Alabama A&M University
ALABAMA A&M UNIVERSITY
Electronic Personnel Action Form (EPAF)
Instruction Guide for Self-Service Banner (SSB)
Office of Human Resources
Alabama A&M University
Original Date: June 2011
Revised: September 2014
Alabama A&M University
Table of Contents

EPAF Introduction

How To Submit an EPAF... Originators

How To Approve an EPAF... Approvers

Originator Summary

Appendix
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EPAF Introduction
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EPAF Introduction
A. EPAF Defined
B. Benefits of EPAF
C. EPAF Access
D. EPAF Pay Period Schedule
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EPAF Defined
An Electronic Personnel Action Form, called EPAF, is an online
form originated by the department to communicate an employment
decision about an employee to the Human Resources & Payroll. All
employment decisions require the attention of Human Resources,
and require the employees’ Banner file to be updated. Therefore,
the department is required to fill out a form that specifies the
nature and details of the employment decision.
Common examples of employment decisions requiring an EPAF
include:
 Change the labor distribution (budget) of the employee’s job.
 Add a supplemental job assignment to an employee’s job records
There are many more “Job Change Reasons”. Refer to a complete
list in the Appendix of this guide.
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EPAF Defined Cont.
Each job change must be approved on multiple levels. Most
EPAFs require department and division approval. Finally, the
EPAF is approved by the Human Resources, and the EPAF is
applied to the employee’s job record.
If there are any problems with the EPAF, a designated
“Approver” can select “Return for Correction” and require the
“Originator” to correct or recreate the EPAF.
The EPAF must be completed, approved, and applied in a timely
manner so the employees’ job record can be updated. Timely
completion of an EPAF is essential to help the Payroll Department
pay an employee accurately and on time.
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Benefits of EPAF
Paper PAF Process
Forms
×Confirmation of Receipt
×Extended Transit Times
Archaic Paper Processes
Multiple Superfluous Approvals
×Misplaced
Leads To
Stamps
×Delays in Processing & Payment
×Confusion of Responsibilities
×Lack
of Accountability
×Multiple Phone Calls & Inquiries
×Client Frustrations
Inefficient Tracking System
EPAF Process
Elimination of Paper Process
Electronic Processes
User Defined Approvals
Simplified Tracking System
Leads To
Reduction in Processing
Reduction Payment Delays
“Atmosphere of Accountability”
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Benefits of EPAF Cont.
The EPAF system will have significant impact on how we do
business at Alabama A&M University.
Critical benefits provided to AAMU employees:
 12,000 transactions/year will be automated
 2,000 paper forms/year will be eliminated
 Electronic approval routing
 Electronic tracking
 No lost PAF forms
 Reduced processing time
 No redundant data entry
 Reduced data entry error
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EPAF Access and EPAF Pay Period
Schedule
Access to the EPAF System requires all Originators & Approvers
to be an AAMU Employees.
Please complete the EPAF Banner Access Request Form found on
the Human Resources Website.
EPAFs must have obtained all required approvals and be in HR’s
approval queue by the 17th of each month .
Please remember it may take a few days to gather all required
approvals so it is imperative that EPAFs are submitted as early as
possible to avoid delays in payments.
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How To Submit an EPAF... Originators
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How To Submit an EPAF... Originators
A.
Steps to Create New EPAF
1.
Select Employee for New EPAF
2.
Select Job Assignment
3.
Complete Main Job & Budget Information
4.
Complete Approval Routing Queue
a)
B.
Routing Queue - Unique Cases for Sponsored Programs (SPOPRG)
5.
Enter Comments
6.
Save & Submit
EPAF Errors
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Select Employee for New EPAF
Log into Banner Self-Ser vice
Click “Electronic Personnel Action Form”
Select the Employee Tab
Click “New EPAF”
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Select Employee for New EPAF
In the ‘ID’ field, enter the
A-Number of the University
E m p l o ye e f o r w h o m t h e E PA F i s
being created.
…Or if the Employee’s A-Number is not known, then search the employee database by clicking on the magnifying glass icon…
…check the “Employee” box, and enter identifying information about the person.
•If the person is set up as an employee, the search will return results.
•If the person is not defined as an employee, contact HR.
Employees are prohibited from entering PAFs for themselves.
