Saint Louis University

Banner Human Resources

Module

Version 8.9

Revised 11/22/2013

Saint LouisUniversity

Human Resources Division

Office of Human Resources Information Systems

Wool Center, 3545 Lindell Blvd., First Floor

St. Louis, MO 63103

Saint LouisUniversity

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 LouisUniversity 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 and include the transaction number where applicable.

Table of Contents

Chapter 1EPAF Overview

The EPAF Process

Lesson 1 – 2: EPAF Structure

Lesson 1 – 3: EPAF Categories

Lesson 1 – 4: Approval Types

Lesson 1 – 5: Approval Levels

Lesson 1 - 6: Organizational Security

Chapter 2Processing an EPAF in Banner

Lesson 2 – 1: Logging on to Self Service Banner

Lesson 2 - 2: Finding Banner Identification Numbers

Lesson 2 – 3: Self Service Banner EPAF Form

Lesson 2 – 4: Originating EPAF Actions

Lesson 2 – 5: Correcting & Tracking EPAF Actions

Lesson 2 – 6: Troubleshooting EPAF Processing Errors

Lesson 2 – 7: Deleting an EPAF Transaction

Lesson 2 – 8: Canceling an EPAF Transaction

Lesson 2 – 9: Creating a Default Routing Queue

Lesson 2 – 10: Removing a Username from a Default Routing Queue

Chapter 3Navigating NBAJOBS in Internet Native Banner

Lesson 3 -1: Viewing Current Job Information for an Employee on NBAJOBS

Appendix A: Dates Fields for EPAF Categories

Appendix B: Employee Class Code Listing

Glossary

1

Electronic Personnel Action Form (EPAF) Overview

Chapter

1

Chapter 1EPAF Overview

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.

The EPAF Process

This chart depicts the process flow for a change to an employee’s job record.

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.

1

Electronic Personnel Action Form (EPAF) Overview

New Hire Process Flow

NOTE: Forms may be printed from the website,

but I-9 must be completed while in Human

Resources:

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.

Choosing Dates for Currently Active Employee Transactions (NOT New Hires, Rehires, or Add Jobs)

1

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

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?

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 LouisUniversity 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.

Code / To / Contact for assistance
1. / 7ADJBM / Add a job for a monthly paid employee.* / Human Resources Information Systems
2. / 7ADJBB / Add a job for a biweekly employee.* / Human Resources
Information Systems
3. / 7ADJBF / Add a Federal Work Study job for a Student Worker.* / Human Resources Information Systems
Student Financial Services
4. / 7ADJBS / Add a job for a Student Worker.* / Human Resources Information Systems
5. / 7ADGRD / Add a job for a Graduate Assistant / Human Resources Information Systems
6. / 7ADSUP / Add a supplemental pay job for a monthly paid employee.* / Human Resources Information Systems
7. / 7ENDJB / End a job without terminating all employment (i.e., end one of multiple jobs; or, transfer an employee to another job.) / Human Resources Information Systems
8. / LD / Change labor distribution. / Payroll Services
HSC Finance Office
9. / 7LOA / Start or end an unpaid leave of absence / Human Resources Information Systems
10. / 7NHFAC / Hire new FT Faculty / VP Academic Affairs
Human Resources Information Systems
11. / 7NHFWS / Hire Federal Work Study / Human Resources Information Systems
Student Financial Services
12. / 7NHGRD / Hire a new Graduate Assistant / Human Resources Information Systems
13. / 7NHHST / Hire a new Housestaff / Human Resources Information Systems
14. / 7NHPTF / New Hire Part Time/Adjunct Faculty / Human Resources Information Systems
15. / 7NHSTU / Hire a new Student Worker / Human Resources Information Systems
16. / 7NHTBW / New Hire temporary biweekly staff / Human Resources Information Systems
17. / 7NHTMN / New Hire temporary monthly staff / Human Resources Information Systems
18. / 7PCGBW / Change pay, FTE, or hours per pay for a biweekly paid employee in a graded position. / Human Resources Information Systems
19. / 7PCGMN / Change pay, FTE, or hours per pay for a monthly paid employee in a graded position. / Human Resources Information Systems
20. / 7PCUHS / Change pay, FTE or hours for Housestaff / Human Resources Information Systems
21. / 7PCUBW / Change pay forstudent workers, or a temporary biweekly paid employee and union workers. / Human Resources Information Systems
22. / 7PCUMN / Change pay for a grad assistant, faculty, or temporary monthly paid employee. / Human Resources Information Systems
23. / 7RECBW / Implement a staff position title change, grade change, and rate change (when necessary) for a biweekly position. / Human Resources Information Systems
24. / 7RECMN / Implement a staff position title change, grade change, and rate change (when necessary) for a monthly position. / Human Resources Information Systems
25. / 7RHADJ / Rehire an Adjunct Faculty into the same position. / VP Academic Affairs
Human Resources Information Systems
26. / 7RHFWS / Rehire a Federal Work Study into the same position. / Human Resources Information Systems
Student Financial Services
27. / 7RHFAC / Rehire full time Faculty into the same position. / VP Academic Affairs
Human Resources Information Systems
28. / 7RHHST / Rehire Housestaff / Human Resources Information Systems
29. / 7RHSTU / Rehire a student worker into the same position. / Human Resources Information Systems
30. / 7RHSUP / Rehire a monthly paid employee into the same supplemental pay position. / Human Resources Information Systems
31. / 7RHTBW / Rehire a temporary biweekly employee into the same position. / Human Resources Information Systems
32. / 7RHTMN / Rehire a temporary monthly employee into the same position. / Human Resources Information Systems
33. / 7TRMBE / Terminate an employee with benefits (no other job) / Human Resources Information Systems
34. / 7TRMNB / Terminate an employee without benefits (no other job) / Human Resources Information Systems
35 / 3ADFAS / Additional job for a Faculty/Administrative position / Human Resources Information Systems
Transfer actions / ENDJOB and rehire actions must be processed by the appropriate departments. See note below.** / 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.

