SAINT LOUIS UNIVERSITY
Banner Human Resources
Module
Version 8.9
Self Service Banner
Electronic Personnel
Action Form (EPAF)
Participant Training
Guide
Revised 11/22/2013
Saint Louis University
Human Resources Division
Office of Human Resources Information Systems
Wool Center, 3545 Lindell Blvd., First Floor
St. Louis, MO 63103
Saint Louis University
Electronic Personnel Action Form (EPAF)
Participant Training Guide
Introduction
T
he Banner system is a web-based, administrative software application
developed Ellucian. This system provides Saint Louis University with online
administrative functionality. The system integrates data from Human
Resources, Finance, Student, Financial Aid, and Alumni and Advancement areas.
This feature enables authorized users to access information existing on other
systems. The Human Resources system is a complete employee information and
management system within the integrated product.
The Banner Human Resources System consists of two components:
 Internet Native Banner (INB), and
 Employee Self Service.
Authorized employees access INB to look up departmental employee information
and enter departmental time keeping information (where applicable), and they
will access Banner Self Service to create and approve electronic personnel action
forms (EPAFs). University employees access Self Service to verify, and in some
cases, update their demographic, biographic, benefits, and payroll-related
information. In addition, authorized employees will enter their timecard
information electronically in Employee Self Service. Electronic time entry
instructions are available in the Web Time Entry training guide provide by the
Payroll Office.
The electronic personnel action form (EPAF) function of Banner allows the
University to process paperless personnel actions. EPAF’s are simple, concise, and
allow many values or data elements to default into the document without manual
data entry. The forms enable the University to achieve our goal to process
personnel actions rapidly, through an electronic approval process, providing an
audit trail of all approval/disapproval history.
This reference guide provides step-by-step instructions for using the EPAF
functionality in Self Service Banner. It is recommended that departmental users
complete the Banner Human Resources (HR) Basics training session prior to the
EPAF session to become familiar with basic navigation and obtain an understanding
of commonly used forms in the Human Resources module of the Banner system.
For questions about EPAF processing, please send an e-mail to EPAFhelp@slu.edu
and include the transaction number where applicable.
i
Table of Contents
Chapter 1
EPAF Overview .................................................................1
The EPAF Process ...........................................................................2
Lesson 1 – 2: EPAF Structure ..............................................................7
Lesson 1 – 3: EPAF Categories ............................................................8
Lesson 1 – 4: Approval Types ......................................................... 11
Lesson 1 – 5: Approval Levels ........................................................... 14
Lesson 1 - 6: Organizational Security.................................................. 15
Chapter 2
Processing an EPAF in Banner .............................................. 16
Lesson 2 – 1: Logging on to Self Service Banner ..................................... 17
Lesson 2 - 2: Finding Banner Identification Numbers ................................ 18
Lesson 2 – 3: Self Service Banner EPAF Form ......................................... 21
Lesson 2 – 4: Originating EPAF Actions ................................................ 23
Lesson 2 – 5: Correcting & Tracking EPAF Actions ................................... 24
Lesson 2 – 6: Troubleshooting EPAF Processing Errors .............................. 27
Lesson 2 – 7: Deleting an EPAF Transaction .......................................... 29
Lesson 2 – 8: Canceling an EPAF Transaction ......................................... 29
Lesson 2 – 9: Creating a Default Routing Queue ..................................... 30
Lesson 2 – 10: Removing a Username from a Default Routing Queue............. 32
Chapter 3
Navigating NBAJOBS in Internet Native Banner ......................... 34
Lesson 3 -1: Viewing Current Job Information for an Employee on NBAJOBS ... 35
Appendix A: Dates Fields for EPAF Categories .......................................... 39
Appendix B: Employee Class Code Listing ............................................... 43
Glossary ....................................................................................... 44
ii
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Chapter
1
Chapter 1 EPAF Overview
Chapter Objectives:
After completing this chapter, you will be familiar with:
 The EPAF process
 EPAF categories
 EPAF approval levels and routing queues
 How to contact HRIS for system access
D
epartments will use the electronic personnel action form (EPAF) process to
create change(s) to employee and job records and to submit these changes
through a pre-determined approval queue (routing). If approved, these
changes will be applied to the Banner database by Human Resources or Payroll.
1
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
The EPAF Process
This chart depicts the process flow for a change to an employee’s job record.
Department decides to make a change
impacting an employee’s record (i.e., new
hire, rehire, pay change, etc.)
Rehire
/ New
hire
action?
Yes
Department directs employee to complete
Information form, Tax and I-9 forms.
HRIS Office activates new employee in
Banner system and enters employee’s
personal information (PPAIDEN records).
No
Department originator initiates an
Electronic Personnel Action Form (EPAF)
in SSB, indicating the changes to be made
to the employee’s record.
No
Part or Full
time
regular
staff?
Yes
Department originator submits the
completed EPAF for approval.
Level 1 (Dept./School) and 2 (Provost/
VP/HSC Finance) approvers log in to SSB
and review pending EPAF actions.
The HRIS Office enters new
hire/ rehire part time or full
time regular employees in the
Banner system and creates their
job.
EPAF returned to originator for correction
and changes are made to the EPAF in SSB.
Yes
EPAF
approv
ed?
No
Yes
EPAF action is applied to INB by
HRIS or Payroll department.
2
Change
s to
EPAF
needed
No
EPAF action is not approved. No
changes will be applied to INB.
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
 Checkpoint - Hiring full-time or part-time regular staff
When hiring a full-time or part-time regular staff, please work with the Human
Resources Office. An EPAF will not be processed for these new hires; instead, the
SLU Online Hiring system will provide a hiring proposal used by Human Resources
Information Systems (HRIS) office to enter the new hire in the Banner system.
These employees will still need to complete an I-9 Employment Eligibility
Verification Form, Tax Forms, and the Human Resources Information Form no
later than their first day of employment. These forms are required to generate a
Banner ID number for the employee.
3
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
New Hire Process Flow
Employee completes paperwork (Personal
Information, I-9, and tax forms) in Human
Resources.
Employee hired by department.
Personal Information is entered in Banner and a
Banner ID number is created. PEAEMPL record is
activated with generic information.
NOTE: Forms may be printed from the website,
but I-9 must be completed while in Human
Resources: http://www.slu.edu/services/HR/hrforms.html
Automated Processes run (1-2 nights): Email
Account and username established.
