Staff Assignment

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

Definition

This Staff Assignment (STAFF) guide applies to:

  • The creation of a new staff member's primary assignment, or
  •  The creation of a current staff member's overload assignment within the same e-class and in the current pay period, or
  • The creation of a current staff member's new primary assignment within the same e-class; in this case, a separate Termination EPAF (TERMA) must be submitted and approved/applied prior to the submission of the STAFF EPAF.

If the staff member's new or overload 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 staff member's CWID
2. Define Employee, Jobs Effective Date, and Approval Category.
3. In the Jobs Effective Date field, enter the staff member's work assignment start date.
4. From the Approval Category menu, select Staff Assignment, STAFF 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 staff member’s work assignment start date if the field is blank
  • Leave as-is if a pre-populated value in the field exists
8. In both the Home Organization and Distribution Orgn fields, enter the Distribution Org value.
9. Enter the Timesheet Orgn (P-Org) value. 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.
10. In the Supervisor ID field, enter the CWID of the employee's supervisor.
11. For the Assignment Type,
  • Select Primary if this assignment is the only job that the staff member currently holds at USF
  • Select Overload if the staff member already has a primary job
12.

In the Regular Rate field,

  • If the staff member receives hourly pay for the new assignment: enter new hourly rate
  • If the staff member receives a salary for the new assignment: leave blank

In the Annual Salary field,

  • If the staff member receives hourly pay for the new assignment: leave blank
  • If the staff member receives a salary for the new assignment: enter annual salary amount
13.

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”)
14.

In the Job Change Reason field, select the appropriate option from drop-down menu.

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 staff member’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
17.

In the Comments section, enter relevant information as needed.

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.