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. Use position Z10002. Query Date (PAF effective date) MUST be the first date of a pay period; otherwise the employee will receive a prorated payment.
| EPAF Field Name |
Required Data Entry |
| ACTIVATE/REACTIVATE JOB RECORD |
| Job Begin Date |
If there is a LAST PAID DATE listed, leave this field with the original Job Begin date (no entry required). If the field is blank, enter the EPAF effective date. |
| Job End Date |
If there is a LAST PAID DATE listed, 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.E |
| Title |
Enter what payment is for: Additional Services, Award, Bonus, Cell Phone Allowance, etc |
| Hours Per Pay |
Defaults to 1; may be updated if necessary. |
| Factor |
Defaults to 1; may be updated if necessary. |
| Pays |
Defaults to 1, may be updated if necessary. Must be same number as Factor. |
| Payroll ID |
Not Enterable and Defaults to BW. |
| Leave Rept Pay ID |
Not Enterable and Defaults to BW. |
| Leave Report Method |
Not Enterable and Defaults to P. |
| Contract Type |
Default is set to ‘Overload’. For current Full Time Faculty or Staff, this field should always be ‘Overload’. If you get a related error when saving the EPAF, you may update this field to ‘Primary’. |
| 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. |
| Personnel Date |
If blank, no need to enter a date. If prior date is listed, update to the same as the Jobs Effective date above. |
| LABOR DISTRIBUTION - Must click the +Add Row to enter default earning data |
| 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. Must equal 100. |
| DEFAULT EARNING - See examples below |
| 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 (for BW staff this will be the next pay period start date which is on Mondays). |
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 is typically 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 and forwarded to HR.
Additionally, if the employees will be charging to research, please indicate the employee is TRI, who will be their direct supervisor (CostPoint time approver) 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 pay periods. 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)