EPAF Category Information Sheet
Information Required: Originators of this EPAF Category are asked to gather this information below before attempting to create and submit this EPAF. EPAF originators will find it helpful to have a current payroll calendar and EPAF manual accessible when creating and submitting any EPAF. There are separate Semi-Monthly (SM) and Bi-Weekly (BW) One Check EPAF categories available. Please be sure to select the appropriate one based on the employee's payroll schedule on their primary job. Always use position Z10002. For cell phone stipends, please use suffix 'CL'. Query Date (EPAF Effective Date) MUST be the first date of a pay period; otherwise the employee will receive a prorated payment. Please read the Required Comments and Additional Instructions sections at the bottom of the page.
| EPAF Field Name |
Required Data Entry |
| ACTIVATE/REACTIVATE JOB RECORD |
| Job Begin Date |
If there is a LAST PAID DATE listed above, leave this field with the original date (no entry required); otherwise enter the EPAF effective date. |
| Job End Date |
If there is a LAST PAID DATE listed above, click the "Remove" check box to remove the current end date; otherwise leave blank as you will define the end date below in the End Job section. |
| Jobs Effective Date |
Defaults to your Query Date and should be the EPAF effective date. |
| Personnel Date |
Same as EPAF effective date, unless the EPAF is retroactive, then enter the appropriate effective date. (e.g. late EPAF) |
| Pay for this PAF |
Enter pay amount. |
| Title |
Enter what payment is for: Additional Services, Award, Bonus, Cell Phone Allowance, etc |
| Hours Per Pay |
Defaults to 1. |
| Factor |
Defaults to 1, should be updated if the EPAF will be for multiple pays. |
| Pays |
Defaults to 1, should be updated if the EPAF will be for multiple pays. Must be same number as Factor. |
| Contract Type |
Default is set to ‘Overload’. If you get a related error when saving the EPAF, you may update this field to ‘Primary’. For current Full Time Faculty or Staff, this field should always be ‘Overload’. |
| END JOB RECORD |
| Jobs Effective Date |
Enter the appropriate pay period end date. If a published pay period end date is not entered, the employee may receive a prorated payment. |
| LABOR DISTRIBUTION – Refer to page 8 of Originator Manual for more detailed instructions |
| Effective Date |
Enter the EPAF effective date. |
| FOAPAL |
Defaults with the last FOAPAL paid for this job. Update as appropriate. |
| Percent |
Defaults with the last percent. Update default as appropriate. |
| DEFAULT EARNING - Must click the +Add Row to enter default earning data |
| Effective Date |
Enter the EPAF effective date |
| Earnings |
Select appropriate Earnings code from the drop down list (e.g. 200, Additional Services; 810, Cell Phone Allowance) |
| Hours or Units Per Pay |
Enter 1; or must match the Hours Per Pay above. |
| Special Rate |
Enter Per Pay amount (If Factor and Pays in the ACTIVATE/REACTIVATE JOB RECORD above equal 1, then Special Rate amount should be identical to the Pay for this EPAF amount.) If the EPAF is for multiple pays, then enter the amount for each payment. |
| End Date |
End date should be the day after the end of the pay period (typically the 1st of the month or the 16th of the month for semi-monthly pay. |
Default Earning example:
Minimum Required Routing Queue: (note - your department may require additional department approvers and the Provost Office if the EPAF is for Faculty)
| # |
Approver Level |
Name |
Action |
| 5 |
DEPT1 |
First Level Approver |
Approve |
| 70 |
HRCOMP |
ALINZ1 |
Approve |
| 80 |
PYREVW |
JSCHOEN1 |
FYI |
| 98 |
HR2 |
CWILLIAMS4 |
Approve |
| 99 |
HRAPLY |
CWILLIAMS4 |
Apply |
Required Comments: For Faculty – Please provide information regarding what the payment is for since this should be for non-teaching payments and add the Approval Level 20 – Provost Office – AASKREN1 - Approve. For Staff - please provide information regarding what the payment is for and note whether the Request for Approval to Perform Outside Employment/Additional Services Form has been completed.
Additionally, if the employees will be charging to research, please indicate the employee is TRI and the Research fund(s) they will charge to. The Labor Distribution section of the EPAF needs to reflect the home department FOAPAL.
Additional Instructions: The suffix or “00” at the end of the position number doesn’t need to be changed every time. It can be re-used as long as the same position isn’t being used for the same time frame. You may also include any other comments you wish to make in order to give more information about the personnel action. Please do not add medical or other sensitive/confidential information in the EPAF comments.
Available To
Learn More
EPAF Originator Manual (.pdf)