Yes
Staff
hire?
Employee obtains SLU ID Badge and/or
parking if applicable.
Employee PIN Generated
Completed hiring proposal matched to employee
paperwork and entered in Banner.
No
Department uses Banner ID to originate and submit an EPAF.
(Faculty, students, FWS, grad. assts., housestaff)
Yes
FWS?
EPAF reviewed and approved by Financial Aid
Office
No
EPAF reviewed and approved by
Department level approver
EPAF reviewed and approved by VP/HSC
Finance/Provost level approver
EPAF matched to employee paperwork and
Applied by Human Resources
Hours entered (bi-weekly) or exception time
submitted (monthly) by employee or Dept.
Automated Processes run (1-2 nights):
People Finder populated.
Time approver reviews and approves time entered.
Payroll processes run (2-3 days) and direct deposit
or check is generated for payday.
4
Time sheet or Time Records now available to
Department and Staff
Employee Paid!
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
New Hire, Rehire, or Add Job – Which Category Should Be Used?

New Hire – Currently has no other jobs, and has never been in the position number before.

Add Job – Has another job(s), and has never been in the position number before

Rehire – Trumps everything. If they have ever been in the position number before, you would originate a rehire EPAF
for their only job, or an additional job.
5
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Choosing Dates for Currently Active Employee Transactions (NOT New Hires, Rehires, or Add Jobs)
Change Action is
needed for an
active employee.
EPAF is either a pay change or a reclassification.
Will the
Employee remain
active after this
transaction is
Yes
processed?
No
Effective date: Use
the first date after
the employee’s last
paid date for the
effective date, or
the date the event
actually happens if
it is within the
current pay period
or is future dated.
EPAF is either an end job or a termination
Query date: Use the
employee’s last paid
date for the query
date, or the date the
event actually
happens if it is within
the current pay
period or is future
dated.
Refer to NBAJOBS to
find last date paid.
6
Query date: Use
the first date after
the employee’s last
paid date for the
query date, or the
date the event
actually happens if
it is within the
current pay period
or is future dated.
Effective date: Use
the employee’s last
paid date as the
effective date, or
the date the event
actually happens if
it is within the
current pay period
or is future dated.
Personnel date: Use
the date when the
action should have
occurred. For current
pay period or future
dated items, this will
be the same as the
effective date. For
post dated items, this
will be a date from
the past (retroactive).
Personnel date: Use the date when
the action should have occurred.
For current pay period or future
dated items, this will be the same as
the effective date. For post dated
items, this will be a date from the
past.
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Lesson 1 – 2: EPAF Structure
The Banner Human Resources module has been set up to process electronic
personnel action forms (EPAFs) for changes that departments initiate and approve
for faculty, staff, and student employees. An EPAF consists of a category,
approval types (blocks of fields to be completed), and an approval routing queue.
EPAF Category
(the personnel action/change)
Approval Type A



Field 1
Field 2
Field 3
Approval Type B



Field 1
Field 2
Field 3
Sets of fields
within the
Category designed
to accomplish the
parts needed for
the action. A
category may have
1 or more types.
Labor Distribution
Verify or set up new funding for the job.
Approval Routing Queue



Who must approve the personnel action?
Who needs to be informed of the action?
Who applies the action to the system?
7
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Lesson 1 – 3: EPAF Categories
The Banner Human Resources module has been set up to process electronic
personnel action forms (EPAFs) for changes that departments initiate and approve
for faculty, staff, and student employees. The Banner system uses a category
code to identify the type of change processed. The following table depicts the
categories that Saint Louis University has set up for processing EPAF actions in Self
Service Banner.
 Checkpoint - The department originator must select the appropriate code to
enter in the EPAF form when processing an action for an employee’s record.
1.
Code
7ADJBM
To
Add a job for a monthly paid
employee.*
Add a job for a biweekly
employee.*
Contact for assistance
Human Resources
Information Systems
Human Resources
Information Systems
2.
7ADJBB
3.
7ADJBF
Add a Federal Work Study job
for a Student Worker.*
Human Resources
Information Systems
Student Financial Services
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
4.
7ADJBS
Add a job for a Student Worker.*
5.
7ADGRD
6.
7ADSUP
7.
7ENDJB
8.
LD
Add a job for a Graduate
Assistant
Add a supplemental pay job for
a monthly paid employee.*
End a job without terminating
all employment (i.e., end one of
multiple jobs; or, transfer an
employee to another job.)
Change labor distribution.
9.
7LOA
10. 7NHFAC
Start or end an unpaid leave of
absence
Hire new FT Faculty
11. 7NHFWS
Hire Federal Work Study
12. 7NHGRD
Hire a new Graduate Assistant
13. 7NHHST
Hire a new Housestaff
14. 7NHPTF
New Hire Part Time/Adjunct
Faculty
Payroll Services
HSC Finance Office
Human Resources
Information Systems
VP Academic Affairs
Human Resources
Information Systems
Human Resources
Information Systems
Student Financial Services
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
8
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
15. 7NHSTU
Hire a new Student Worker
16. 7NHTBW
New Hire temporary biweekly
staff
New Hire temporary monthly
staff
Change pay, FTE, or hours per
pay for a biweekly paid
employee in a graded position.
Change pay, FTE, or hours per
pay for a monthly paid employee
in a graded position.
Change pay, FTE or hours for
Housestaff
Change pay for student workers,
or a temporary biweekly paid
employee and union workers.
Change pay for a grad assistant,
faculty, or temporary monthly
paid employee.
Implement a staff position title
change, grade change, and rate
change (when necessary) for a
biweekly position.
17. 7NHTMN
18. 7PCGBW
19. 7PCGMN
20. 7PCUHS
21. 7PCUBW
22. 7PCUMN
23. 7RECBW
24. 7RECMN
25. 7RHADJ
26. 7RHFWS
27. 7RHFAC
28. 7RHHST
29. 7RHSTU
30. 7RHSUP
31. 7RHTBW
Implement a staff position title
change, grade change, and rate
change (when necessary) for a
monthly position.
Rehire an Adjunct Faculty into
the same position.
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
VP Academic Affairs
Human Resources
Information Systems
Rehire a Federal Work Study into Human Resources
the same position.
