Employee Rehire

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

Definition

This Employee Rehire (RE-HIR) guide applies to any assignment submitted for a former USF employee. 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.

Before submitting a RE-HIR EPAF, review all the information necessary to process the employee rehire from the hiring department.

2.
  • 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
3. In the Jobs Effective Date field, enter the employee's work assignment start date.
4. From the Approval Category menu, select Employee Rehire, RE-HIR and click Go.
5. In the Position field, enter the correct Position Number and Suffix.
6. Click on Find Suffix. Then click on Create.
7.

In the Job Begin Date field,

  • Enter the employee’s start date if the field is blank
  • Leave as-is if a pre-populated value in the field exists
8.

In the Employee Class Code field, enter the appropriate class code for the position.

9.

In both the Home Organization and Distribution Orgn fields, enter the Distribution Org value.

For the Assignment Type, it should default to the Primary option.

10. Enter the Timesheet Orgn (P-Org) value. 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.
11. In the Supervisor ID field, enter the CWID of the employee's supervisor.
12. In the Regular Rate field,
  • Enter the employee’s hourly rate if you entered  0 (zero) in the Step field
  • Leave blank if you entered a 1 or greater Step field
13.

In the FTE and Appointment Percent fields, enter the appropriate values.

The Job Change Reason value is already pre-populated.

14.

In the Title field, enter one of the following:

  • The job title provided by the employing department
  • The name of the employing department (e.g. “Biology”)
15.

In the Fund, Organization, Account, and Program fields, enter appropriate FOAP value over the default FOAP that automatically populates.

NOTE: the FOAP is provided by the department’s Budget Manager and designates the account from which the employee’s pay is deducted.

16.

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

Approval Level User Name

20 – DEPMGR

30 – DIVAPR

determined by department
35 – HRCOMP MESALES
90 – HRIS HR_EPAF_APPROVE
99 – FINPAY HR_EPAF_APPROVE

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

17.

In the Comments section, enter relevant information, including assignment start date, hourly rate, and employee’s supervisor.

18.

Click Save and then click Submit.

19.

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.