Serious disciplinary action can occur.
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Setting Query Date
6. Next, input the “Quer y Date”.
Determine the Query Date by following guidelines:
•
If this EPAF terminates an assignment, use the last day
of the employee’s final pay period.
-OR-
•
If this EPAF creates a new assignment for a new-hire or
re-hire, use the start date of employment.
-OR-
•
For all other EPAFs, use the first day of the pay period.
If this EPAF is entered AFTER the intended pay period, you MUST enter the first day of the
new pay period
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Determining EPAF Approval
Category Type
There are several general types of EPAFs. The body of
the EPAF populates based upon the selected “ Approval
Category”.
The “Approval Category” also determines which levels
are required for EPAF approval. Select the “ Approval
Category” that most appropriately fits the type of EPAF
that is being created.
The chart on the following slides will assist with
determining the appropriate “Approval Category”.
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Determining EPAF Approval Category Type
Approval Category (Drop Down Menu Options)
I Want To….
Use this if…
Faculty/Staff
Graduate
Assistant
3rd Party
Change an Employee’s Budget
Account Information
Graduate Assistant
Change Account/Budget information from which an Faculty/Staff Budget Account
3rd Party Budget Account
Budget Account
Employee receives payment.
Change - FSBAC
Change - 3RDBAC
Change - GABAC
Add/Update Overload Pay,
Supplemental Pay, or Summer
Grant
An Employee needs to receive a pay as a result of
an Overload/Supplemental Pay assignment or
Summer Grant Assignment
Faculty/Staff
Overload/Supplement Pay - N/A
FSOVSP
Rehire an Employee who has been previously
separated from the University .
Send Hire Form to the Office
of Human Resources(HR) and
Graduate Assistant
HR will enter through INB
Rehire - GARHR
Banner based on approved
documents
Rehire an Employee
Send separation letter to
the Office of Human
Separate an Employee from the
Graduate Assistant
An Employee resigns, retires, dies, or is terminated. Resources (HR) and HR will
University
Separation - GASEP
enter through INB based on
separation documents.
End an Assignment (but not a
full Employee Separation)
End an individual assignment such as a part-time
position, overload/supplemental pay, summer
grant but NOT a full Employee Separation of the
University
Fac/Staff Assignment
Separation - FSSASP
3rd Party Overload/Supplement
Pay - 3RDOSP
Send Hire Form to the Office of
Human Resources(HR) and HR
will enter through INB Banner
based on approved documents
Send separation letter to the
Office of Human Resources (HR)
and HR will enter through INB
based on separation documents.
N/A - (All GA
Assignments should
3rd Party Assignment Separation
have an 'END DATE'
- 3rdASP
accompanying their
'BEGIN DATE')
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Determining EPAF Approval Category Type Cont.
Approval Category (Drop Down Menu Options)
I Want To….
Initiate a Leave of Absence
(LOA)
Use this if…
Faculty/Staff
Graduate
Assistant
An employee starts a Leave of Absence (LOA). LOA
statuses includes but are NOT limited to:
Appropriate
- Sick/Disability Leave
application/approval letter must
- Maternity Leave
be completed. Based upon
N/A
- Military Leave
approved, HR will enter through
- Disciplinary
INB Banner based on approval.
- Sabbatical
3rd Party
Appropriate
application/approval letter
must be completed. Based
upon approved, HR will enter
through INB Banner based on
approval.
Appropriate
An Employee receives a Promotion or Demotion. application/approval letter must
Process a Promotion, Demotion,
Also, use this if an Employee is Reclassified, if their be completed. Based upon
Job Reclassification, or
N/A
Assignment Changes, or if they are Transferred to a approved, HR will enter through
Department Transfer
different Department.
INB Banner based on approval.
Appropriate
application/approval letter
must be completed. Based
upon approved, HR will enter
through INB Banner based on
approval.
Send approval documents to the
Office of Human Resources(HR)
Update/Change an Employee's An Employee needs their Title changed or updated and HR will enter through INB
N/A
Title (but NOT budget account) but there are no salary or budget changes.
