An Electronic Personnel Action Form (ePAF) is a digital form used by departments to submit changes in employment status for
Non-Benefits Eligible (NBE) positions and/or create additional compensation requests
for Benefits Eligible (BE) positions. This process is managed through Banner Self
Service, an online system.
The key points about ePAFs are:
Used for employment-related changes and to add a position number to existing active
NBE employees. NBE Employees include:
Used to add additional compensation positions to benefits eligible employees, both
exempt and non-exempt
Used to terminate all employees from either just their position or from both their
position and 凯撒皇宫棋牌.
The requests go through a predefined approval process.
Once approved, the changes are automatically updated in the employee鈥檚 record overnight.
ePAF Roles
There are two types of roles:
ePAF Originator: the individual who creates and enters the ePAF information into Banner Self-Service
ePAF Approver: the individual who approves the ePAF that is entered, typically a Budget Officer
or Department Chair. Note: An ePAF Approver CANNOT be the Originator for an ePAF
where they are listed as an Approver.
Training is required for both ePAF Originators and Approvers.
ePAF Training & Support
ePAF Training sessions are available for both new and experienced ePAF Originators
and Approvers (primary and proxy).
Full ePAF training for Originators isrequiredfor all new ePAF Originators. Training sessions are posted in myTraining.
ePAF Approval training isrequiredfor new ePAF Approvers and Proxy Approvers. Approval training is offered remotely
on an as needed basis.
Training sessions are co-facilitated by Payroll and ITS Applications Training.
Prior to attending training, Budget Officers are asked to request ePAF security access
for their employee. Instructions are found in the .
ePAF Categories
Positions & Processes Completed using the ePAF System
AddJob ePAFs are used for those Non-Benefits Eligible (NBE) employees who are listed
as an active or current NBE WSU employee and an additional position number is being
added to their already active record in Banner or the current NBE position needs to
be extended/rehired, for example: a Grad Student who worked in the fall and needs
their appointment extended for the Spring.
AddJob ePAFs can be used for the following NBE employees:
Student Assistants
Graduate Assistants (GSA, GRA, GTA (both direct & indirect0)
NOTE: An AddJob ePAF is NOT used to Hire a NBE employee. WuHire is where NBE employees are hired. See below
for additional information regarding WuHire. If you have hired the NBE employee through
WuHire, you will extend/rehire their appointment through an AddJob ePAF.
These types of ePAFs are for Benefits Eligible employees ONLY and are used to compensate the employee for additional tasks/responsiblities that
are not included in their current position, for example: additional work on a grant
or teaching a course outside their department.
Note: The employee's primary position is benefit eligible, the additional compensation position is not
benefit eligible.
Termination ePAFs are used to terminate all employees (both benefits eligible and
non-benefits eligible) from 凯撒皇宫棋牌. There are two types of Termination ePAFs:
Used to terminate an employee鈥檚 active position(s) only. When used, this ePAF terminates
the position only. The employee will still have an active WSU employee record for
60 days.
Terminating the employee from their position will initate the 60 day termination process.
Sixty days after the employee is terminated from the position, they will automatically
be terminated from the University. The exception to this is if there is a 'future'
ePAF already in place.
If a termination date is entered when the employee is hired, email epaf@wichita.edu to request the removal of termination date prior to processing a new termination ePAF.
Instructions are located on the ePAF Hub under ePAF Processing Guides: A-TERM - Terminate
Employee From Position ePAF.
Used to terminate an employee鈥檚 active position(s) AND terminate the employee from the University, this ePAF must be used with care!
After the ePAF is approved and applied in Banner, a series of events are automatically
triggered including termination of benefits and computer network access.
Instructions are located on the ePAF Hub under ePAF Processing Guides: T-TERM - Employee
is leaving Departmen AND WSU ePAF.
The form is used to process retroactive pay changes for Benefit AND Non-Benefit Eligible positions. Click here for the form.
Contact Payroll for additional information.
ePAf Process
Originator processes the ePAF
Approvers receive automatic Notification emails at 10AM and 3PM when the ePAF is awaiting
their approval
An automatic Confirmation email is sent to Approvers and the Originator at the end
of an approval level, when the ePAF is Returned for Correction OR when it is Completed
Research Student Assistants are hired through the WuHire system and NOT through an
ePAF
Only used to hire Grant Funded Student Assistants
For details regarding the full hiring process for Non-Benefits Eligible employees,
please visit Human Resources NBE Hiring Process webpage or the WuHire SharePoint page:
ePAF & NBE Definitions
ePAF security is based upon three ePAF roles, Originator, Approver, and Proxy. Required access is set up by Information Security and Payroll.
Approvers are assigned to the ePAF Approval Levels listed below with a required action of either Approve or FYI. For detailed information,
review Default Routing Queue Instruction Guide listed below in Guides & Resources. Approvers are encouraged to assign at least
one Proxy (backup) to approve ePAFs on their behalf when the approver is unavailable.
Business Manager
Department Supervisor (this is a generic label for lab managers, hiring managers,
etc.)
Budget Officer or Chair
Budget Review Officer
Vice President
Approver Required Actions of Approve or FYI are assigned to each Approval Level. If the approval level is
preassigned as mandatory, the originator cannot remove the level or change the required
action.
