EPAF Approver Guide: Faculty Assignment

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

Definition

This Faculty Assignment (FACASG, PTFALL, PTINTR, PTSPRG) guide for EPAF approvers applies to approving existing faculty members who receive a new assignment within the current pay period. 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 job assignment start date and usually coincides with the first day of a pay period.

4.

Verify that from the Assignment Type menu:

  • Primary has been selected, if the faculty member has no currently active assignments
  • Overload has been selected, if the faculty member has another currently active assignment
5.
  • Verify that the Contract Begin Date field is correct, which should be the job assignment start date and usually coincides with the first day of a pay period (i.e. the Job Effective Date).
  • Verify that the Contract End Date field is correct, which should be enter the last day of the month in which the faculty member's assignment ends.
6.

Verify that the Annual Salary field is correct. For adjunct faculty, this is the total value to be paid out across the full length of the assignment.

7.

Verify that both the Factor and Pays fields are correct, which should be the number of payments to be made on the additional pay assignment (i.e. the number of pay periods). NOTE: These fields will typically be equivalent; the exception would be full-time faculty who work 9 months in a year but are paid over 12 months.

8.

Verify that the Title, FTE,Appointment Percent, and Supervisor ID fields are correct.

9.

Verify that the correct Job Change Reason has been selected.

10. Verify that the Units/Units Equivalency field is correct, which should be the number of units for which the faculty member is receiving payment for this assignment.
11.

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.

12. Verify that the Comments field provides relevant information. If not, return the EPAF back for correction.
13. Verify that all fields contain values that are valid.
14. 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.