Employee Adjustments

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

Definition

This Employee Adjustment (ADJUST) guide applies to:

  • modifying any field (i.e. Salary, FOAP, or Title) of an active employee's assignment with a retroactive date
  • creating an additional assignment for an employee with a prior pay period date

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 one of the following:

  • First date of the next available payroll for adjusting assignments retroactively
  • First date of the new assignment for creating an additional assignment with a retroactive date
4. From the Approval Category menu, select Employee Adjustments, ADJUST and click Go.
5. Select the Position Number and Suffix that is to be modified.
6.

Enter Main Job information.

Field Enter
Job Begin Date
  • Leave as-is if a pre-populated value in the field exists for adjusting assignments or creating additional assignments with retroactive dates
  • If blank, the first date of the next available payroll for adjusting assignments
  • If blank, the first date of the payroll started for creating an additional assignment with a retroactive date
Jobs Effective Date
  • First date of the next available payroll for adjusting assignments retroactively
  • First date of the new assignment for creating an additional assignment with a retroactive date
Personnel Date

The actual date that the retroactive action was effective.

Home Organization, Distribution Org, Employee Status, Employee Class Code, Assignment Type, Step, Regular Rate, Annual Salary, FTE, Appointment Percent, Factor, Pays, Title, Unit Equivalency, or Hours Per Pay

For each field,

  • enter new values if there is a change from the Current Value for adjusting assignments
  • enter all relevant values for creating an additional assignment with a retroactive date
7.

In the Job Change Reason field, select one of the following appropriate to the type of adjustment change that you are requesting:

  • RETRO: Retroactive adjustment (e.g. change to Title) with no change to pay
  • RETCWP: Retroactive pay-related adjustment (e.g. rate changes)
  • SALAD: Adjusting annual salary on assignments going forward; the Annual Salary field must be the balanced owed to the employee; the Factor and Pays fields must be updated to include the remaining pay periods based on the contract end date
  • REDIS: Retroactive change to FOAP only
  • ZACAA: ACA hours adjustment only
8.

In the FOAP field, verify and/or update as needed. 

NOTE: the FOAP (Fund, Organization, Account, and Program) is provided by the department’s Budget Manager and designates the account from which the employee's pay is deducted.

9.

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.

10.

In the Comments section, enter relevant information as needed, including the reason for the retroactive action.

11.

Click Save and then click Submit.

12.

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.