EPAF Error Guide

Tags EPAF

Issue/Question

Why am I receiving this EPAF error?

What does this EPAF error mean?

How to correct the EPAF from the following error message?

Environment

  • EPAF System
  • Banner 9

Cause

After attempting to save or submit an EPAF, there is an error that occurred that is preventing the EPAF to be saved or submitted.

Resolution

There are several reasons why EPAFs may fail to save or submit. Below are common errors, their causes, and guidance on how superusers can resolve them to ensure the EPAF is processed correctly. These errors will appear as the following:

  1. Error: A primary job has not been defined for this employee
    1. Causes:
      1. Employee does not have a current primary job in Banner
    2. Resolution:
      1. Change the contract type to reflect “Primary”.
  2. Error: Address of this type exists
    1. Causes:
      1. There is an active address of this type in Banner (Institutional – IN or Permanent – PR)
    2. Resolution:
      1. HR EPAF contact must correct the address in Banner or Superuser may need to resubmit the EPAF with the job only EPAF.
  3. Error: All approval types must be committed prior to submission
    1. Causes:
      1. An earn code was not entered in Step 5 before saving the EPAF
      2. The EPAF submitter changed the FOAP before saving the EPAF at least one time
      3. The routing queue is missing a mandatory level, or an action is missing for a level
    2. Resolution:
      1. If there is no earn code in Step 5, the EPAF was saved, and it now reflects null-null_null, this EPAF will not go through.  It will need to be deleted and re-entered.
        1. Enter all the information of the EPAF, especially Step 5 “Employee Job Default Earnings” section
        2. Save the EPAF
        3. Submit if there are no other changes to the FOAP information
      2. If the FOAP information was changed before saving the EPAF, this EPAF will not go through and will need to be deleted and re-entered.
        1. Enter the information of the EPAF except the FOAP info.
        2. Save the EPAF
        3. Make the appropriate changes to the FOAP  
        4. Save again and submit.
      3. If the routing queue is missing a mandatory level, Budget or HR for example, they must be added back in.
      4. If the routing queue is missing an action, make sure all non-required levels are having an “approve” or “FYI” action, and all required levels are assigned “approve”.
  4. Error: Begin Date must equal the first Jobs Detail Effective Date
    1. Causes:
      1. While reusing position number and suffix number, the new effective date is overriding the original Job Begin Date.
    2. Resolution:
      1. If the new payment should remain under the same position number and suffix for historical purposes, update the Job Begin Date (the first of the three dates listed in the row) to the date the position number/suffix was originally created. Leave both the Jobs Effective Date and Personnel Date unchanged, using the new hire effective date so they continue to match the EPAF query date.
      2. If the new payment is not related to the previous payment in the same position number and suffix, delete the current EPAF and process a new EPAF with the next suffix number available.
  5. Error: Consecutive terminated records are not allowed.
    1. Causes:
      1. Rehiring someone into a position and suffix that they previously had, and you are utilizing the EPAF that both activates and terminates the position. Example: Greg Smith was in position UE0001 that is already terminated 5/21/26. You enter an EPAF to activate the same job and suffix effective 5/22/26 and terminating 5/21/27.
    2. Resolution:
      1. Use a new suffix for the position. This will allow you to use the EPAF that both activates and terminates the job.
      2. Enter two separate EPAFS – one that activates the position and one that terminates the position. To do this workaround, you must submit the first EPAF, route through all the approvals and have it applied before starting the second EPAF.
  6. Error: Invalid Contract End Date for Job Base; must be within the Job Begin and End Date
    1. Causes:
      1. With the TERMJB or TERMIN EPAF types, the employee who is on deferred pay is terminating or switching jobs.
    2. Resolution:
      1. Work with Payroll at payroll@usd.edu as they will correct a screen on the NBAJOBS screen.
  7. Error: Invalid Supervisor Position and Suffix
    1. Causes:
      1. The supervisor listed on the EPAF does not match NBAPOSN.
    2. Resolution:
      1. Verify the correct supervisor and position number and suffix that is entered on the EPAF.
        1. If you have the correct supervisor and NBAPOSN screen needs updated, work with HR partner or hr@usd.edu where they can assist in correcting it in order for the EPAF to submit.
  8. Error: Must update at least ID, Name, or Name Type or Cannot create a new record.
    1. Causes:
      1. Issues in the Biographical section, such as:
        1. Middle name/initial is missing
        2. Misspelling of the name
        3. First and last names are switched
        4. Recent name change (e.g., after marriage) not yet reflected in Banner
    2. Resolution:
      1. Ensure the name entered on the EPAF exactly matches what is currently in Banner.
      2. Superuser must submit the EPAF according to what is currently in Banner and the employee can bring in their documents into HR for updating Banner and completing the I-9
  9. Error: New effective date cannot be after Employee's termination date
    1. Causes:
      1. The PEAEMPL Banner screen shows that they are in a terminated status
    2. Resolution:
      1. Work with Payroll at payroll@usd.edu as they will correct it and indicate whether new hire paperwork is required of not.
  10. Error: Previous deductions invalid for the new Benefit Cat. Must be terminated
    1. Causes:
      1. With a Volunteer EPAF type, the individual used to have deductions set up for a previous job.
    2. Resolution:
      1. Work with Payroll at payroll@usd.edu to turn off deduction codes.
  11. Error: The future dated Job record must be deleted before ending job
    1. Causes:
      1. There is a future date record on a Banner screen, typically NBAJOBS.
    2. Resolution:
      1. Work with HR EPAF contact or hr@usd.edu for them to assist in reviewing and deleting the future dates record.
  12. Error: This employee already has a primary job
    1. Causes:
      1. The EPAF is listed as a Primary job, but the employee already has a current job listed as primary.
    2. Resolution:
      1. Change the primary job indicator on the EPAF to either secondary or overload

If you have questions – contact Human Resources at 605-658-3660 or email hr@usd.edu.

 

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