Banner based on approved
documents
Send approval documents to
the Office of Human
Resources(HR) and HR will
enter through INB Banner
based on approved
documents
Hire a New Employee
Send Hire Form to the Office
Send Hire Form to the Office of
of Human Resources(HR) and
A NEW employee has joined the University and this Human Resources(HR) and HR
Graduate Assistant HR will enter through INB
individual has NEVER been employed by the
will enter through INB Banner
Initial - GAHRE
Banner based on approved
University in the past.
based on approved documents
documents
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Determining EPAF Approval Category Type
Select Appropriate Approval Category
Click “Go”
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Select Job Assignment
Determine if you need to either use “New Job” or the “Existing”
Position.
A. New Job - Select this option if the EPAF is for a new role or a rehire.
I. Position Number - Input the correct position number for the type of
job assigned to the employee. The simplest way to accomplish this is
to copy the employee’s previously assigned position number.
II.Suffix - The suffix differentiates one job from another within the
same position number of job type. When assigning a suffix for a new
job use a suffix, 00 through 99, that is not assigned to an existing job.
To ensure this, review Existing Jobs. The best way to handle this is to
add 1 to the current suffix. For instance if the current suffix is 00
then assign the new suffix to be 01.
B.
Existing Job - Select this option if the EPAF modifies or continues an
existing job
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Select Job Assignment Cont.
Select either “New Job” or the “Existing” Position.
If you select “New Job”, enter the “Position Number” and increment the
“suffix” by one
TIP: To determine the last used Positions and
Suffixes associated with this Employee, click the
“All Jobs” to view all historical Job Assignments
for this Employee.
Click “Go”
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Complete Main Job and Budget
Information
Complete Main Job & Budget Information
The “Main Job” section contains core
information about the employee’s
position.
Main Job
The “Budget” (aka “Labor Distribution”)
section contains information about the
employee’s payment budget.
Budget
TIP: For an explanation of descriptions and valid
values for each field used to complete the “Main
Job” and “Budget” sections, please find the view
the “Approval Category Definitions” in the
Appendix.
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Complete Approval Routing Queue
The Approval Routing Queue determ in es the individu als who need to approve the
EPAF. Each Approval Level populates within the EPAF based upon the Approval
Category selected in Step 1. However, the EPAF origin ato r must select the
individual User Name for each level.
There are three possible Required Actions:
1) Approve - The individu al is required to “approve” the EPAF. The EPAF can
not be approved at a higher level until is it is approved at lower levels.
2) FYI – This individu al is used only to serve as an “FYI” or “acknowledg e” the
EPAF. Unlike the required action to “approve,” no action is required of
someo ne who is set to “FYI”.
3) Apply - Only an individu al in Human Resources can “apply” an EPAF. This is
the action that occurs when an EPAF is converted into a jobs reco rd in the
payro ll system .
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Routing Queue - Unique Cases for
Sponsored Programs
All personnel pay fro m research grants and/or contracts is required to be routed
through the Office of Sponsored Program s/Co mp lian ce and Contracts and Grants
for “APPROVAL”, with the exception of the followin g departmen ts:
NACEE
AAMU FOUNDATION
ALABAMA COOPERATIVE EXTENSION SYSTEM
WJAB
HEALTH/WELLNESS CENTER
This effort ensures AAMUs co mp lian ce to OMB Circu lar A -21 regulations, Costs
Principles for Education Institu tion s.
You will need to add “46 – (SPOPRG) Sponsored Programs/Co mp lian ce” as an
additional approver!
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Complete Approval Routing Queue
Select the appropriate “ User Name” for each “Approval Level ”. Using the
magnifying glass search icon, select the most appropriate “Approver” from
the available “User Names”.
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Complete Approval Routing Queue
If addition al “ Approval Levels ” are needed:
1. Using one of the first emp ty “ Not Selected ” drop-down menu (below the
Approval Level for ‘ Human Resources Applier ’, select the appropriate
“Approval Level ”
2. Use the magn if ying glass to add the desired “ User Name ”
3. Then on the far right, select the appropriate “ Required Action” either
“Approve” or “ FYI” for each “ Approval Level ”.
1
2
3
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Enter Comments
It is recommended that comments are entered on all EPAFs. The “Comment”
field allows the EPAF Originator to input any text to add information.
Note: Comments can be entered by anyone in the approval chain.
Employee is replacing Bob Marley as the Program
Manager in the Horticulture Department.
