EPAF Approver Guide: Staff Assignment

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

Definition

This Staff Assignment (STAFF) guide for EPAF approvers applies to approving:

  • The creation of a new staff member's primary assignment, or
  • The creation of a current staff member's overload assignment within the same e-class and in the current pay period, or
  • The creation of a current staff member's new primary assignment within the same e-class; in this case, a separate Termination EPAF (TERMA) must be submitted and approved/applied prior to the submission of the STAFF EPAF.

If the staff member's new or overload assignment is retroactive (i.e. for a previous pay period), please refer to the Employee Adjustment (ADJUST) guide for EPAF approvers. 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.

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 Job Effective Date field is correct, which should be the staff member's work assignment start date.
4. Verify that the Home Organization and Distribution Orgn fields are correct, which should both be the Distribution Org value.
5. 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 an 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.
6. Verify that the Supervisor ID field is correct, which should be the CWID of the employee's supervisor.
7. Verify that from the Assignment Type menu, one of the following has been selected:
  • Primary, if this assignment is the only job that the staff member currently holds at USF
  • Overload, if the staff member already has a primary job
8.

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

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

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

  • If the staff member receives hourly pay for the new assignment: blank
  • If the staff member receives a salary for the new assignment: annual salary amount
9.

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”)
10.

Verify that the appropriate Job Change Reason has been selected.

11.

Verify that the FOAP in the Fund, Organization, Account, and Program fields is 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.

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.