EPAF Approver Guide: Employee Adjustments

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

Definition

This Employee Adjustment (ADJUST) guide for EPAF approvers applies to approving:

  • the modification of any field (i.e. Salary, FOAP, or Title) of an active employee's assignment with a retroactive date
  • the creation of an additional assignment for an employee with a prior pay period date.

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 one of the following:

  • First date of the next available payroll for adjusting assignments retroactively
  • First date of the new assignment for creating an additional assignment with a retroactive date
4. Verify that the Personnel Date field is correct, which is the actual date that the retroactive action was effective.
5.

Verify that all Main Job Information fields are in alignment with the EPAF Action Item by comparing the current values to the new values. Additionally:

  • If the Annual Salary or Hourly Rate fields have been updated, do the FTE and Appointment Percent fields also need to be updated?
  • If the Title field has been adjusted, has Human Resources' Compensation approved of the change? A new Position Number may need to be assigned.
  • If the Contract Begin Date and Contract End Date fields have been revised, then the Factor, Pays, and Annual Salary fields should also be reviewed.
6.

Verify that the Job Change Reason field is correct, which should be one of the following selections appropriate to the type of adjustment change being requested:

  • RETRO: Retroactive adjustment (e.g. change to Title) with no change to pay
  • RETCWP: Retroactive pay-related adjustment (e.g. rate changes)
  • SALAD: Adjusting annual salary on assignments going forward; the Annual Salary field must be the balanced owed to the employee; the Factor and Pays fields must be updated to include the remaining pay periods based on the contract end date
  • REDIS: Retroactive change to FOAP only
  • ZACAA: ACA hours adjustment only
7.

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.

8. Verify that the Comments field provides relevant information (i.e. reason for retroactive action). If not, return the EPAF back for correction.
9. Verify that all fields contain values that are valid.
10. 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.