FOAP:
100001-20108-61011-300 50%
200001-20108-61011-400 50%
IMPORTANT: Once comments are “saved,” they
can not be changed. Be careful with articulating
comments. An EPAF user can make multiple
comments to the EPAF, and comments can be
attached to the EPAF at any approval level.
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Save and Submit
After all levels of the EPAF have been completed, click the “Save”
button at the bottom of the page.
Employee is replacing Bob Marley as the Program Manager in the
Horticulture Department.
FOAP:
100001-20108-61011-300 50%
200001-20108-61011-400 50%
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Save and Submit
If the EPAF was completed correctly and no errors were generated, at the
top of the page, click the “Submit” button, and you’re done!
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EPAF Errors
I f t h e r e a r e a n y d a t a v a l i d i t y i s s u e s w i t h i n t h e E PA F, B a n n e r w i l l d i s p l a y t w o t yp e s o f m e s s a g e s :
 E R R O R : T h e s e m e s s a g e s w i l l n o t a l l o w t h e E PA F t o p r o g r e s s t o t h e a p p r o v a l l e v e l s . E r r o r s m u s t b e
corrected. Read the details provided, and correct the errors as indicated. Detailed information
r e g a r d i n g h o w t o h a n d l e t h e s e c a n b e f o u n d i n t h e A p p e n d i x : “ E PA F E r r o r s – M e s s a g e
Tr o u b l e s h o o t i n g ” .
 WA R N I N G : T h e s e m e s s a g e s s i m p l y d e l i v e r i n f o r m a t i o n , a n d s t i l l a l l o w t h e E PA F t o p r o g r e s s
s u c c e s s f u l l y. U s u a l l y, w a r n i n g m e s s a g e s i n d i c a t e a p o t e n t i a l b u d g e t i s s u e s a s s o c i a t e d w i t h t h e j o b .
Error Notification
Error Message
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How To Approve an EPAF….Approvers
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How To Approve an EPAF... Approvers
A. Approver Overview
B. Setting Up A Proxy Approver
C. Approving, Acknowledging, or Returning EPAFs
D. Acting As A Proxy
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Approver Overview
Overview: The EPAF Approver Summary contains EPAFs that have the
Approver’s name listed in the Approval Queue.
Approving an EPAF involves reviewing the transaction “package” to ensure that
the data entry is complete and accurate and that all required documentation is
accounted for.
Each level of approval has specific information that they need to verify before
passing onto the next level or reject to send back to the EPAF originator.
It is IMPERATIVE that EPAFs are approved in a timely manner to eliminate any
payroll issues.
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Setting Up A Proxy Approver
Everyone who approves EPAFs is required to designate and setup a Proxy.
•Proxy – Another employee who can approve all EPAFs routed to you in your absence.
In some cases, the Proxy will only approve in your absence. In other cases, your Proxy
may approve for you on a regular basis. This is up to the individual Approver.
To Set-Up a Proxy:
1. Click “Electronic Personnel Action Form”
2. Click “EPAF Proxy Records”
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Setting Up A Proxy Approver Cont.
IMPORTANT: When designating a Proxy Approver, be advised that the proxy must have security access at the designated
approval level. A completed EPAF Security Application form must have been submitted and approved.
3. Select the “Approval Level” for which you wish to
designate a Proxy Approver from the drop down menu.
Click “Go”.
4. From the “Name” drop down menu, select the
individual to designate as the Proxy Approver, check
the box for “Add”, then click “Save”.
To remov e a Proxy Approver fro m your Proxy Record , check “ Remov e” next to
the individu al’s name, then click “ Save”.
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Approving, Acknowledging,
or Returning EPAFs
1. Log into Banner Self-Service
2. Select the Employee Tab
3. Click “Electronic Personnel Action Form”
4. Click “EPAF Approver Summary”
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Approving, Acknowledging
or Returning EPAFs
Within the “EPAF Approval Summary”, there are three tabs: “Current”, “In My Queue”, & “History”.
I. Current Tab – Similar to an “inbox”, EPAFs that require the Approver’s attention appear here.
An EPAF can be approved by two ways:
1. Check the “Action” box next to each EPAF to be approved. Then, click “Save”.
OR
2. Click on the employee’s name.
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Approving, Acknowledging,
or Returning EPAFs Cont.
