Electronic Personnel Action Form (EPAF) Frequently Asked Questions (FAQ)

• What is EPAF?
• Where can I find EPAFs?
• Who is involved in the EPAF process?
• How is an Approver/FYI added to the approval queue?
• How do I create and EPAF?
• Can I see where an EPAF is in the process?
• Can an EPAF be changed once it is in an approval queue?
• What does a red flag mean?
• How do I approve/acknowledge and EPAF?
• What is a Proxy?
• How do I act as a Proxy for an Approver or FYI?
• How will an Approver know that an EPAF is awaiting their approval?
• How do I delete and EPAF?
• If a new hire candidate turns down a job offer can I simply delete an EPAF?
• Who do I contact with questions or for assistance?

What is EPAF

Electronic Personnel Action forms (EPAFs) is a paperless process that manages personnel actions (e.g., new hire, rehire, change, terminate). EPAFs are entered by the hiring department (Originators) from the My.Emich Self Service channel. The EPAF then enters a routing queue for approval in My.Emich by a list of Signatory Authorities (Approvers)

Where can I find EPAFs?

EPAFs are located on the My.Emich Employee tab. See Navigating to the EPAF Menu for more information.

Who is involved in the EPAF process?

There are five (5) EPAF roles:

• Originator - Sets up routing queues, creates new EPAFs, tracks the status of an EPAF, processes returns for correction, and voids an EPAF.
• Approver - Designates a Proxy, reviews an EPAF, approves an EPAF, and returns and EPAF for correction.
• FYI - Optionally, acknowledges review of an EPAF.
• Proxy - Complies with the Signatory Authority policy and acts on behalf of an Approver or FYI.
• Applier - A Payroll employee who applies the EPAF to the employee record.

How is an Approver/FYI added to the approval queue?

Originators must perform a one time set up each of their routing queues before they can submit any EPAFs. This queue follows the Signatory Authority policy and defines the list of Approvers for each Personnel Action (aka Approval Categories). See Setting up Routing Queues for more information.

How do I create an EPAF?

The New EPAF link in the EPAF menu is used by Originators to create, save, and submit personnel actions (i.e. hire, rehire, change, and terminate) for an employee. See Creating a New EPAF for more information

Can I see where an EPAF is in the process?

Originators, Approvers (Proxies and FYIs) can track the status of an EPAF to determine where it is in the approval process. Flagged EPAFs require immediate approval action. See Tracking the Status of an EPAF (Originators), Viewing the Status of an EPAF (Approvers) and Processing a Return for Correction for more information.

Can an EPAF be changed once it is in the approval queue?

Only Originators can change an EPAF. As long as no Approvers have approved the EPAF, the Originator can void the EPAF. Once the EPAF has been approved by one Approver the current Approver must return it to the Originator for correction. See Voiding and EPAF and Returning an EPAF for Correction for more information.

What does a red flag mean?

The Action Alert (Red Flag) indicates the EPAF Effective Date is within 15 days of today's date; therefore the EPAF requires timely Approver action.

How do I approve/acknowledge an EPAF?

Approvers are responsible for reviewing and approving an EPAF. Optionally, FYIs can review and acknowledge and EPAF; however FYIs are not required to take any action. See Approving/Acknowledging and EPAF for more information.

What is a Proxy?

A Proxy is someone who acts as an Approver or FYI on your behalf. The designated Proxy must comply with the Signatory Authority policy. See Designating a Proxy for more information.

How do I act as a Proxy for an Approver or FYI?

To act as a Proxy, an Approver must first designate you as their Proxy. See Designating a Proxy and Acting as a Proxy for more information.

How will and Approver know an EPAF is awaiting their approval?

There is no automatic notification when and EPAF is pending approval. It is the responsibility of the Originator to call or email their Approver(s) to let them know and EPAF is awaiting their approval.

How do I delete and EPAF?

Once and EPAF has been submitted, an EPAF can only be voided. Only an Originator can void an EPAF. See Voiding and EPAF for more information.

If a new hire candidate turns down a job offer, can I simply delete an EPAF to remove them as an employee?

No. Once an EPAF has made it's way through the routing queue approval process and been applied by the Payroll department, simply deleting, canceling, or voiding the EPAF does not remove the new hire record from the system. Instead, contact the appropriate Human Resources office for next steps.

Who do I contact with questions or for assistance?

• Contact the following for questions and help getting access to, entering, and approving EPAFs:
• Student Employees - University Advising Career Development Center (UACDC) at 734.487.1304 or cwalrath@emich.edu
• Graduate Assistants - Grad School at 734.487.0042 or mlaskowsk@emich.edu
• If the position number is unknown:
• Student Employees - University Advising Career Development Center (UACDC) at 734.487.1304 or cwalrath@emich.edu
• Graduate Assistants - Visit http://www.emich.edu/graduate
• Contact the Help Desk at 734.487.2120 or it.helpdesk@emich.edu for questions and help with My.Emich usernames and passwords