Begin Date field must match the Jobs Effective Date. Please ensure that these match. Also, remember that the Contract Begin Date field should be left blank except in the case of stipend and faculty assignments. Eff Date must be greater than Last Paid Date of DD-MMM-YYYY This error indicates that you are attempting to enact 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 only changes for dates in a current or future pay period. Please either submit the EPAF with a current or future Effective Date; or submit an EPAF using the Retro Adjustments (-ADJ) approval category, making 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. End Date must be later than Begin Date If you've entered a Contract End Date, be sure that this date falls after the Contract Begin Date (double-check the year, as this is sometimes overlooked). If this is not the problem, then it is likely that you are using a New Hire approval category for an employee that has previously been given an assignment with the University. If you are submitting a New Hire EPAF, please void or delete the current EPAF and resubmit using the Staff Assignments (-ASN) approval category. First Labor Dist Effective Date must equal the Job Begin Date. The Query Date you've chosen in Step 1 of the EPAF process 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 (FOAP), save and resubmit. First Name, SSN, Birth Date, Sex Code or Ethnic Code incomplete. This error signals that the employee's biographical information has not been completely entered into Banner. Please contact HR if you encounter this error.

Error Message Solution First Work Date must be less than or equal to Last Work Date. 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. I9 Expiration Date not allowed when I9 Form Indicator = Received This error indicates that HR has entered an expiration date for the employee's I-9 form. Please contact HR and request that the I-9 expiration date be removed from the PEAEMPL form (they'll know what you're talking about). After HR has confirmed that this has been done, resubmit the EPAF. ID is not defined as an employee. Please reverify ID and if everything is correct, contact HR if you encounter this error. Job Begin Date cannot be after Employee's Termination Date. 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 Payroll and request that they amend the employee record. Job Detail record must be terminated with effective date = end date. The Job End Date field should be left blank. Remove any values from this field, save and resubmit. For a stipend or faculty assignment, the end date of the assignment should be entered in the Contract End Date field. Job Detail record must exist to create a new job. This error indicates that you are trying to amend a job that doesn't exist. Unless you are giving the employee a new assignment (job), be sure that you have selected the employee's Active Job in the New EPAF Job Selection screen. When using the SH Staff Stipends (DEFAUL) approval category, you should not enter a new position # and suffix, but rather select the employee's Active Job which will be listed near the bottom of that screen. If you have entered a new position # and suffix, please void your EPAF and begin again, keeping the aforementioned in mind. New Effective cannot be after Employee's Termination Date. 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. New Job Labor Distribution Date should be >= query effective date. The Query Date you've chosen in Step 1 of the EPAF process 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 (FOAP), save and resubmit.

Error Message Solution Pay ID not found on PTRCALN for fiscal year and effective date. Please contact HR if you encounter this error. Termination Date has to be >= Jobs End date. This error signals that a Termination Date or Contract End Date has already been specified for this assignment, and this date lies after the Termination Date that you have entered. In order to override the termination or end date currently in the system, you will have to contact payroll so that they can amend the record. The Begin Date and Step must be entered for a new job. Locate the Step field in the EPAF and enter the number "0". The Fund/Organization/Account/Program code XXXXXX is invalid. Please change. The value you've entered in the listed field is invalid. Locate the Labor Distribution (FOAP) section of the EPAF and enter a valid value in the field specified in the error message (e.g. Fund). If you are unsure of what the valid value is, please consult your department's budget manager. Also, be sure that the letter "S" has been entered in the COA column in the row containing the FOAP for this assignment. The future dated Job record must be deleted before ending Job. 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 payroll record to resolve the EPAF error.

Approvers Required for Each “Approval Category”
Appendix - C Approvers Required for Each “Approval Category”

Alabama A&M University Electronic Personnel Action Form (EPAF) Instruction Guide June 24, 2011.

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Alabama A&M University Electronic Personnel Action Form (EPAF) Instruction Guide June 24, 2011.

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Presentation on theme: "Alabama A&M University Electronic Personnel Action Form (EPAF) Instruction Guide June 24, 2011."— Presentation transcript:

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