After clicking on the employee’s name:
1. Review the EPAF
2. Select the appropriate option:
• Approve - Approves the EPAF & allow it to progress to the next approval level in the routing queue.
• Disapprove – Disapproves the EPAF without any hope of resurrection.
• Return for Correction – Returns the EPAF to the Originator for correction.
IMPORTANT: Approvers who “Return” or “Disapprove” EPAFs should add comments to the EPAF
indicating the reason for return or the disapproval.
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Approving, Acknowledging,
or Returning EPAFs Cont.
If the Required Action of an EPAF is Acknowledge or FYI, the Approver only has one option.
However, the Approver can add a comment to the EPAF.
II. In My Queue Tab – This tab shows EPAFs that are pending in the queue of the Approver.
However, these EPAFs may not have been approved yet at a lower level. Or the EPAFs may be
‘voided’.
III. History Tab- The History tab shows EPAFs that have been approved or acknowledged by the
Approver. Note: You can only access up to six month of past EPAFs.
TIP: Click on “Search” to find EPAFs by A-Number, Employee Name, EPAF Transaction Number, and
more. The search function will search the Current, In My Queue, and History tabs.
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Acting As A Proxy
There will be times when you may have to act as an approver for someone else, also known as “acting as
a proxy”. At these times you will log into Banner and approve/reject as necessary.
1. After logging into “Electronic Personnel Action Form” under the “Employee” tab, select “Act as a
Proxy”.
2. In the drop down menu, select the individual you wish to “Proxy For”.
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Acting As A Proxy Cont.
3. Enter the desired date range or if you leave the “Submitted From Date” and “Submitted To Date”
dates blank, you will see all EPAF submissions that require this individual’s approval.
4. Click Go.
5. You will have access to approve, acknowledge, or return EPAFs at the approval level for which you
have been designated by the EPAF Approver. See the earlier training section for “Approving EPAFs”
for instructions on approving, acknowledging, and returning EPAFs.
IMPORTANT: To perform the proxy function:
1. You must have security access at the levels for which you will approve EPAFs. So, you must have an EPAF Access
Form on file with Human Resources.
2. You must be a designated proxy by the original approver. See the earlier section entitled “Designate a Proxy
Approver.”
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EPAF Originator
Summary
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EPAF Originator Summary
A. Overview
B. Logging In
C. Current Tab
D. History Tab
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Overview
The EPAF Originator Summary lists EPAFs that the
Originator has “Created”, “Voided”, “Saved”, or
“Submitted”.
It also contains EPAFs that have been “Returned for
Correction” and require the Originator’s attention.
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Logging In
1 . L o g i n to B a n n e r Se l f - Se r v ic e
2. Select the Employee Tab
3. Click “Electronic Personnel Action Form”
4. Click “EPAF Originator Summary”
Within the EPAF Originator Summary, there are two tabs: “Current” and “History”.
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Current Tab
The Current tab is similar to an “inbox” for the EPAF Originator Summar y.
Transaction Status:
• Waiting - If an EPAF has been created and saved (but not submitted), it remains with the Waiting status and can be found
in the EPAF Originator Summary.
• Returned for Correction - If an EPAF contains an error or incorrect data, instead of approving it, an Approver will return
it for correction.
To “View” a returned EPAF, click on the employee’s name:
• Approver will note the reason for the return under the Comments of the EPAF. The EPAF Originator has two options:
Void or Update.
1. Click Void to void the EPAF. This will permanently inactivate the EPAF.
2. Click Update to make any changes to the EPAF.
TIP: Only the Originator can make changes to the EPAF. If the Originator makes changes, he or she must save
and submit the EPAF to send it through the Approval Queue. The EPAF must be re-approved on all levels.
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History Tab
All EPAFs created by the Originator are
stored in the History tab. To check the
status of an EPAF, in the EPAF Originator
Summary, click the History tab, and
notice the Transaction Status of the EPAF.
Transaction Status:
• Pending - The EPAF is pending approval.
• Complete - The EPAF has been completed and applied to the employee’s personnel record.
• Returned- The EPAF has been returned for correction.
• Voided - The EPAF has been voided but its history remains available.
• Overridden - The EPAF has been overridden and approved by a Super User in Human Resources.
• Removed from Queue - The EPAF has been returned to the Originator for correction thus is removed from the Approval
Queue.
