Employee Leaves

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

Definition

This Employee Leaves (LEAVES) guide applies to employees who begin a leave, including Sabbaticals. Please refer to the Employee Return From Leaves guide for employees who return from a leave. 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. In the Jobs Effective Date field, enter the date that the employee started the leave.
3. From the Approval Category menu, select Employee Leaves, LEAVES and click Go.
4. Select the employee's primary job assignment using the radio button to the far right and click Go.
5. Enter Main Job information applicable to Leave type.
6.

In Jobs Effective Date field, enter:

  • the leave start date, OR
  • the current Pay Period Start Date if the leave start date is prior to the Last Paid Date, which is located in the upper right of the EPAF
7.

From the Job Status menu, select the appropriate option.

8.

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

9.

In the Regular Rate and Annual Salary fields, enter the new values where appropriate.

10.

In the Job Change Reason field, select one of the following:

  • LOAWP: Leave of Absence with Pay
  • LVWOP: Leave without Pay
  • PLWOP: Personal Leave without Pay
  • SABBL: Sabbatical Leave
11.

Select Employee Status and Leave Reason Code.

12.

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.

13.

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

Approval Level User Name

20 – DEPMGR

30 – DIVAPR

determined by department
40 – HRBEN JKBOUCHARD
90 – HRIS HR_EPAF_APPROVE
99 – FINPAY HR_EPAF_APPROVE

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

14.

In the Comments section, enter relevant information as needed, including confirmation of the type of leave action occurring (i.e. begin a leave).

15.

Click Save and then click Submit.

16.

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.