Approve - the ePAF will stop on the approver and await their review and action (Approve or
Return for Correction with Comments)
FYI - the ePAF is viewable but will not stop; it will automatically advance to the next
approver
Are not eligible for retirement, vacation, sick leave, or discretionary holiday
May qualify for health insurance based upon Affordable Care Act (ACA) rules
Nonexempt Positions:
Are hourly
Affordable Care Act (ACA) eligibility is calculated based upon the average number
of hours worked per week and entered on the ePAF under Hours per Pay.
Exempt Positions:
Are salaried and paid until terminated
Affordable Care Act (ACA) eligibility is calculated based upon the average number
of hours worked per week and entered on the ePaF under Hours per Pay
Employees must work the stated number of hours per week or less
Notification emails are sent to Approvers and their Proxies at 10AM and 3PM when an ePAF is awaiting
their action.
Confirmation emails are sent to Originators, Approvers and Proxies when an ePAF is Returned for Correction
(with Comments), Voided or when it successfully completes the approval process and
is Applied in Banner during an overnight process.
ePAF & NBE Training Guides & Resources
Click on a topic below for more information.
You may be prompted to log in and authenticate with Duo.
Use the this form to gather the information needed to complete the ePAF.
Non Benefited Employees Appointment & ePAF Dates Guide contains a listing of payroll begin & end dates, query dates, and the earliest
personnel dates to be used in the ePAF.
Each type of ePAF has a required list of Approvers that much verfiy the information
listed before the ePAF can be applied. See the guides below for more information.
Approval Levels are required on all ePAFs and are setup on individual ePAFs OR using the Default Routing Queue option. It only takes a few moments to set up your
Default Routing Queues and will save you time and effort!
AddJob ePAFs are used for NBE employees who are listed as an active WSU employee and
an additional position number is being added to their already active record in Banner
or the existing NBE position needs to be rehired, for example: a Grad Student who
worked in the fall and needs their appointment extended for the Spring.
The A-TERM - Terminate Employee From Position ePAF is used to terminate an employee
from just the position
The T-TERM - Employee is Leaving Department AND WSU ePAF is used to terminate the
employee from both the position and 凯撒皇宫棋牌
Processes used to process funding changes using Change of Status ePAF, Fund Code Change
ePAF, and Prior Pay Period Funding Change Form
How to do a One Time Pay ePAF for a non-benefits eligible employee
How to either Void or Cancel an ePAF. If the exempt Graduate, Lecturer or U4 declined the position AND the individual has NOT been paid, the Originator is to CANCEL the ePAF.
How to update Campus Box Address/Phone Changes useind the Campus Address ePAF:
Information regarding the Positions by Org, Enrollment/Employment Verification Report,
and the Job Begin Date report in Reporting Services
Information regarding Lecturers & GTA Policies and forms available
Prior to entering the Graduate ePAF, review the Enrollment / Employment Verification Report in Reporting Services, HR 鈥� ePAF Reports to determine eligibility.
Things to know BEFORE you start a Graduate ePAF
Calculate Graduate hourly rate to verify minimums are met
Eligible Undergraduate and Graduate Students may work the following based on the number
of credit hours they are enrolled in according to Academic Year or Summer/Scheduled
breaks.
During Academic Terms (Spring & Fall Semesters)
Type of Position
Minimum Enrollment (Credit Hours)
Maximum Hours Available to Work Per Week
Student Assistant
3 - 5
15
Student Assistant
6 or greater
30
Work Study Student Assistant
6 or greater
30
Graduate Assistant
6 or greater
20
Graduate Teaching Assistant
6 or greater
20
International Students
Undergraduate: 12 Graduate: 6
20
During Summer Semester & when classes are not in session (i.e. Winter Break)
Type of Position
Minimum Enrollment (Credit Hours)
Maximum Hours Available to Work Per Week
Student Assistant
3 or greater
40
Work Study Student Assistant
6 or greater
40
Graduate Assistant
6 or greater
40
International Students
Undergraduate: 12 Graduate: 9
40
* Graduate Teaching Assistants (GTAs) can only work during the regular semester timeframes
(Spring, Summer, and Fall) unless assigned specifically to a pre-session course. GTAs
cannot work when classes are not in session (i.e. Winter Break).
Students are permitted to have multiple positions on campus as long as the total hours
worked does not exceed the maximum hours listed.
Employees who have a Position Only Termination date listed on their position in WuHire
or a Position Only Termination ePAF processed are considerd active WSU employees with
no active position on file. Their position has terminated but their WSU employment
record is still active.
This includes:
Employees who are terminated from their position using the Position Only Termination
ePAF
Temporary employees who have a termination date built into their Job Offer in WuHire
(Lecturers, GRA, GSA, GTA, U4 and U3).
Because their WSU employment record remains active, a 60 day termination process has
been implemented for security reasons.
Employee(s) will automatically be terminated from the University 60 days after the
termination date listed.
What this means for you:
If this person has left employment and is not returning, no action is needed, and
the employee will automatically terminate from WSU when the 60 days has passed.
If you do intend to re-engage this individual into an active position, it is recommended that you extend their
position in WuHire. The extention must be submitted and fully approved before the 60 days expire.
Please note: If no job extention is in place, once the 60 days from termination has passed,
the full hiring process for Non-Benefits Eligible Employees will be required to 're-hire'
the employee.
Contact Information
ePAF questions may be directed to the following areas:
Positions & Processes Completed using the ePAF System
NBE Positions Processed through the WuHire System