EPAF Approver Guide: Student Non-Earnings

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

Definition

This Student Non-Earnings (STUSTP) guide for EPAF approvers applies to approving any student non-earnings assignment. 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.

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. Contact Student Employment to verify that the student is eligible for this assignment.

3.

Verify that the Position Number and Suffix fields are correct.

4.

Verify that the Job Effective Date field is correct, which should be the first day of the pay period when the stipend payment(s) begin (i.e. 6th or 21st of the month).

5.

Verify that the Job Begin Date field is correct, which should be the first day of the pay period when the stipend payment(s) begin if the field is blank (i.e. 6th or 21st of the month).

6.

Verify that the Contract Begin Date field is correct, which should be the first day of the pay period when the stipend payment(s) begin (i.e. 6th or 21st of the month).

7. Verify that the Contract End Date field is correct, which should be the last day of the pay period when the stipend payment(s) end (i.e. 5th or 20th of the month).
8. Verify that the Factor and Pay fields are correct, which should both be the number of payments that the student employee will receive on this stipend (e.g. for a one-time payment, enter 1 in both fields).
9. Verify that the Employee Class Code field is correct, which should be CC.
10.

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

11.

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

12.

Verify that the Step field is correct, which should be 0 (zero).

13.

Verify that the Total Payment field is correct, which should be the total non-earnings amount to be paid.

14.

Verify that the Title field is correct, which should be the name of the employing department (e.g. Biology).

15.

Verify that the Job Change Reason field is correct, which should be STPAW, Non-Earnings.

16.

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.

17. Verify that the Comments field provides relevant information (i.e. assignment start date, number of payments, and student employee’s supervisor, etc.). If not, return the EPAF back for correction.
18. Verify that all fields contain values that are valid.
19. 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.