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 / Approval Type(s)
7ADJBB (add job for a biweekly employee) / 7ADJB2(Additional Job BW Employee )
7ENDJB (End Job) / 7JBTRM (NBAJOBS Termination)
LD (Labor distribution change) / LDCHG (Labor distribution change)
7LOA (Leave of Absence Start/End) / 7LEAVE (Leave of Absence start/end)
7NHFAC (New Hire Faculty) / 7NHMN (New Hire Monthly Employee)
7NHTBW (New Hire Temporary BW staff) / 7NHBW (New Hire Biweekly Employee)
7NHTMN (New Hire Temporary MN staff) / 7NHMN (New Hire Monthly Employee)
7NHSTU (New Hire Student) / 7NHBW (New Hire Biweekly Employee)
7PCGBW (Pay Change Graded Biweekly) / 7PCHGB (Pay change for BW)
7PCUNB (Pay Change for students/ temps) / 7PCHGB (Pay Change for BW)
7PCGMN (Pay Change Graded Monthly) / 7PCHGM ( Pay Change for MN)
7PCUMN (Pay Change for GA/Fac/Res) / 7PCHGM (Pay Change for MN)
7RECBW (Reclass Biweekly Position) / 7RECBW (Reclass Biweekly Position)
7RECMN (Reclass Monthly Position) / 7RECMN (Reclass Monthly Position)
7ADSUP (Additional Supplemental Pay ) / 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) /
  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

7ADJBM (Additional job for a monthly employee and provide an end date) /
  1. 7ADJB1 (Additional Job MN Employee) to begin the additional job
  2. 7JBTRM (NBAJOBS termination) to put an end date on the additional job

7ADJBS (Additional job for a student /
  1. 7ADJB3 (Additional Job FWS/Student worker) to begin the additional job

7HNFWS (New Hire Federal Work Study and provide an end date) /
  1. 7NHBW (New hires biweekly employee) to begin the job
  2. 7JBTRM (NBAJOBS termination) to put an end date on the job

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 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.
7NHSTU New Hire a Student /
  1. 7NHBW (New Hire Biweekly Employee) to begin the job.

7RHADJ (Rehire Adjunct Faculty in the same position and provide an end date) /
  1. 7REHRE (Rehire Same Position) to 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 the same position and provide an end date) /
  1. 7RHRE (Rehire Same Position) to remove an end date from the previous employment.
  2. 7ADJB3 (Add Job FWS/Student Worker) tobegin the current job.
  3. 7JBTRM (NBAJOBS termination) to put and end date on the current job.

7RHFAC (Rehire FT Faculty in the same position) /
  1. 7REHRE (Rehire Same Position) to 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 position) /
  1. 7REHRH (Rehire Same Position) to 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 same position) /
  1. 7REHRE (Rehire Same Position) to 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 same position and end job within 6 months) /
  1. 7REHRE (Rehire Same Position) to remove an end date from previous 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 same position and end job within 6 months)) /
  1. 7REHRE (Rehire Same Position) to 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

7TRMBE (Term Employee w/Benefits) /
  1. 7JBTRM (NBAJOBS Termination)
  2. 7ETERM (PEAEMPL Termination)

7TRMNB (Terminate employee w/o benefits) /
  1. 7JBTRM (NBAJOBS Termination)
  2. 7ETERM (PEAEMPL Termination)

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 1First level of approval required. Includes Department

DEPARTor School Level approval.

Level 2Second and final approval required. Can include the

VP Academic Affairs, a Vice President, and/or HSC

Finance Office.

Graduate Will approve actions related to hiring, rehiring or

Leveltermination of Graduate Assistants. Needs Department level Graduate level approvers

FinancialWill approve actions related to hiring, rehiring or

Aidadding a job to a Federal Work Study.

SuperuserA designated person with the ability (authorization) to

approve any transaction at any timeduring 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.

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.