EPAF Approver Guide: Employee Rehire

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

Definition

This Employee Rehire (RE-HIR) guide for EPAF approvers applies to approving any assignment submitted for a former USF employee. 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 employee's work assignment start date.

4.

Verify the Employee Class Code field, which should be the appropriate class code for the position.

5.

Verify the Home Organization and Distribution Orgn fields, which should both be the Distribution Org value.

6.

Verify that from the Assignment Type menu, Primary has been selected.

7.

Verify that the Timesheet Orgn (P-Org) value is correct. To determine the correct value, click on the P-Org link at the top left-hand corner of the EPAF. The P-Org is the alpha/numeric code (P, followed by 5 digits) that specifies the employee’s E-Timesheet supervisor. If the P-Org you're looking for is not listed, contact etimesheets@usfca.edu

8.

Verify that the Supervisor ID field is correct, which should be the CWID of the employee's supervisor.

9.

Verify that the Regular Rate field is correct, which should be one of the following:

  • If the employee receives hourly pay for the assignment: new hourly rate
  • If the employee receives a salary for the assignment: blank

Verify that the Annual Salary field is correct, which should be one of the following:

  • If the employee receives hourly pay for the assignment: blank
  • If the employee receives a salary for the assignment: annual salary amount
10.

Verify that the FTE and Appointment Percent fields are correct, which should match.

11.

Verify that the appropriate Job Change Reason has been selected.

12.

Verify that the Title field is correct, which should be one of the following:

  • The job title provided by the employing department
  • The name of the employing department (e.g. “Biology”).
13.

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 employee'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.

14. Verify that the Comments field provides relevant information (i.e. assignment start date, hourly rate or salary, and employee's supervisor, etc.). If not, return the EPAF back for correction.
15. Verify that all fields contain values that are valid.
16. 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.