Information Systems
Student Financial Services
Rehire full time Faculty into the VP Academic Affairs
same position.
Human Resources
Information Systems
Rehire Housestaff
Human Resources
Information Systems
Rehire a student worker into the Human Resources
same position.
Information Systems
Rehire a monthly paid employee Human Resources
into the same supplemental pay Information Systems
position.
Rehire a temporary biweekly
Human Resources
employee into the same
Information Systems
position.
9
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
32. 7RHTMN
33. 7TRMBE
34. 7TRMNB
35
3ADFAS
Transfer
actions
Rehire a temporary monthly
employee into the same
position.
Terminate an employee with
benefits (no other job)
Terminate an employee without
benefits (no other job)
Additional job for a
Faculty/Administrative position
ENDJOB and rehire actions must
be processed by the appropriate
departments. See note below.**
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
Human Resources
Information Systems
* An additional job (7ADJBM, 7ADJBB, 7ADJBF, 7ADJBS, 7ADSUP) EPAF cannot be
originated along with a rehire or new hire action. The rehire or new hire action
must be approved and applied before the additional job EPAF can be submitted in
Banner.
 Checkpoint - Hiring full-time or part-time regular staff
When hiring a full-time or part-time regular staff, please work with the Human
Resources Employment Office. An EPAF will not be processed for these new hires;
instead, the People Admin System will provide the information about the new hire
to the Human Resources Information Systems (HRIS) office for entry in the Banner
system. These employees will still need to complete an I-9 Employment Eligibility
Verification Form, Tax Forms, and the Human Resources Information Form no later
than their first day of employment.
 Checkpoint – Transfer of full-time or part-time regular staff
An EPAF will not be processed for staff transfers; instead, the People Admin
System will provide the information about the transfer to the Human Resources
Information Systems (HRIS) office for entry in the Banner system. The HRIS
department will also enter the end job for the initial assignment.
 Checkpoint - Retroactive Pay Actions
When processing EPAF actions with begin dates before a pay period that has
already ended, be aware that retroactive pay will be paid on the first available
pay period. Departments are encouraged to enter changes to jobs and pay prior to
or during the pay period that will be affected by the change. Retroactive pay
actions may result in a temporary increase in tax liability for the employee.
10
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Lesson 1 – 4: Approval Types
For each EPAF category or action, one or more approval types are required. These
approval types establish the fields that can be entered and the type of routing
queue required for the specific action.
The following EPAF categories require one approval type (one set of required
fields):
EPAF Category
7ADJBB (add job for a biweekly
employee)
7ENDJB (End Job)
LD (Labor distribution change)
7LOA (Leave of Absence Start/End)
7NHFAC (New Hire Faculty)
7NHTBW (New Hire Temporary BW staff)
7NHTMN (New Hire Temporary MN staff)
7NHSTU (New Hire Student)
7PCGBW (Pay Change Graded Biweekly)
7PCUNB (Pay Change for students/
temps)
7PCGMN (Pay Change Graded Monthly)
7PCUMN (Pay Change for GA/Fac/Res)
7RECBW (Reclass Biweekly Position)
7RECMN (Reclass Monthly Position)
7ADSUP (Additional Supplemental Pay )
Approval Type(s)
7ADJB2(Additional Job BW Employee )
7JBTRM (NBAJOBS Termination)
LDCHG (Labor distribution change)
7LEAVE (Leave of Absence start/end)
7NHMN (New Hire Monthly Employee)
7NHBW (New Hire Biweekly Employee)
7NHMN (New Hire Monthly Employee)
7NHBW (New Hire Biweekly Employee)
7PCHGB (Pay change for BW)
7PCHGB (Pay Change for BW)
7PCHGM ( Pay Change for MN)
7PCHGM (Pay Change for MN)
7RECBW (Reclass Biweekly Position)
7RECMN (Reclass Monthly Position)
7ADJBS (Additional job for a student
For EPAF categories requiring more than one approval type, the additional
approval types will appear in subsequent sections of the Self Service EPAFs.
The following EPAF categories require two or three approval types (more than
one set of required fields):
7ADJBF (Additional job for FWS and
provide a specific end date)
7ADJBM (Additional job for a monthly
employee and provide an end date)
7ADJBS (Additional job for a student
7HNFWS (New Hire Federal Work Study
and provide an end date)
1. 7ADJB3 (Additional Job FWS/Student
Worker) to begin the additional job
2. 7JBTRM (NBAJOBS termination) to put
an end date on the additional job
1. 7ADJB1 (Additional Job MN Employee)
to begin the additional job
2. 7JBTRM (NBAJOBS termination) to put
an end date on the additional job
1. 7ADJB3 (Additional Job FWS/Student
worker) to begin the additional job
1. 7NHBW (New hires biweekly
employee) to begin the job
2. 7JBTRM (NBAJOBS termination) to put
an end date on the job
11
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
7NHGRAD (New Hire Graduate Assistant
and provide an end date)
1. 7NHMN (New hire monthly
employee) to begin the job
2. 7JBTRM (NBAJOBS termination) to
put an end date on the job
7NHPTF (New Hire Part Time/Adj Faculty 1. 7NHMN (New hire monthly employee)
and provide an end date)
to begin the job.
2. 7JBTRM (NBAJOBS termination) to put
an end date on the job.
7NHSTU New Hire a Student
1. 7NHBW (New Hire Biweekly
Employee) to begin the job.
7RHADJ (Rehire Adjunct Faculty in the
1. 7REHRE (Rehire Same Position) to
same position and provide an end date)
remove an end date from the previous
employment.
2. 7ADJB1 (Additional Job MN Employee)
to begin the current job.
3. 7JBTRM (NBAJOBS termination) to put
an end date on the job.
7RHFWS (Rehire Federal Work Study in
1. 7RHRE (Rehire Same Position) to
the same position and provide an end
remove an end date from the previous
date)
employment.
2. 7ADJB3 (Add Job FWS/Student Worker)
to begin the current job.
3. 7JBTRM (NBAJOBS termination) to put
and end date on the current job.
7RHFAC (Rehire FT Faculty in the same
1. 7REHRE (Rehire Same Position) to
position)
remove an end date from the previous
employment.
2. 7ADJB1 (Additional Job MN Employee)
to begin the current job.