IMPORTANT: The Originator can only modify an EPAF if it has not been viewed or approved at a
higher level in the approval queue. Click on the EPAF, and if the option Return for Correction exists,
then the Originator may return it to him or herself, make a change, then resubmit.
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Appendix
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Appendix - A
EPAF – Employee Class Code Table
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Employee Class Codes
Code
Description
Definitions
C9
Nine Month Full time Staff Employees
Employees who work in the dorms as support staff or Bus Drivers
F9
Nine Month Faculty
Faculty only employed from August through May
FA
Faculty
Faculty employed for 12 months instead of 9 months
AD
Administrative/Managerial
Directors, Assistant Directors, Administrators, etc.
SC
Skilled Craft
Plumbers, mechanics, etc.
ST
Student Employee
Bi-Weekly Students
CL
Clerical/Secretarial
Secretaries, dispatchers, etc.
EX
Executive
President, Vice Presidents (Cabinet Staff)
FP
Faculty Part Time
Part-time faculty
GA
Graduate Assistant
Graduate Students Only
IA
Instruction/Research Assistant
Researchers, Reseach Assistant, Associates
NC
North Alabama Ctr of Education
Employees who work for NACEE only
PR
Professionals
PT
Part Time Staff
SM
Service Maintenance
Managers, Coordinat ors, etc.
Part-time hourly employees only (Used ONLY for employees who are paid by the hour
and their total time averages less than 30 hours per week).
Police Officers, Security Officers, etc.
TP
Technical and Paraprofessional
Technicans
CE
AL Cooperative Ext System
Employee who work for ACES only
CW
College Work Study
Students on college work-study program
FR
Flat Rate
Part-time employee (faculty or staff) that makes same amount each month
SG
Summer Grant
Faculty on summer grants from May 16 - August 15 each year.
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Appendix - B
EPAF Errors – Message Troubleshooting
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EPAF Errors – Troubleshooting
Error Message
Solution
Approval Level must be selected first.
In the Routing Queue section of the EPAF, the left column Approval Level should pre-populate with the levels
appropriate to the approval category that you've selected. Please check that an Approval Level has been
selected from the drop-down menu for every User ID that you've entered. We are aware of an inexplicable
error that will occasionally remove these values and disallow their entry. In this unfortunate case, the EPAF
will have to be voided and begun again.
Base Job cannot begin before the position. Check
position dates.
Please contact HR if you encounter this error.
Base Job record must exist to create a new job.
This error indicates that you are trying to amend a job that doesn't exist. Unless you are giving the employee
a new assignment (job), be sure that you have selected the employee's Active Job in the New EPAF Job
Selection screen.
Begin Date must equal the first Jobs Detail Effective
Date.
This error is caused by what Banner considers to be a conflict in the Job Begin Date field. Job Begin Date
signals the first date that the employee received the position # and suffix combination that you are now again
assigning to him/her. To resolve the error, find the date listed in the Current Value column (to the left of the
open field in the New Value column) and reenter this date in the New Value column.
Cannot be terminated. All jobs have to be ended.
This error signals that the employee has multiple active assignments, all but one of which must be terminated
prior to the submission of a Termination of Employment EPAF. The Termination of Employment EPAF can
serve to terminate the employee's final remaining assignment at the same time that it terminates their status
as an employee. However, all additional assignments will have to be terminated using a Termination of
Assignment-type EPAF, one for each additional assignment.
Citizen Code must be entered on PPAIDEN
This error signals that this employee does not have status as an employee and should be considered a "New
Hire." Please contact HR if you encounter this error.
Contract Begin Date must not be prior to the Base Job
Begin Date.
Please contact HR if you encounter this error.
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Alabama A&M University
EPAF Errors – Troubleshooting Cont.
Error Message
Contract Start and End Dates must both exist.
Current hire date must be later than original hire date.
Date cannot be prior to the Base Job Begin Date of DDMON-YYYY.
Solution
Please contact HR if you encounter this error.
This error indicates that a value has been entered in the Contract Begin Date field, but no Contract End Date
has been entered. Remember that Contract Date(s) should only be entered for stipends and Faculty
assignments. If you are submitting an EPAF for such an assignment, be sure to enter a Contract End Date. If
not, remove the value you've entered in the Contract Begin Date field and leave it blank.
