Summer Faculty EPAF
Sample Only
Step
1
Summer Faculty Instructions
Log into Self-Service Banner; enter User ID and PIN, Click LOGIN; Employee Tab, and
Electronic Personnel Action Form link.
Instructions
Step
2
Enter the ID (A#); the name will populate.
Enter the Query Date: based on start/effective date of assignment
Query Date: Effective dates should be entered as indicated below:
If Faculty Member is working on a Grant: (Summer): May 16, 20XX to August 15, 20XX
Query Date = 05/01/20XX
If Faculty Member is Teaching:
Term
Effective Date for Terms
Query Date
Full Term (8 weeks)
May 31, 20XX – July 31, 20XX
06/01/20XX
Instructions
Step
3
Select the Approval Category from the drop-down menu, then click “GO”:
Fac/Staff Overload/Supp Pay/Summer, FSOVSP
AlabamaA&MUniversity
SummerFacultyEPAF
OfficeofHumanResourcesRevision:4/14/2016–Page1 Summer Faculty EPAF
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Instructions
Step
4
Position Number & Suffix:
Click “All JOBS” button, to see a list of jobs; then enter the below position number and
suffix based upon the below information. Click “GO”.
If Faculty Member is working on a Grant:
Position # = SUMGRT
If Faculty Member is Teaching:
Position # = FP9950
Define Suffix by adding increment of “1”; for example if employee has a suffix of “01”, add “02”.
If you do not see the Position Number Code, use suffix “00”. See below example.
Grant: SUMMGRT
OR
Teaching: FP9950
Instructions
Step
5
Position Details:
Note: Job Begin Date and Job Effective Date will equal Query Date.
Contract Type:
Faculty working on a Grant:
Contract Type = Secondary
Faculty is Teaching:
Contract Type = Secondary
Employee’s work is performed in additional to a normal full load:
Contract Type = Overload
AlabamaA&MUniversity
SummerFacultyEPAF
OfficeofHumanResourcesRevision:4/14/2016–Page2 Summer Faculty EPAF
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Job Change Reason: SUMMR – Summer Assignment
Position






Title should equal:
Summer Instructor
Adjunct (Part-Time Faculty Only)
Principal Investigator
Co-Investigator
Student Intern
Or the Title as associated with the grant
Salary Grade = UN (Case Sensitive)
Step = 0 (Zero)
Instructions
Step
6
Pay Information:
Factor, Pays and Annual Salary will be set according to chart below.
If Faculty Member is working on a Grant
Faculty working on a Grant: Entire Summer: May 16, 20XX to August 15, 20XX
Factor = 4
Pay = 4
Annual Salary:
 Total amount to be paid for the Summer
 Example: 1,000 (monthly amount ) x 4 = 4,000 = Annual Salary
If Faculty Member is Teaching
Term
Effective Date for Terms
Full Term (8 weeks)
May 31, 20XX – July 31, 20XX
Factor
Pays
2
2
Annual Salary: Total amount to be paid for Full Term
NOTE: Banner Prorates payments based on the Job Begin Date and Job End Date.
AlabamaA&MUniversity
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Example of EPAF Transaction below:
Instructions
Step
7
Budget Account Information: (Labor Distribution):
Labor Distribution will be completed based on Budget information.
Effective Date = Query Date: COA Code (Chart of Account) = N; Fund Code,
Organization Code, Account Code, Program Code, and Percent: Total must equal 100%.
Below is a sample only; enter your department’s approvers.
AlabamaA&MUniversity
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OfficeofHumanResourcesRevision:4/14/2016–Page4 Summer Faculty EPAF
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Instructions
Step
8
Employee Position Separation:
Enter the Jobs Effective Date, Job End Date; and the Job Status and Job Change Reason will
default with T = Terminate; and ASCOM = Assignment Completed.
If Faculty Member is working on a Grant: Entire Summer - May 16, 20XX to August 15, 20XX
Jobs Effective Date and Job End Date:
08/31/20XX
If Faculty Member is Teaching:
Term
Effective Date for Terms
Full Term (8 weeks)
May 31, 20XX – July 31, 20XX
Job Effective & End Date
07/31/20XX
Instructions
Step
AlabamaA&MUniversity
SummerFacultyEPAF
OfficeofHumanResourcesRevision:4/14/2016–Page5 Summer Faculty EPAF
Sample Only
9
Routing Queue
Complete the routing queue as normal based on who has financial oversight over the
employee.
Selecting Approvers for “Funds Availability”
Funding Routing
Unrestricted Funds
Restricted Funds
Both Funds
User Name
Gregory-Jackson
Darcy_Follett
Add both by using a “Not Selected” Drop Down Option
Dr. Colmore Christian must approve all restricted funds except for Title III & Cooperative Extension.

If source of summer pay meets qualifications for Sponsored Programs, see next page - Routing
Queue – Qualifications for Sponsored Programs (SPOPRG); and add Approval Level 46 –
SPOPGR – Sponsored Programs/Compliance as an additional approver.
Below is a sample only; enter your department’s approvers.
AlabamaA&MUniversity
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OfficeofHumanResourcesRevision:4/14/2016–Page6 Summer Faculty EPAF
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Instructions
Step
10
Comments: Enter Comments and “SAVE” button.
Enter detailed comments justifying the rational for the EPAF.
 Per the request of the Provost Office, comments should include the “Actual Amount”
to be paid to the employees as covered by this EPAF.
 For research accounts indicate the agency as well as a detailed description of the
work to be performed.
Routing Queue – Qualifications for Sponsored Programs (SPOPRG)
All personnel pay from research grants and/or contracts is required to be routed through the
Office of Sponsored Programs for “APPROVAL”, with the exception of the following departments:
• NACEE
• RESEARCH INSTITUTE
• FOUNDATION
• ATHELETICS
• WJAB
• OCEANS
• HEALTH/WELLNESS CENTER
•
Any personnel pay from research grants and/or contracts originating from the following
departments, include the Office of Sponsored Programs as an “FYI”:
•
•
COOP EXTENSION
TITLE III

This effort ensures AAMUs compliance to OMB Circular A-21 regulations, Costs Principles
for Education Institutions. You will need to add Approval Level: 46 – SPOPGR –
Sponsored Programs/Compliance as an additional approver.
AlabamaA&MUniversity
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Sample Only
Instructions
Step
11
Click “Save” and “Submit” button. Note your EPAF transaction number for future
references.
Instructions
Step
12 Warning and Error Messages:
Warning messages will not prevent you from submitting your EPAF.
Error messages will need to be corrected before you’re able to SUBMIT the EPAF.
AlabamaA&MUniversity
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