7RHSTU ( Rehire Student in the same
1. 7REHRH (Rehire Same Position) to
position)
remove an end date from the previous
employment.
2. 7ADJB3 (Add Job FWS/Student Worker)
to begin the current job.
7RHSUP(Rehire Supplemental Pay in the
1. 7REHRE (Rehire Same Position) to
same position)
remove an end date from the previous
employment.
2. 7ADJB1 (Additional Job MN Employee)
to begin the current job.
7RHTBW (Rehire Temp BW Staff in the
1. 7REHRE (Rehire Same Position) to
same position and end job within 6
remove an end date from previous
months)
employment.
2. 7ADJB2 (Additional Job BW
Employee) to begin the current job.
3. 7JBTRM (NBAJOBS termination) to
put an end date on the job.
7RHTMN (Rehire Temp MN Staff in the
1. 7REHRE (Rehire Same Position) to
same position and end job within 6
remove an end date from the previous
months))
employment.
2. 7ADJB1 (Additional Job MN Employee)
to begin the current job.
3. 7JBTRM (NBAJOBS termination) to put
an end date on the job
7TRMBE (Term Employee w/Benefits)
1. 7JBTRM (NBAJOBS Termination)
12
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
7TRMNB (Terminate employee w/o
benefits)
2. 7ETERM (PEAEMPL Termination)
1. 7JBTRM (NBAJOBS Termination)
2. 7ETERM (PEAEMPL Termination)
13
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Lesson 1 – 5: Approval Levels
An EPAF is originated in the department by the person who is authorized to enter
and submit changes for employee status, jobs, etc. Once an EPAF is originated, it
must be saved and submitted to an approval routing queue. In Banner there are
mandatory (required) approver levels that the EPAF is routed through before the
change can be applied to the employee’s record.
Mandatory (Required) Approvers include:
Level 1
DEPART
First level of approval required. Includes Department
or School Level approval.
Level 2
Second and final approval required. Can include the
VP Academic Affairs, a Vice President, and/or HSC
Finance Office.
Graduate
Level
Will approve actions related to hiring, rehiring or
termination of Graduate Assistants. Needs Department level
Graduate level approvers
Financial
Aid
Will approve actions related to hiring, rehiring or
adding a job to a Federal Work Study.
Superuser
A designated person with the ability (authorization) to
approve any transaction at any time during the approval
process, bypassing the people in the approval queue who
have not yet taken action on the transaction for all
organizations. A Superuser cannot dissaprove, but can
void or return the transaction for correction.
Applier
A completed EPAF must be applied to the database. For labor distribution
changes, this is done by payroll services. For all other EPAF actions, the human
resources information systems office applies actions to the Banner system.
FYI
Individuals in specific departments see different approved EPAFs for information
purposes only (after the EPAF is approved). Departments included are University
Benefits, Budget Office, Human Resources Compensation, Human Resources
Professional/Organizational Development, Human Resources Employee Relations,
Payroll Services, Office of VP Academic Affairs, and Research Administration.
14
ELECTRONIC PERSONNEL ACTION FORM (EPAF) OVERVIEW
Lesson 1 - 6: Organizational Security
Organization security will be set up and maintained by the Human Resources
Information Systems office (HRIS). New requests for security access or requests to
modify existing security access will require written approval by the employee’s
supervisor. Organizational security includes access to time approvals. The IT
Service request form can be found on the mySLU portal Tools page.
This form can be completed either by the requestor or their manager and will be
directed to the HR Security Officer for processing.
 Checkpoint – Questions about Banner Human Resources Security should be
referred to epafhelp@slu.edu.
15
CHAPTER 2 – PROCESSING AN EPAF
Chapter
2
Chapter 2 Processing an EPAF in
Banner
Chapter Objectives:
After completing this chapter, you will be familiar with:
 Opening and logging in to Self Service Banner
 Searching for a person
 The EPAF Form
 How to track an EPAF action
 How to delete an EPAF action
T
he EPAF process begins with a change or update for an employee’s record
and/or job. In order to update the system with the new information, an
EPAF must be initiated in Self Service Banner. This chapter provides the
originator with information about accessing EPAFs in Self Service Banner, tracking
EPAF actions, and deleting transactions that have been started but no longer need
to be processed.
16
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 1: Logging on to Self Service Banner
To access the forms needed to enter an EPAF action, you must have authorization
to initiate and/or approve in the Self Service system. (See previous chapter topic
– Organizational Security.) Once you have the appropriate authorizations, you will
need to log on to Self Service Banner.
Accessing Self Service Banner through the mySLU Portal
The Self Service Banner system should be accessed through the portal system.
1. Open Microsoft Internet Explorer on your computer.
2. In the Address field, enter: http://myslu.slu.edu and press Enter.
3. Enter your username and password
for the Portal system.
4. A link to the Self Service system is
included on the Tools page of the portal.
5. Find the Banner Self Service icon and click on the link.
6. Since an integrated logon system is used, you will automatically be taken to
the home page of Banner Self Service.
17
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 - 2: Finding Banner Identification Numbers
In many Banner forms, including the Self Service EPAF form, the person’s Banner
identification number will need to be entered in the key block area before
additional information can be accessed.
 Checkpoint - It is very important that you use the correct ID in the Banner
system when processing an EPAF action so that changes will be applied to the
correct person and job records.
Employee Name Search
1. After logging into Self Service Banner,
click on the Employee link.
2. Next, click on the Electronic Personal
Action Forms link near the bottom
of the screen.
3. Go to New EPAF and click the link.
18
CHAPTER 2 – PROCESSING AN EPAF
4. Once you have entered the New EPAF section of Self Service Banner, you
will automatically be taken to the New EPAF Person Selection screen.
5. You will click on the search icon in order to find the
Banner ID.
6. Type all or a portion of the employee’s last name in the appropriate box,
and all or a portion of the first name in the additional box.
a. If you know their last name but are unsure of the first name, type the
last name and a percent sign (wildcard placeholder): Brown%
b. If you know the first few letters of the last name but are unsure of
the full spelling, type the first few known letters and a percent sign:
Brow%
c. If you know their
full first and last
names, type them in
the corresponding
fields.
Note: The more you can type in for the person’s name, the narrower your
results returned. However, what you enter in the search fields must match
how the person’s name is stored in Banner.