Please contact HR if you encounter this error.
Ensure that the value you've entered in the Current Hire Date field is not prior to the employee's original
date of hire. The Current Hire Date should typically match the Jobs Effective Date in the EPAF.
The date you've entered in the Contract Begin Date field must match the Jobs Effective Date. Please ensure
that these match. Also, remember that the Contract Begin Date field should be left blank except in the case
of stipend and faculty assignments.
Eff Date must be greater than Last Paid Date of DDMMM-YYYY
This error indicates that you are attempting to enact a change in the employee's payroll record with an
effective date prior to the last work-day for which he/she has been paid. Banner will only changes for dates
in a current or future pay period. Please either submit the EPAF with a current or future Effective Date,
making the Query and Effective Date(s) equal to a current or future date, and the Personnel Date equal to the
past date representing the actual date of the change.
End Date must be later than Begin Date
If you've entered a Contract End Date, be sure that this date falls after the Contract Begin Date (doublecheck the year, as this is sometimes overlooked). If this is not the problem, then it is likely that you are using
a New Hire approval category for an employee that has previously been given an assignment with the
University. If you are submitting a New Hire EPAF, please void the current EPAF and contact HR.
The Query Date you've chosen in Step 1 of the EPAF process cannot follow the Effective Date you have
chosen. If the Effective Date of the personnel action is prior to the Query Date that you have chosen, then
First Labor Dist Effective Date must equal the Job Begin
you will have to delete the current EPAF and begin another, taking care to ensure that the Query Date is
Date.
equal to the Effective Date of the EPAF. If the Effective Date is not prior to the Query Date, then you can
simply correct the Effective Date above the Labor Distribution (FOAP), save and resubmit.
First Name, SSN, Birth Date, Sex Code or Ethnic Code
incomplete.
This error signals that the employee's biographical information has not been completely entered into Banner.
Please contact HR if you encounter this error.
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Alabama A&M University
EPAF Errors – Troubleshooting Cont..
Error Message
Solution
This error signals that this employee has previously been terminated as an employee of the University. In
First Work Date must be less than or equal to Last Work
order for you to grant this employee a new assignment, HR will have to reactivate them as an employee.
Date.
Please contact HR and request that they amend the employee record.
This error indicates that HR has entered an expiration date for the employee's I-9 form. Please contact HR to
I9 Expiration Date not allowed when I9 Form Indicator =
research the I-9 expiration date to see if the date can be updated from the PEAEMPL form. After HR has
Received
confirmed that this has been done, resubmit the EPAF.
ID is not defined as an employee.
Please re-verify ID and if everything is correct, contact HR if you encounter this error.
This error signals that this employee has previously been terminated as an employee of the University. In
Job Begin Date cannot be after Employee's Termination
order for you to grant this employee a new assignment, HR will have to reactivate them as an employee.
Date.
Please contact HR and request that they amend the employee record.
The Job End Date field should be left blank. Remove any values from this field, save and resubmit. For a
Job Detail record must be terminated with effective date
stipend or faculty assignment, the end date of the assignment should be entered in the Contract End Date
= end date.
field.
New Effective cannot be after Employee's Termination
Date.
This error signals that this employee has previously been terminated as an employee of the University. In
order for you to grant this employee a new assignment, HR will have to reactivate them as an employee.
New Job Labor Distribution Date should be >= query
effective date.
The Query Date you've chosen in Step 1 of the EPAF process cannot follow the Effective Date you have
chosen. If the Effective Date of the personnel action is prior to the Query Date that you have chosen, then you
will have to void the current EPAF and begin another, taking care to ensure that the Query Date is equal to the
Effective Date of the EPAF. If the Effective Date is not prior to the Query Date, then you can simply correct the
Effective Date above the Labor Distribution (FOAP), save and resubmit.
53
Alabama A&M University
EPAF Errors – Troubleshooting Cont.
Error Message
Solution
Pay ID not found on PTRCALN for fiscal year and
effective date.
Please contact HR if you encounter this error.
Termination Date has to be >= Jobs End date.
This error signals that a Termination Date or Contract End Date has already been specified for this
assignment, and this date lies after the Termination Date that you have entered. In order to override the
termination or end date currently in the system, you will have to contact HR so that they can amend the
record.
