Faculty Assignment

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

Definition

This Faculty Assignment (FACASG, PTFALL, PTINTR, PTSPRG) guide applies to:

  • The creation of a new assignment for existing faculty members within the current pay period, or
  • The modification of an assignment for existing faculty members within the current pay period.

If the faculty member's new or modified assignment is retroactive (i.e. for a previous pay period), please refer to the EPAF guide for Employee Adjustments. 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 faculty member's CWID
2. In the Jobs Effective Date field, enter the job assignment start date, which usually coincides with the first day of a pay period (e.g. first day of the month, for faculty assignments).
3. From the Approval Category menu, select the approval category relevant to the faculty assignment and click Go.
4. In the Position field, enter the correct Position Number and Suffix.
5. Click on Find Suffix. Then click on Create.
6.

In the Job Begin Date field,

  • Enter the faculty member’s start date if the field is blank
  • Leave as-is if a pre-populated value in the field exists
7.

For the Assignment Type,

  • Select Primary if the faculty member has no currently active assignments
  • Select Overload if the faculty member has another currently active assignment
8.

In the Contract Begin Date field, enter the job assignment start date, which usually coincides with the first day of a pay period (i.e. the Jobs Effective Date).

In the Contract End Date field, enter the last day of the month in which the faculty member's assignment ends.

9.

In the Annual Salary field, enter the appropriate amount. For adjunct faculty, this is the total value to be paid out across the full length of the assignment.

10.

In both the Factor and Pays fields, the number of pay periods contained within the length of the assignment (e.g. enter 4 for a four-month assignment). NOTE: These fields will typically be equivalent; the exception would be full-time faculty who work 9 months in a year but are paid over 12 months.

11.

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

12.

In the Job Change Reason field, select the appropriate option from drop down menu unless a pre-populated value already exists.

13.

In the Units/Units Equivalency field, enter the number of units for which the faculty member is receiving payment.

14.

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 faculty member's pay is deducted.

15.

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.

16.

In the Comments section, enter relevant information as needed.

17.

Click Save and then click Submit.

18.

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.