7. Press GO. The Person Search Results box appears with the results of your
search. The number of matches for your search is displayed at the bottom
of the display box.
19
CHAPTER 2 – PROCESSING AN EPAF
8. When you see the person you are searching for, click on the ID number. The
person’s ID number and name will be returned to the New EPAF Person
Selection form. You are ready to move forward with the process by
entering the query date and the EPAF category for the type of change you
are initiating.
 Checkpoint - If you are unsure whether you have identified the correct
record for the person you are searching for, please contact the Human
Resources Information Systems (HRIS) department for assistance.
20
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 3: Self Service Banner EPAF Form
Before entering an EPAF, the originator will need to gather the necessary
information to complete the online form. Information needed for EPAF actions
includes: the employee’s Banner ID number (see previous section for search
techniques); the position number and employee class; effective dates for changes;
salary or hourly rates; etc. Once all necessary information is gathered, the EPAF
can be initiated on the EPAF form in Self Service Banner.
 Checkpoint - The employee class entered on an EPAF must be the code set up
in Banner, on NBAPOSN, for the specific position being used. For example, a
student worker position that is set up as an employee class code 61 in Banner
indicates that the employee in that position will be doing web time entry.
Using another employee class code for this student worker position could
result in the employee being unable to enter hours worked in the web time
entry system. (See Appendix A for a list of Employee Class codes.)
The following steps are used to begin the EPAF process for all actions. Additional
steps for specific actions (i.e. adding a job, rehire, pay change, etc.) are provided
in the next chapters.
Initiating an EPAF in Self Service Banner
1. From the Main Menu in Self Service Banner, click on the Employee link.
2. Find the Electronic Personnel Action Forms link at the bottom of the
Employee page and click the link.
3. Click the New EPAF link.
4. Enter or search for the ID of the employee (see instructions above for
directions on searching for an ID). This is a required field for EPAF
processing.
5. Enter the Query Date in the format of
MM/DD/YYYY, including the slashes (10/27/2009).
This is a required field for EPAF processing.
Do not use the default query date unless it is the actual date of the
transaction.
21
CHAPTER 2 – PROCESSING AN EPAF
6. Select the Approval Category that is appropriate for the type of transaction
you are creating. Utilize the drop down box to view a list of available EPAF
categories. Once you do this it will show you if the employee has any
current jobs.
7.
8. Click the GO button to move forward in the Self Service EPAF process.
After the position number has been entered (or found in a search) you will
need to TAB to the suffix field enter the suffix. At this time, 00 (zero
zero) should be entered, Click on Next Approval Type and THEN click on Go.
9.
Check your EPAF screen to make sure that the suffix has carried over to the EPAF
(if you have a hire and end job on the same assignment, check both places.
22
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 4: Originating EPAF Actions
Hands-on Demonstration
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23
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 5: Correcting & Tracking EPAF Actions
To review the status of an EPAF action that has been originated and submitted,
the originator should use the Current and History tabs of the Self Service EPAF
form. The Current tab will show items that need to be updated and submitted,
while the History tab will indicate the status of an EPAF that has been submitted.
1. From the Electronic
Personal Action Form menu
in Self Service Banner, click
on EPAF Originator
Summary.
2. You will have the option to view Current transactions that are waiting,
have been returned for correction, or all items that need to be updated
and submitted. Use the arrows within the Transaction Status box to choose
the items you would like to review.
NOTE: EPAFs that are
waiting have not been
submitted and could have
errors that prevent them
from going further in the
process. Please see the
directions for
troubleshooting EPAFs.
NOTE: EPAFs that have been
returned for correction should be
reviewed for comments written by
the approver who returned the
item. The comments will indicate
the corrections that need to be
made in order to move the
transaction forward in the process.
3. Click on the transaction number to open the EPAF in a format that will
allow you to update, change, or correct the item.
OR
24
CHAPTER 2 – PROCESSING AN EPAF
4. By clicking the
employee’s name,
you will be able to
preview the EPAF in
its entirety. You
have the option of
updating the
transaction by
clicking the Update
button. You will be
taken to a format
that will allow you
to change the
values on the EPAF.
5. By clicking the word Comments, you will be able to view comments that the
user who returned the item would have entered. You will also be able to
enter your own comments on this screen. Make sure to Save any comment
you enter.
6. To view the routing status of an EPAF that has been submitted, click on the
History tab. Historical information will be displayed for five months.
7. You will have the option to review the status of All EPAFs, Approved EPAFs,
Completed EPAFs, Pending EPAFs, Disapproved EPAFs or Voided EPAFs.
Use the arrows within the Transaction Status box to choose the status type
you would like to review.
8. By clicking the employee’s name, you will be able to view the EPAF is its
entirety. Scroll down to the approval routing queue section of the
transaction for information on who has or has not seen and approved the
item.
25
CHAPTER 2 – PROCESSING AN EPAF
NOTE:
 Approved EPAFs are waiting to be applied by HRIS.
 Waiting EPAFs are waiting in the originator’s queue
 Pending EPAFs need to be approved by an approver. You will see this distinction
on the line of the approver who needs to review and approve the transaction.
 Returned for Correction EPAF returned to the originator by one of the approvers
due to a field or fields that are incorrect, but can be corrected. Comments should
be added by the person who returned, and should be checked by the originator.
 Completed EPAFs have been applied by HRIS. The employee will have an
electronic timecard available in Self Service Banner when the transaction is in this
status.
 Disapproved EPAFs have been removed from the queue from an approver and will
not go any further in the EPAF process. Please review comments that should be
added on transactions that are disapproved. You will need to create a new
transaction if it is still necessary to initiate a change for an employee with a
disapproved EPAF.
 Voided EPAFs have been removed from the queue due to a request by the
department or due to processing errors when HRIS attempted to apply the item.
Please review comments added to voided EPAFs to see if the employee information
was updated manually by HRIS, or if another transaction needs to be processed.
E-Mail Notifications have been set up for the following categories:
E-Mail Category
To
Waiting
Pending
Originator
Person in next queue to approve
Returned for Correction
Originator
Disapproved
Originator
Voided
Originator
Completed
Originator
26
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 6: Troubleshooting EPAF Processing Errors
If you experience a problem or error message while processing an EPAF action:
 Review the Error Messages that will be displayed at the top of the EPAF
form as soon as you attempt to submit the transaction.
