Glossary of EPAF Codes and Fields

ABC | DEF| GHI | JKL | MNO | PQR | STU | VWXYZ

• Action Codes: The action codes can be found in the details of any Electronic Personnel Action Form (EPAF) and describe the personnel action being taken. These codes changed when we implemented the new EPAF proceeds.

  Old Codes	Current Codes
  HGA and HDF or HSW and RHRS	HIR or RHR
  CFOAP	No Change
  CPA	No Change
  PADJ and PSTW	PADJ
  TEA or TSW	TEA or TAC

  Action Codes include:

  • CFOAP: Change to FOAP (i.e. Fund, Org, Account, and Program codes)
  • PADJ: Pay Adjustment
  • CPA: Change percent (%) of appointment
  • TEA: Terminate/end appointment
  • TAC: Terminate/appointment cancelled - Used for early terminations
  • RHR: Rehire
  • HIR: New hire - Used the first time a person is hired into an e-class
• Applier: A Payroll employee who applies the EPAF to the employee record.
• Appointment Percent: The appointment percent is based on either the number of students (for Adjuncts supervising Student Teachers) or credit hours. If the percent symbol (%) is typed in this field, an error message will be displayed when you attempt to save and submit the EPAF.

  For Adjuncts Supervising Student Teachers
  % of Appointment	# of Students
  100	18
  94	17
  89	16
  83	15
  78	14
  72	13
  67	12
  61	11
  56	10
  50	9
  44	8
  39	7
  33	6
  28	5
  22	4
  17	3
  11	2
  6	1

  
  

  Percent of Appointment (% APPT on PAF)
  Fall/Winter
  % of Appointment	Credit Hours
  100	15
  93	14
  87	13
  80	12
  73	11
  67	10
  60	9
  53	8
  47	7
  40	6
  33	5
  27	4
  20	3
  13	2
  7	1

  
  

  Percent of Appointment (% APPT on PAF)
  Summer
  % of Appointment	Credit Hours
  100	9
  89	8
  78	7
  67	6
  56	5
  44	4
  33	3
  22	2
  11	1

• Approval Categories: Are personnel actions (i.e., hire, rehire, termination, and job changes) an originator will process for an employee.

  Approval Categories include:

  • GAHIR: Grad School Hire, GAHIR - See Originating a Grad School New Hire EPAF for more information.
  • GAHIRG: Grad School Hire Grant, GAHIRG - See Originating a Grad School Rehire EPAF for more information.
  • GARHR: Grad School Rehire, GARHR
  • GARHRG: Grad School Rehire Grant, GARHRG
  • GAAPT: Grad School Appointment Change, GAAPT
  • GAAPTG: Grad School Appointment Change Grant, GAAPTG
  • GALBD: Grad School Labor Distribution Change, GALBD
  • GALBDG: Grad School Labor Distribution Change Grant, GALBDG
  • GATRM: Grad School Termination, GATRM
  • GATRMG: Grad School Termination Grant, GATRMG
  • STHIR: Student Hire, STHIR
  • STHIRG: Student Hire Grant, STHIRG
  • STRHR: Student Rehire, STRHR
  • STRHRG: Student Rehire Grant, STRHRG
  • STAPT: Student Appointment Change, STAPT
  • STAPTG: Student Appointment Change, Grant, STAPTG
• Approval Levels: Approvers and FYIs follow the signatory authority policy (e.g., must be a manager or above)

  Approval Levels include:

