E-Class Transfer

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

Definition

This E-Class Transfer (Eclass) guide applies to those situations wherein an employee will be leaving an assignment in one E-class to begin a new assignment in another E-class. Submitting an E-Class Transfer EPAF for an employee does not terminate the employee's previous assignment. A separate Termination EPAF (e.g. TERMA) must be submitted and approved/applied prior to the submission of an E-Class Transfer EPAF.

For example, a student employee is transitioning from E-class BB into E-class WA, an hourly staff position. First, a Student Termination (STUEND) EPAF must be submitted to terminate the student employee's E-class BB assignment. Then, an E-Class Transfer (Eclass) EPAF would be submitted.

If an employee is beginning a new assignment within the same e-class, please refer to the EPAF guide for Staff Assignments. 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 New EPAF
  • Enter the employee's CWID
2. Define Employee, Jobs Effective Date, and Approval Category.
3. In the Jobs Effective Date field, enter the first date that the employee starts the new assignment.
4. From the Approval Category menu, select Eclass Transfers (Eclass) and click Go.
5. In the Position Number and Suffix fields, enter the appropriate values and click Go.
6.

Enter Main Job information.

Field Enter
Job Begin Date First date that the employee starts the new assignment (Query Date)
Jobs Effective Date First date that the employee starts the new assignment (Query Date)
Employee Class Code The employee's new E-class (e.g. WA for temporary, hourly employees)
Home Organization The organization code where the employee's paycheck will be distributed
Distribution Orgn The organization code where the employee's paycheck will be distributed
Timesheet Orgn Timesheet Organization (P-Org) number. To determine the correct value, click on the P-Org link at the top-left 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.
Supervisor ID The CWID of the employee's supervisor.
Assignment Type Secondary (default value)
Contract Begin Date
  • For non-faculty: leave blank
  • For faculty: enter the first date that the employee starts the new assignment (Jobs Effective Date/Query Date)
Contract End Date
  • For non-faculty: leave blank
  • For faculty: enter the last date of the last pay period worked on the new assignment (or the end of the fiscal year, whichever comes first)
Step 0 (zero)
Regular Rate
  • If the employee receives hourly pay for the new assignment: enter new hourly rate
  • If the employee receives a salary for the new assignment: leave blank
Annual Salary
  • If the employee receives hourly pay for the new assignment: leave blank
  • If the employee receives a salary for the new assignment: enter annual salary amount
Factor and Pays
  • For non-faculty: leave blank
  • For faculty: the number of pay periods contained within the length of the new assignment (e.g. enter 4 for a four-month assignment). NOTE: These fields will typically be equivalent; the exception would be full-time faculty employees that work 9 months in a year but are paid over 12 months.
FTE Full-time equivalent value
Appointment Percent Enter appropriate value
Units/Units Equivalency
  • If teaching: number of units for which the employee is receiving payment.
  • If not teaching: leave blank.
Hours Per Pay Enter appropriate value, if necessary
Title New assignment title
7.

Define Approval Routing Queue. In the Routing Queue section, enter designated EPAF approvers as follows:

Approval Level User Name

20 – DEPMGR

30 – DIVAPR

determined by department
35 – HR MGONZALEZ5
90 – HRIS HR_EPAF_APPROVE
99 – FINPAY HR_EPAF_APPROVE

NOTE: manually enter the level for Grants if this is a Grant Funded position.

8.

In the Comments section, enter relevant information as needed.

9.

Click Save and then click Submit.

10.

Once you submit the EPAF, monitor your e-mail for one of the following:

  • Confirmation that your EPAF has been "Completed Successfully."
  • Notification that the EPAF has been "Returned for Correction." If returned, revisit the EPAF in your EPAF Originator Summary, make the correction(s) specified in the Comments section, then click Save and resubmit.