 Check that all required data has been entered in the EPAF fields. Verify
that the information entered is typed correctly.
 Check dates entered in fields to ensure they are appropriate for each
field. Are jobs effective dates earlier than a payroll that has already
run?
 Check that you have completed all of the necessary information for all
the approval types associated with the EPAF category. All approval
types are displayed at one time on the screen, but you will have to scroll
down to review the information.
 Check that you have saved all changes.
 Check that you have submitted the EPAF.
 Warnings do not prevent your EPAF from being submitted, and only
errors must be corrected.
Some typical errors are:
Future dated records could be end job dates for Federal Work Study, Graduate
Assistants Temp positions, or Adjuncts. They can also be salary planner records or
minimum wage changes. These dates need to be removed by HRIS.
The employee has already been in this position number before, and the EPAF is
either a New Hire or Add Job category. A Rehire EPAF should be used.
27
CHAPTER 2 – PROCESSING AN EPAF
Contact HRIS to remove the termination date.
Information is missing on the Employee Information screen. HRIS should be
contacted to enter the information.
When entering additional Labor Distribution information, 1 is required in the COA
field and 0 is required in the program field.
When completing a LOA EPAF, only enter the Assign (monthly) Salary for salaried
employees, or Regular Rate (hourly rate) for hourly employees. Do not enter both.
If an employee has more than one active position, End Job EPAFs must be used on
all positions except the last, which should done on a Termination EPAF
If the above suggestions do not solve your issue/error, contact the Human
Resources Information Systems (HRIS) department for assistance:
EPAFHelp@slu.edu 977-2381 or 977-2305.
When calling or e-mailing an EPAF question, please include the employee’s Banner
ID number, name, EPAF transaction number and a description of the error or
problem you are experiencing.
28
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 7: Deleting an EPAF Transaction
If you did not complete an EPAF action that was initiated, the EPAF transaction
will remain in the “waiting” status. The EPAF transaction must be completed and
submitted to the approval routing queue OR the action can be deleted by following
these instructions. Only “waiting” items can be deleted.
1. GO to the EPAF Originator Summary.
2. Click on the transaction number of the waiting item you wish to delete.
3. Click the Delete button.
Lesson 2 – 8: Canceling an EPAF Transaction
Once an EPAF has been applied, you no longer have the ability to make comments
on it. If you cancel an EPAF, you will be able to make comments pertaining to the
EPAF, i.e. “Class was canceled due to low enrollment.” Canceling an EPAF only
acts as an audit trail, but does NOT remove the transaction that has already
been applied. To assure this is handled correctly, the “Cancel” button on an
EPAF should only be executed by the HRIS department.
If a record needs to be removed, once an EPAF has been applied, the EPAF
originator should contact the HRIS department at 977-2305 or 977-2381
immediately to cancel the transaction and remove the record from the NBAJOBS
screen and possibly the PEAEMPL screen. If you fail to contact HRIS, the employee
will be overpaid.
29
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 9: Creating a Default Routing Queue
You have the ability to default the routing queue on individual EPAF categories so
you will not have to enter the username each time you create a transaction.
1.
After logging into Self Service Banner, go to the Electronic Personnel Action
Form link near the bottom
of
the Employee page.
2. Click on the EPAF
Originator Summary.
3. Click on the Default Routing Queue link.
4. Using the drop down feature, select the Approval Category for which you will
set up the default routing queue.
5. Click
on
Go.
NOTE: The level 10 approver cannot also be the level 20 approver
in order to provide an appropriate audit trail.
30
The originator of the EPAF should not be the level 20 approver as
the level 10 approver will be “flipped” to an FYI and not be able to
approve the transaction. Once again, the appropriate audit trail is
corrupted when the level 10 approver is changed to an FYI.
CHAPTER 2 – PROCESSING AN EPAF
6. Enter the username of the Level 10 department approver. If you do not know
the username, you may search for it by clicking the magnifying glass next to
the Level 10 Approver field.
o A pop up box will list all the level 10 approvers.
o Scroll through the list or perform a wildcard search to
choose the appropriate approver for the transaction.
o Highlight the name of the approver.
o Click the Select button.
o The name will populate the username field in the
Routing Queue
7. Enter the username of the Level 20 Provost/VP/HSC
Finance approver. If you do not know the username, you
may search for it by clicking the magnifying glass next to
the Level 20 Approver field. See bullet points on step 6 for
directions on conducting this search.
8. Continue with these steps with the remaining approval
levels until you have completed the routing queue for the
EPAF category selected.
9. Save what you have entered.
10. You will follow these instructions for each approval category for which you
choose to establish a default routing queue.
31
CHAPTER 2 – PROCESSING AN EPAF
Lesson 2 – 10: Removing a Username from a Default
Routing Queue
If an approver should leave their position or they are no longer approving your
EPAFs, you must remove that person from the default routing queue on each
category in which they have been set up. While you are removing the approver
who is no longer responsible for your EPAFs, you should replace that person with
the appropriate approver.
1. After logging into Self Service Banner, go to the Electronic Personnel Action
Form link near the bottom of the Employee page.
2. Click on the EPAF
Originator Summary.
3. Click on the Default
Routing Queue link.
4. Using the drop down feature, select the Approval Category for which you will
set up the default routing queue.
5. Click on Go.
32
CHAPTER 2 – PROCESSING AN EPAF
6. Identify the username of the person no longer approving your EPAFs. Click on
the Remove box to the right of the approver level row. Add the user approval
level and approver name below. Designate the required action.
7. Save that action.
8. The new approver is added in the correct sequence and the approver you
wished to remove is no longer there.
An exception to this rule would be if the required action for an approval level
changes (i.e. from FYI to Approve). In that case, you would need to remove all
of the approvers, save, then select the approval category again, and click GO.
Then enter all of the approvers and save. The new required action will now be
entered.
33
CHAPTER 3 – NAVIGATING NBAJOBS
Chapter
3
Chapter 3 Navigating NBAJOBS in Internet
Native Banner
Chapter Objectives:
After completing this chapter, you will be familiar with:
 Reviewing current job information
 Viewing Job History
 Details of jobs when security access is granted
 Future jobs
A
pproved EPAF actions are applied by the Human Resources Information Services (HRIS)
or Payroll Services offices. Once an EPAF affecting a person’s job is applied to the
Banner system, the information appears on the applicable jobs record in the NBAJOBS
form in Internet Native Banner. This chapter provides instructions for viewing jobs
information for an employee on the NBAJOBS form in INB.