  • 10 - (DPHEAD) Department/Office Approver - Usually the person in your area that is responsible for budget that will be the funding source.
  • 15 - (PRJDIR) Project Director - Usually the person in your area that is responsible for the grant that will be the funding source.
  • 17 - (GRANTS) Grant Accounting - The Grant Accountant that services the grant that will be the funding source. Contact Grants Accounting for more information.
  • 19 - (FYIDN) FYI Deans Office - Used by the College of Arts and Sciences department when creating an EPAF that works with one of the approval categories that starts with a "G" (i.e., Grad School hire, rehire, change, or terminate). Contact the CAS Dean's office for more information.
  • 20 - (DEAN) Dean/Assoc Dean/VP - Used when working with a Graduate Assistant (GA), Teacher Assistant (TA), or Doctoral Fellow (i.e., working with an approval category that starts with a "G").
  • 25 - (FYI) FYI - Used when someone who isn't in the approval queue wants to be able to view the EPAF. For example, the secretaries in the Office of the Provost must be added as an FYI when anyone in their office is included in any routing queue. Contact the Office of the Provost for more information.
  • 90 - (HRIS) HR Offices - Contact UACDC when working with an hourly student employee (i.e., working with an approval category that starts with an "S") to determine the correct user name to pick. Contact the Grad School when working with a Graduate Assistant (GA), Teacher Assistant (TA), or Doctoral Fellow (i.e., working with an approval category that starts with a "G") to determine the correct user name to pick.
  • 95 - (PAYFYI) Payroll FYI - Contact the Payroll department to determine the correct user name to pick.
  • 99 - (PAYROL) Payroll Apply - Contact the Payroll department to determine the correct user name to pick.
• Approver: Designates a Proxy, reviews an EPAF, approves an EPAF, and returns and EPAF for correction.
• Current Hire Date [MM/DD/YYYY]: If there is a date in the current value, enter that date. If there is not a date in the current value, list the date this appointment begins (see Personnel Date).
• Error Messages:
• No SSN, DOB, gender information: This means that the student didn't provide admissions with a social security or date of birth information, which was optional for admission. It's needed for financial aid and employment. The student must have their I-9 form completed. During that process, he/she must inform the HR office (Grad School or UACDC) that the SSN and/or DOB information must be posted to Banner. Once the data is entered, the department can proceed with the EPAF -- until then, save as draft for later processing.
• Date error: It might be labeled labor distribution date error or some other title but the word DATE is in the message. For any date error, check the dates for MM/DD/YYYY or check the year (people have posted 2011 rather than 2012), be sure the end date is not the begin date (we saw an August date where the April date should be at the end of the EPAF).
• Primary/secondary error: Whatever is showing as the Contract Type, change it to the other one. If Primary, change to secondary. If secondary, change to primary. It's nice that there are only these two options. It's obviously unhappy with the one selected or that defaulted in.
• JOB LABOR DISTRIBUTION ERROR: Similar to course section data entry or many changes, Banner seems to become tired. The only thing that seems to cure this one is to delete the EPAF and start over.
• Fiscal year: For rehires, note that it asks for SALARY GROUP. Be sure to use the toggle option on the far right to find 2013 (GS for any grad school hire or ST for student). Hopefully, 2013 will magically appear in July with the start of the new fiscal year.
• Invalid value for [field name]. Value entered must be numeric: A percent sign (%), dollar sign ($), and or comma (,) was entered in the referenced field. Remove any of these from the field and re-attempt to save and submit the EPAF.
• Effective Date [MM/DD/YYYY]: This date is listed with the labor distribution as well as the earnings. It defaults from the Query Date field in the labor distribution section, but you must type it for the earnings. Use the same date that you used in the Query Date field.
• FYI(Optional): Acknowledges review of an EPAF.
• Job Begin Date [MM/DD/YYYY]: Defaults from the Query Date field. - do not change.
• Jobs Effective Date [MM/DD/YYYY]: Defaults from the Query Date field - do not change.
• Jobs Effective Date - Termination [MM/DD/YYYY]: This is the last day of the pay period this action should take effect.
• Originator: Sets up routing queues, creates new EPAFs, tracks the status of an EPAF, processes returns for correction, and voids an EPAF.
• Personnel Date [MM/DD/YYYY]: The actual date you want this action to take effect. This is the date that was written on the PAF/WAP in the past. It is typically the start date for the semester on the academic calendar. It is used for Payroll to know if back-pay is needed.
• Personnel Date - Termination [MM/DD/YYYY]: This is the actual date you want the termination to take effect. This is the date that was written on the PAF/WAP in the past. It is typically the end date for the semester on the academic calendar.
• Proxy: Complies with the Signatory Authority policy and acts on behalf of an Approver or FYI.
• Query Date [MM/DD/YYYY]: For new hire, rehire, and changes, this is the first day of the pay period the personnel action should take effect. If the EPAF can be created and approved by all approvers (excluding HR) prior to the EPAF submission deadline date, use the current pay period start date. If not, use the next pay period start date. Use the pay period end date for terminations.
• Queue Status: Approvers can view EPAF statuses in the approval queue.

Queue statuses include:

• Acknowledged: An FYI has reviewed and acknowledged the EPAF
• Applied: EPAF has been applied to the employee's job file in Banner.
• Approved: The Approver has reviewed and approved the EPAF
• Disapproved: Approver has disapproved the EPAF, stopping it from further routing.
• FYI: The EPAF has been routed to you for review. No further action is required to continue the routing process.
• More Information: The Approver has indicated they need more information before approving the EPAF
• Overridden: The EPAF has been overridden and approved by a Superuser (i.e. Payroll or Human Resources).
• Pending: EPAF requires Approver action.
• Removed from Queue: The EPAF has been voided or disapproved, but remains available for review.
• Returned for Correction: Approver has returned the EPAF to the Originator for correction.
• Void: Originator has voided the EPAF, but remains available for review.
• Required Action: When adding an approval level to a default routing queue, this field defines the action the approver will take regarding the EPAF.

Required actions include:

• Approve: The person listed is required to review and approve the EPAF.
• FYI: The person listed can optionally review and acknowledge the EPAF.
• Apply (Do not use): The person listed applies the EPAF to the employee's job file in Banner.
• Roles: Approvers can view EPAF statuses in the approval queue.

Roles include:

• Originator: A full-time employee (FTE) who set 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 and EPAF, approves and EPAF, and returns an 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 in Banner.
• Transaction Status: Originators can view where an EPAF is in the approval process..

Transaction statuses include:

• Approved: All Approvers have approved the EPAF, but it has not been applied in Banner.
• Complete: EPAF has been applied in Banner.
• Disapproved: Approver has disapproved the EPAF, stopping it from further routing.
• Pending: EPAF requires Approver action.
• FYI: The EPAF has been routed to you for review. No further action is required to continue the routing process.
• Return for Correction: Approver has returned the EPAF to the Originator for correction.
• Void: Originator has voided the EPAF
• Waiting: Originator saved but didn't submitted the EPAF