Summer EPAF Guidelines for 9-month Faculty
Alabama A&M University
May 9, 2014
Updated May 9, 2014
Step 1 – EPAF Setup
1. Enter A-Number of Employee
2. Set Query Date based on Start of Assignment:
If Faculty Member is Working via a Grant for…
Time Frame
Entire Summer(May 16, 2014 - August 15, 2014)
Query Date
5/16/2014
If Faculty Member is Teaching for…
Time Frame
Full Term (8 Weeks): May 28, 2014 – July 31, 2014
Mini Session I (4 Weeks): May 28, 2014 – June 25, 2014
Mini Session II (4 Weeks): July 1, 2014 – July 31, 2014
Query Date
6/1/2014
6/1/2014
7/1/2014
3. Choose “Faculty/Staff Overload/Supplement Pay, FSOVSP” from Approval
Category drop-down menu
4. Click GO
Step 2 – Define Position Information
1. Define Position field as such:
If Faculty Member is Working via a Grant for…
Time Frame
Entire Summer (May 16, 2014 - August 15, 2014)
If Faculty Member is Teaching for…
Time Frame
Full Term (8 Weeks): May 28, 2014 – July 31, 2014
Mini Session I (4 Weeks): May 28, 2014 –June 25, 2014
Mini Session II (4 Weeks): July 1, 2014 – July 31, 2014
Position
SUMGRT
Position
FP9950
FP9950
FP9950
2. Define Suffix field by clicking on “All Jobs” and looking at the last used Position-Suffix
combination for the Position Number Code selected.
a) If you do not see this Position Number Code previously entered, use ‘00’ as the Suffix.
b) Otherwise, add “+1” to the last use Suffix. For instance, if the last used Suffix is ‘01’
then increment by “1” and use ‘02’.
3. Click “Go”
Step 3a – Position Details
1. Job Begin Date & Job Effective Date will equal Query Date from Slide 2
2. Contract Type & Job Change Reason should be set using the below rules:
Situation
Contract Type
Job Change Reason
If this ePAF is for a teaching role during the Summer Session
Secondary
SUMMR
If this ePAF is for a grant only role during the Summer Session
Secondary
SUMMR
If the employee‘s work is performed in addition to a normal full load
Overload
SUMMR
1. Title should equal ‘Summer Instructor’, ‘Adjunct ’ (Part-time Faculty only), ‘Principal
Investigator’, ‘Co-Principal Investigator’, ‘Student Intern’, or the job title as associated
with the grant
2. Salary Grade will equal ‘UN’ and Step will equal ‘0’
Step 3a – Pay Information
5. Factor, Pays, & Annual Salary will be set according to the chart below:
If Faculty Member is Working via a Grant for…
Time Frame
Factor
Entire Summer (May 16, 2014 - August 15, 2014)
4
If Faculty Member is Teaching for…
Time Frame
Full Term (8 Weeks): May 28, 2014 – July 31, 2014
Mini Session I (4 Weeks): May 28, 2014 – June 25, 2014
Mini Session II (4 Weeks): July 1, 2014 – July 31, 2014
Factor
2
1
1
Pays
4
Annual Salary
<Multiply a single monthly salary by 4; Banner will prorate
the payments based on the dates>
Pays
2
1
1
Annual Salary
<Enter the total amount to be paid for the summer>
<Enter the total amount to be paid for the mini session>
<Enter the total amount to be paid for the mini session>
Reminder: Banner Prorates Payments based on the Job Begin Date & Job End Date Dates.
Ex: If the Job Begin Date is set to 05/16 & the Job End Date is set to 08/15, the Factor & Pays
are set to 4, and the annual salary = $4000 then this employee will be paid $500 in May,
$1000 in both June & July, then $500 in August which totals to $3000 for the summer. In order
for the employee to receive the total payment of $4000, the below formula must be used.
$4000(total amount) ÷ 3(number of checks= .50=May, 1=June, 1=July, .50=Aug) × 4 (number of factors & pays) = $5333.33. Therefore,
$5333.33 should be entered as the annual salary. The employee will receive
$666.67-May, $1333.33 for June, $1333.33 for July and $666.67 for Aug = $4000.00
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Step 3b –Budget Information
6. Labor Distribution Information will be completed based on Budget Information. The table
below provides definitions for each of the fields. Add/Update
Effective Date
Effective Date of Change
Will equal Query Date from Slide 2
COA Code
Chart of Account Code
N - Only option for Alabama A&M
Fund Code
Fund Code Responsible for Position Compensation
<Budget Fund Code>
Organization Code
Org. Code Responsible for Position Compensation
<Budget Organization Code>
Account Code
Account Code Responsible for Position Compensation
<Budget Account Code>
Program Code
Program Code Responsible for Position Compensation
<Budget Program Code>
Percent
Percentage of Salary That Will Be Paid From This Budget
Information; Total of multiple percentages must sum to
100%
<Less than or equal to 100%>
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Step 3c – Complete Separation
7. In the Employee Position Separation Section ONLY, Jobs Effective Date & Job End Date will be
set based on the table below:
If Faculty Member is Conducting Research via a Grant for…
Time Frame
Entire Summer (May 16, 2014 - August 15, 2014)
Effective Date End Date
8/15/2014
8/15/2014
If Faculty Member is Teaching for…
Time Frame
Effective Date End Date
Full Term (8 Weeks): May 28, 2014 – July 31, 2014
7/31/2014
7/31/2014
Mini Session I (4 Weeks): May 28, 2014 – June 25, 2014
6/30/2014
6/30/2014
Mini Session II (4 Weeks): July 1, 2014 – July 31, 2014
7/31/2014
7/31/2014
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Step 3d –Routing Queue
8. Complete the routing queue as normal based on who has financial oversight over the employee.
a) Use the chart below to assist when determining the “Funds Availability” queue:
Selecting Approvers for “Funds Availability”
Fund Routing
User Name
Unrestricted Funds (Lead with '1' or '3') Gregory_Jackson
Restricted Funds - (Lead with '2' or '6') Darcy Follett
Both
Add Both by using a “Not Selected” Drop-down Option
b) If source of summer pay meets qualifications for Sponsored Programs (see appendix for
qualifications), add “46 – (SPOPRG) Sponsored Programs/Compliance” as an additional approver.
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Step 3e –Comments
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9. Enter detailed comments justifying the rationale for the EPAF.
 Per the request of the Provost’s Office, comments should include the “Actual Amount” to
be paid to the employee as covered by this EPAF.
 For research accounts add please indicate the agency as well as a detailed description of
the work to be performed
10. Click the “Save” button.
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Appendix
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 “46 – (SPOPRG) Sponsored Programs/Compliance” as an additional approver!
II. How to Submit an EPAF... Originators: (A) Creating New EPAF