34
CHAPTER 3 – NAVIGATING NBAJOBS
Lesson 3 -1: Viewing Current Job Information for an
Employee on NBAJOBS
1. In the GO: box on the General Menu, type NBAJOBS.
2. Press Enter.
3. The NBAJOBS form appears. Note that Key Block information (Employee Banner ID
Number, Position Number, Query Date) must be completed to access additional
information blocks.
Key Block
information
must be
entered first.
4. Enter the employee’s Banner ID number.
5. <Tab> to the Posn: field. Click on the Search button (magnifying glass) to view a list of
the employee’s current jobs.
6. In the Options list, select “List of Employee’s Jobs
(NBIJLIST)” by clicking on this title.
7. Banner will take you to the Employee Job Inquiry form
and list the employee’s current job.
Figure App-1: NBAJOBS Form
8. Roll back and change the Query Date to 01/01/2005 to
capture the entire history for the employee entered.
35
CHAPTER 3 – NAVIGATING NBAJOBS
9. Click Next Block (Ctrl-Pg Dn)
10. Review the position (positions) listed in the middle section of this form.
11. Select the position that you would like to view on NBAJOBS by highlighting the position
number and double clicking on the highlighted position number field. Banner will
return the selected position number to the calling form - NBAJOBS.
 Checkpoint – You will only be able to view the Jobs Detail information if you have
security access to the organization in which the position is located. However, this
Employee Job Inquiry List provides you with a history of positions held by the
employee entered.
12. Click on the Next Block button (or select Block, Next from the menu bar) to move into
the first information block.
13. The first information block provides basic information about when this job began
and whether it is the Primary, Secondary, or Overload job.
14. Click on the Next Block button to go to the second information block – Job Detail.
36
CHAPTER 3 – NAVIGATING NBAJOBS
15. The Job Detail block provides information about the employee’s selected job –
including FTE, Appointment Percent, Employee Class for this job, and pay rates. If
the EPAF action was applied, your changes generally appear on this information
block.
16. To view other job details, select the Options menu and select “View Job Detail
Effective Dates.” If there are multiple changes associated with this position/job, a
list will appear.
17. Click on the OK button to leave this information box.
37
CHAPTER 3 – NAVIGATING NBAJOBS
18. To view the labor distribution set up for the selected job, click on the Labor
Distribution Tab, then select the Options menu, and then select View Labor
Distributions Effective Dates. The Labor Distribution information block will appear
and you may view the accounts/percents set up for this job.
19. To exit from the NBAJOBS form, click on the X (blue X button) to go back to the
main menu.
38
Appendix
APPENDIX A
A
Appendix A: Dates Fields for EPAF Categories
EPAF
Category/Date
Field
7ADJBB
Query Date
Effective Date
Begin Date
Personnel Date
7ADJBF
Query Date
Effective Date
Begin Date
Personnel Date
7ADJBM
Query Date
Effective Date
Begin Date
Personnel Date
7ADJBS
Query Date
Effective Date
Begin Date
Personnel Date
7ENDJB
Query Date
Effective Date
Personnel Date
7LOA
Query Date
Effective Date
7NHFAC
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
Transaction Processed Before
Payroll
Transaction Processed After Payroll
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
first date after employee's last paid date
first date after employee's last paid date
employee's actual last date worked
date employee's LOA actually begins
date employee's LOA actually begins
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
first of the month following hire
date employee actually starts
date employee actually starts
date employee actually starts
first of the month following hire
date employee actually starts
date employee actually starts
date employee actually starts
39
APPENDIX A
7NHFWS
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
7NHGRD
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
7NHPTF
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
7NHTBW
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
7NHTMN
Query Date
Current Hire
Date
Effective Date
Personnel Date
7NHSTU
Query Date
Current Hire
Date
Job Begin Date
Effective Date
Personnel Date
7PCGBW
Query Date
Effective Date
Personnel Date
7PCGMN
Query Date
Effective Date
Personnel Date
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date employee actually starts
date the change should actually occur
date the change should actually occur
date the change should actually occur
any date after employee's last date paid
any date after employee's last date paid
date the change should have occurred
date the change should actually occur
date the change should actually occur
date the change should actually occur
any date after employee's last date paid
any date after employee's last date paid
date the change should have occurred
40
APPENDIX A
7PCUMN
Query Date
Effective Date
Personnel Date
7PCUBW
Query Date
Effective Date
Personnel Date
7RECMN
Query Date
Effective Date
Personnel Date
7RECBW
Query Date
Effective Date
Personnel Date
7RHADJ
Query Date
Effective Date
Personnel Date
7RHFAC
Query Date
Effective Date
Personnel Date
7RHFWS
Query Date
Effective Date
Job Begin Date
Personnel Date
7RHSTU
Query Date
Effective Date
Job Begin Date
Personnel Date
7RHTBW
Query Date
Effective Date
Job Begin Date
Personnel Date
7RHTMN
Query Date
Effective Date
Job Begin Date
Personnel Date
7TRMBE
Query Date
Effective Date
Term Date
Personnel Date
Last Date Wkd
date the change should actually occur
date the change should actually occur
date the change should actually occur
any date after employee's last date paid
any date after employee's last date paid
date the change should have occurred
date the change should actually occur
date the change should actually occur
date the change should actually occur
any date after employee's last date paid
any date after employee's last date paid
date the change should have occurred
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
any date after employee's last date paid
date employee actually starts
date employee actually starts
date the employee was first in position
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
date the employee was first in position
any date after employee's last date paid
date employee actually starts
date employee actually starts
date the employee was first in position
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
date the employee was first in position
any date after employee's last date paid
date employee actually starts
date employee actually starts
date the employee was first in position
date employee actually starts
any date after employee's last date paid
any date after employee's last date paid
