EPAF Approver Guide: Student Hire

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


This Student Hire (STUREH) guide for EPAF approvers applies to approving the creation of any student hourly assignment EPAF. To create a student non-earnings payment (i.e. stipend), a Student Non-Earnings EPAF should be submitted and approved instead. For all EPAF guides, refer to the Information for EPAF Users web page.


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

  • 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. Review the student employee's required Work Clearance, which is obtained from One-Stop and is required before an EPAF can be submitted or approved.

Verify that the Position Number and Suffix fields are correct. Of the multiple position numbers for student employees, the two most common are: Work Study (B79999) and Non Work Study (B59999).


Verify that the Jobs Effective Date field is correct, which should be the start date of the student employee's work assignment.


Verify that the Employee Class Code field is correct, which should be one of the following:

  • BB for Non Work Study student employees, or
  • BC for Work Study student employees

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

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 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.
8. Verify that the Supervisor ID field is correct, which should be the CWID of the student employee's supervisor.
9. Verify that the Assignment Type field is correct, which should be one of the following:
  • Primary, if this assignment is the only job that the student employee currently holds at USF
  • Overload, if the student employee currently holds another job
10. Verify that the Step field is correct, which should be one of the following:
  • 1 if your student employee is paid exactly minimum wage
  • (zero) if you wish to manually control the student employee’s hourly rate
11. Verify that the Regular Rate field is correct, which should be one of the following:
  • The student employee’s hourly rate if the Step field is 0(zero)
  • Blank, if the Step field is 1
12. 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 student 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.
13. Verify that the Title field is correct, which should be the name of the employing department (e.g. “Biology”).
14. Verify that the Job Change Reason field is correct, which should be one of the following:
  • ADJOB: Addition of an additional overload assignment
  • CONT: Continuation of an assignment previously held
  • NEWHR: New hire (i.e. student employee has not previously worked at the University)
15. Verify that the Comments field provides relevant information (i.e. assignment start date, hourly rate, and student employee’s supervisor, etc.). If not, return the EPAF back for correction.
16. Verify that all fields contain values that are valid.
17. 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.