EPAF Approver Guide: E-Class Transfer

Type Approver Guide
Category Faculty and Staff Assignments
Updated 8/7/2017
Support HRIS@usfca.edu

Definition

This E-Class Transfer (Eclass) guide for EPAF approvers applies to approving employees who leave an assignment in one E-class to begin a new assignment in another E-class.

Submitting an E-Class Transfer EPAF for an employee does not terminate the employee's previous assignment. A separate Termination EPAF (e.g. TERMA) must be submitted and approved/applied prior to the submission of an E-Class Transfer EPAF. If an employee is beginning a new assignment within the same e-class, a Staff Assignments EPAF should be submitted and approved instead.

For all EPAF guides, refer to the Information for EPAF Users web page.

Deadlines

Generally, EPAFs must be submitted about two weeks before the end of a pay period. Adhere to the EPAF Approval Deadline column of Payroll's Pay Schedule table to ensure timely and accurate payroll for employees. EPAFs submitted after the deadline will be paid on the next available pay period. For a special check request, please contact Payroll.

EPAF Approver Instructions

1.
  • Log into myUSF
  • Click on the EMPLOYEE button in the Self-Service box, which enters you into Banner
  • Under the Employee tab, select EPAFs
  • Then select EPAF Approver Summary
  • From the Current tab, click on the EPAF that requires approval
  • Before approving, review the following items:
2.

Verify that the Position Number and Suffix fields are correct.

3.

Verify that the Jobs Effective Date field is correct, which should be the first date that the employee starts the new assignment and should match the employee's offer letter.

4.

Verify Main Job information.

Field Value
Job Begin Date First date that the employee starts the new assignment (Query Date)
Job Effective Date First date that the employee starts the new assignment (Query Date)
Employee Class Code The employee's new E-class (e.g. WA for temporary, hourly employees)
Home Organization The organization code where the employee's paycheck will be distributed
Distribution Orgn The organization code where the employee's paycheck will be distributed
Timesheet Orgn Timesheet Organization (P-Org) number
Supervisor ID The CWID of the employee's supervisor.
Assignment Type Secondary (default value)
Contract Begin Date
  • For non-faculty: blank
  • For faculty: the first date that the employee starts the new assignment (Query Date)
Contract End Date
  • For non-faculty: blank
  • For faculty: the last date of the last pay period worked on the new assignment (or the end of the fiscal year, whichever comes first)
Step 0 (zero)
Regular Rate
  • If the employee receives hourly pay for the new assignment: new hourly rate
  • If the employee receives a salary for the new assignment: blank
Annual Salary
  • If the employee receives hourly pay for the new assignment: blank
  • If the employee receives a salary for the new assignment: annual salary amount
Factor and Pays
  • For non-faculty: blank
  • For faculty: the number of pay periods contained within the length of the new assignment (e.g. enter 4 for a four-month assignment). NOTE: These fields will typically be equivalent; the exception would be full-time faculty employees that work 9 months in a year but are paid over 12 months.
FTE Full-time equivalent value
Appointment Percent Match FTE field
Units/Units Equivalency
  • If teaching: number of units for which the employee is receiving payment.
  • If not teaching: blank.
Hours Per Pay Appropriate value, if necessary
Title New assignment title
5.

Verify that the FOAP in the Fund, Organization, Account, and Program fields are correct, which is provided by the department’s Budget Manager and designates the account from which the faculty member's pay is deducted. If the assignment is being paid from a Grant, verify that the additional approval level of “50 – GRANTS” has been added to the Routing Queue.

6. Verify that the Comments field provides relevant information. If not, return the EPAF back for correction.
7. Verify that all fields contain values that are valid.
8. Under the Required Action column of the EPAF, click Approve, which confirms that the information on the EPAF is correct and authorized and makes it immediately available for approval at the next level.