date the employee was first in position
any date after employee's last date paid
date employee actually starts
date employee actually starts
date the employee was first in position
date employee actually starts
(If BEFORE last work date)
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
any date after employee's last date paid
any date after employee's last date paid
date the employee was first in position
any date after employee's last date paid
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
41
APPENDIX A
7TRMBE
Query Date
Effective Date
Term Date
Personnel Date
Last Date Wkd
7TRMNB
Query Date
Effective Date
Term Date
Personnel Date
Last Date Wkd
7TRMNB
Query Date
Effective Date
Term Date
Personnel Date
Last Date Wkd
(If AFTER the last paid date)
employee’s last date paid
employee’s last date paid
employee’s last date paid
employee's actual last date worked
employee's actual last date worked
(If BEFORE last work date)
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
(If AFTER the last paid date)
employee’s last date paid
employee’s last date paid
employee’s last date paid
employee's actual last date worked
employee's actual last date worked
employee’s last date paid
employee’s last date paid
employee’s last date paid
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee's actual last date worked
employee’s last date paid
employee’s last date paid
employee’s last date paid
employee's actual last date worked
employee's actual last date worked
42
Appendix
APPENDIX B
B
Appendix B: Employee Class Code Listing
Code
Description
Pay ID
Leave
Category
Benefit
Category
01
02
04
FT 9/10 Monthly Faculty
Post Doc Fellow/Asst
FT 12 Month Faculty
UMG
PT Faculty Salaried
Summer Faculty
PT Faculty Salaried UMG
PT Post Doc Fellow/Asst
Temporary Faculty
Salaried
FT Staff Salaried
FT Staff – Hourly Web
FT Staff-Hourly
timeclock
FT Staff-Hourly Union 1
FT Staff-Hourly Union 2
FT Staff-Hourly
Professional
PT staff Salaried
PT Hourly Web
PT Hourly Timeclock
Temporary Staff
Salaried
PT Temporary Hourly
Web
PT Temporary Hourly
timeclock
Grad Asst/Student
Student Worker Web
Student Worker
timeclock
FWS student Web
FWS student timeclock
Housestaff
Non Employee
Retiree/Buyout
Previous Employee
One Pay Biweekly
One Pay-Monthly
MN
MN
MN
NL
NL
FS
FT
FT
FT
MN
MN
MN
MN
MN
NL
NL
NL
NL
NL
PT
PT
PT
PT
MB
MN
BW
BW
SM
SB
SB
FT
FB
FB
BW
BW
BW
L5
L2
SB
U5
U2
FB
MN
BW
BW
MN
SM or NL
SB or NL
SB or NL
NL
PT
PT
PT
MB
BW
NL
MB
BW
NL
MB
MN
BW
BW
NL
NL
NL
MB
ST
ST
BW
BW
MN
MN
MN
MN
BW
MN
NL
NL
NL
NL
NL
NL
SB
SM
ST
ST
HS
NE
RT
NE
FB
FT
10
11
12
13
20
30
31
32
33
34
35
40
41
42
50
51
52
60
61
62
63
64
90
91
92
93
ZB
ZM
Pay ID
MN – Monthly
BW - Biweekly
Leave Categories
NL – No Leave
FS – Faculty Loaded Sick
SM – Staff monthly
SB – Staff biweekly
L2 – Union Local 2
L5 – Union Local 50
Benefit Categories
FT – Full Time Monthly
PT – Part time
MB – Minimal Benefits
FB – Full time BW
F2 – Union Local 2
F5 – Union Local 50
ST – Student
HS – Housestaff
NE – Non Employee
RT – Retiree (buyout)
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GLOSSARY
Glossary
Glossary
Acknowledge – Acknowledgment that an FYI has been received.
Approval Category – The reason the personnel action is being created. The
categories of EPAF actions available for use (i.e. LD-Labor Distribution Change;
NHFAC – New hire or add assignment for faculty; etc.)
Approval Level – Levels of approval required to complete a transaction.
Approval Type - The most basic type of action, such as establishing a new job
assignment for an employee or terminating an existing job assignment for an
employee.
Approved – Indicates the EPAF has been approved at all levels, and is to be
applied to Banner data base.
Cancelled – Transaction has been cancelled.
Complete – Transaction has been completed. It has been applied to banner. No
other action is necessary.
Disapproved – Indicates the EPAF has been disapproved.
FYI – Indicates that the transaction is for information only. The recipient of the
FYI is not required to take any action.
ID – A nine digit Banner employee identification number.
Initiator – The person who originates the Electronic Personnel Action Form (EPAF).
In The Queue – Indicates the transaction is awaiting approval.
Job Begin Date – This date should always match the Jobs Effective Date (see
below). For all new hire actions, this date should be the employees first day of
work.
Job End Date – The last date the person worked in the job. This is the date that
Banner inserts on the general information block when an effective date of
termination has been added to the jobs detail block. This date is entered by the
EPAF user. This date has to be taken out of the record (by HRIS) if the employee
is to be rehired.
44
GLOSSARY
Jobs Effective Date – The date this action will affect payroll. If the action is for a
future payroll, use the actual date in the future that this action will be effective.
For a retroactive action, use the first date of the current payroll to be affected.
For all new hire actions, this date should be the employees first day of work.
More Information – Request for more information by an approver before approving
an EPAF.
Originator – The creator of an EPAF.
Overridden – The status of an EPAF that has been overridden and approved by a
SuperUser.
Pending – Indicates the EPAF has been submitted properly, and is awaiting further
action/information.
Personnel Date – Information field used by Banner to reflect the actual date the
action happened. For all new hire actions, this date should be the employees first
day of work.
Proxy - Individuals authorized to approve an action in the absence of the
approver. Proxies must be set up and ended by the approver.
Query Date – The date you want to query the database. This date can be in the
past so that you can see what information was “active” on that date. When
processing an EPAF, use the earliest date the action began.
Queue Status – The status of the Electronic personnel Action (PAF) for each
individual defined in the approval queue.
Return for Correction – EPAF is returned to the Originator for correction.
Superuser – A person authorized to approve any transaction at any time during the
approval process, bypassing the people in the approval queue who have not yet
taken action on the transaction. A superuser cannot disapprove an EPAF, but can
void or return the transaction for correction.
Termination Date – The last date the employee was employed. A reason is also
required along with a date.
Transaction complete – Indicates that a transaction is complete and has been
applied to the Banner database.
Transaction Status – The status of the transactions for an Electronic Personnel
Action Form (EPAF).
Void – Indicates the transaction has been voided. Only the initiator or a superuser
can void a transaction.
45