The Begin Date and Step must be entered for a new job. Locate the Step field in the EPAF and enter the number "0".
The value you've entered in the listed field is invalid. Locate the Labor Distribution (FOAP) section of the
The Fund/Organization/Account/Program code XXXXXX
EPAF and enter a valid value in the field specified in the error message (e.g. Fund). If you are unsure of
is invalid. Please change.
what the valid value is, please consult your department's budget manager.
The future dated Job record must be deleted before
ending Job.
This error signals that a personnel action is scheduled to take place after the termination date that you
have specified. If you are sure that you have entered the correct termination date, please contact HR as
they may have to manipulate the payroll record to resolve the EPAF error.
54
Alabama A&M University
Appendix - C
Approvers Required
for Each “Approval Category”
55
Alabama A&M University
Approval Requirements Faculty/Staff
Payroll
Sponsored Programs (2)
Funds Availability
Approve
FYI
Approve
Approve
Approve
FYI
FYI
FYI
FYI
FYI
FYI
Approve
Approve
Approve
Approve
FYI
Approve
Approve
HR Representative
Vice President/Division Head
Approve
President (1)
Dean of School/Director
Approve
Dean of Graduate School
Supervisor/Dept. Chair
Legal
Info. Technology
Approvers
Approval Categories
Faculty/Staff Budget Account Change
Faculty/Staff Separation
Faculty/Staff Supplemental/Overload Pay
FYI
FYI
Approve
Approve
(1) According to memo dated 9/11/2013 from President Andrew Hugine, Jr., the following related to personnel actions is not delegated authority .
•
Reclassification
•
Title change
•
Vacant position
•
Supplemental salary
•
Salary adjustment beyond the increase granted to all employees
•
Funded position
•
Any other action which may not be interpreted as disciplines, approval of employment or termination
(2) All compensation sourced by 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
•AAMU FOUNDATION
•ATHELETICS
•WJAB
•HEALTH/WELLNESS CENTER
56
Alabama A&M University
Approval Requirements –
Graduate Assistant
FYI
FYI
FYI
FYI
FYI
FYI
FYI
Approve Approve
Approve Approve
Approve Approve
FYI
FYI
HR Representative
President
Funds Availability
Sponsored Programs (2)
Payroll
Approve
Approve
Approve
FYI
Vice President/Division Head
Dean of School/Director
Approve
Approve
Approve
Approve
Approval Categories
Graduate Assistant Initial Hire (w/ A#)
Graduate Assistant Budget Account Change
Graduate Assistant Rehire
Graduate Assistant Separation
Dean of Graduate School
Supervisor/Dept. Chair
Legal
Info. Technology
Approvers
Approve
Approve
Approve
Approve
(1) According to memo dated 9/11/2013 from President Andrew Hugine, Jr., the following related to personnel actions is not delegated authority .
•
Reclassification
•
Title change
•
Vacant position
•
Supplemental salary
•
Salary adjustment beyond the increase granted to all employees
•
Funded position
•
Any other action which may not be interpreted as disciplines, approval of employment or termination
(2) All compensation sourced by 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
•AAMU FOUNDATION
•ATHELETICS
•WJAB
•HEALTH/WELLNESS CENTER
57
Alabama A&M University
Approval Requirements –
Third Party
Third Party Organizations:
 NACEE
 AAMU Foundation
 Alabama Cooperative Extension
Approve
Approve
FYI
Approve
President
HR Representative
Approve
Funds Availability
Payroll
FYI
Sponsored Programs (2)
Specialty Budget Manager
Approve
Dean of Graduate School
Approve
Dean of School/Director
Supervisor/Dept. Chair
Approval Categories
Third Party Agency Budget Account Change
Third Party Agency Supplemental/Overload
Pay
Legal
Info. Technology
Approvers
(1) According to memo dated 9/11/2013 from President Andrew Hugine, Jr., the following related to personnel actions is not delegated authority .
•
Reclassification
•
Title change
•
Vacant position
•
Supplemental salary
•
Salary adjustment beyond the increase granted to all employees
•
Funded position
•
Any other action which may not be interpreted as disciplines, approval of employment or termination
(2) All compensation sourced by 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
•AAMU FOUNDATION
•ATHELETICS
•WJAB
•HEALTH/WELLNESS CENTER
58
Alabama A&M University
NOTES
59