EPAF Approver Guide: Faculty Employee Leaves

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

Definition

This Employee Leaves (LEAVES) guide for EPAF approvers applies to approving employees who begin a leave. Please refer to the Employee Return From Leaves guide for EPAF approvers, which applies to approving employees who return from a leave. 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:

  • the leave start date
  • the current Pay Period Start Date if the leave start date is prior to the Last Paid Date, which is located in the upper right of the EPAF
4.

Verify that the Job Status field is correct, which should be Active for employees on sabbatical.

5.

Verify that the FTE and Appointment Percent fields are correct.

6.

Verify that Regular Rate and Annual Salary fields are correct.

7.

Verify that the Job Change Reason field is correct, which should be one of the following:

  • LOAWP: Leave of Absence with Pay
  • LVWOP: Leave without Pay
  • PLWOP: Personal Leave without Pay
  • SABBL: Sabbatical Leave
8.

Verify that the Employee Status and Leave Reason Code fields have been appropriately selected.

9.

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.

10. Verify that the Comments field provides relevant information, including confirmation of the type of leave action occurring (i.e. begin a leave). If not, return the EPAF back for correction.
11. Verify that all fields contain values that are valid.
12. 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.