Long EPAFs for Primary Appointments (TEMSL, TEMHR, and TEMWS)

How do I submit a TEMSL, TEMHR, or TEMWS EPAFs for new temporary employees?

What EPAF do I use for temporary employees brand new to the system?

I need to submit an EPAF that will create both the employee and job records.

What EPAF do I use for work-study students?

EPAF System

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The following long-form EPAFs use the same processing steps. Select the appropriate EPAF based on whether the employee is paid an hourly rate or annual salary and whether the position is temporary hourly, temporary salaried, or work-study. Use these EPAFs for temporary employees who have never worked for the institution or whose prior institutional employment was several years ago in a different capacity. Unlike the Short EPAFs, these forms also update PPAIDEN (General Personal Information) and PEAEMPL (Employee Information).

• Appointment Temporary Hiring Process – Salaried – TEMSL
  • Use TEMSL (Appointment of temporary job with an end date) to create an employee and job record for a temporary salaried employee’s primary position. Examples include adjunct instructors, salaried graduate students, and salaried temporary employees.
• Appointment Temporary Hiring Process – Hourly – TEMHR
  • Use TEMHR (Appointment of temporary job with an end date) to create an employee and job record for a temporary hourly employee’s primary position. Examples include hourly adjunct instructors, student hourly employees, graduate administrative assistants, and hourly temporary employees.
• Appointment Temporary Hiring Process – Work Study – TEMWS
  • Use TEMWS (Appointment of temporary job with an end date – Hourly Work Study) for a work-study student’s first appointment. Appointment effective dates must reflect the appropriate academic dates. Include the employee’s Financial Aid award total in the EPAF comments.
• BENSL and BENHR should not be used because the HR office enters PEAEMPL and PPAIDEN for benefit-eligible employees.

When beginning the EPAF, you will need to complete the initial steps in the landing page of our EPAF Guide to create and or find the employee’s ID.  After completing the general identification section and selecting Go, select the position you want to fill. 

1. Enter the position number into Position block 
2. Enter the suffix number into the Suffix block.  The suffix number is incremental.  If the base job is 00, then the next record for the same employee will be suffix 01, then 02, etc. 
3. To check which suffix numbers have been used, click on “All Jobs” to see a listing of positions and suffixes the employee has/had
4. Make sure the position title drops in
5. If these steps are missed, you will not be able to submit the form
6. Select Go

General Person Information – Step 1

7. Enter the legal name of the applicant/employee.  This can be found on the employee’s SSN card or passport.
   1. First Name
   2. Last Name
   3. Middle Name or Middle initial (as it exists on employee’s SSN card or passport)
8. Leave the Name Type as Not Selected.  This will populate in Banner a name type of NULL.  This is the appropriate name type to go with the SSN Name.
9. ID will say Generated
10. Birth Date must be entered in the MM/DD/YYYY format
11. Citizenship Status
    1. This field defaults to U.S. Citizen
    2. If the employee is not a U.S. citizen, select the appropriate status from the drop-down menu based on the Personal Data Sheet or Form I-9
12. Ethnicity
    1. An ethnicity must be selected.  Unknown or Not Disclosed cannot be used.
13. Select Sex based on the employee’s completed paperwork
14. SSN
    1. SSN number must be populated without dashes.
       1. If the employee does not have a Social Security Number, then contact the HR Office to generate a fake SSN number to use 
15. Marital Status
    1. Select the indicated marital status
16. Address From Date
    1. This should be populated to match the hire date
17. Address should be populated according to the Institutional Address.  Enter the Department Address in the following format
    1. Address Line 1—Building Code and Room Number
    2. Address Line 2—Department
    3. Address Line 3—Exchange Location
       1. Ex. U Exchange 414 E Clark St
       2. 1400 West 22^nd St
       3. 41801 N. Career Ave.
18. City
    1. Enter the city for the department address
19. South Dakota populates automatically. If needed, select a different state from the drop-down menu.
20. ZIP Code
    1. Enter the ZIP Code that corresponds to the city listed above
21. Leave Address Sequence blank (NULL)
22. Select IN as the Address Type for an institutional address
23. County
    1. Leave this field blank
24. Inactive Address
    1. Select “No” to indicate that the address is active

Employee Information – Step 2

1. Employee Class Code
   1. Enter the class code that is associated to the position
2. The Employee Status
   1. Enter Active for the beginning record
3. Current Hire Date
   1. This must match the query date and the date of the address
   2. It must be loaded as MM/DD/YYYY
4. Home COAS is always S
5. Home Organization and Distribution Orgn can be entered according to the department’s timesheet org
   1. Example: 2DOHR1 for HR or 2NBUS1 for Business School
6. Location Code must be filled with the Home Employer (USD for all USD employees)
7. District Code
   1. must be populated with one of the following
      1. UPR—University Proper
      2. SOM—School of Medicine
      3. UC—USD Sioux Falls
8. College Code
   1. Select the “U” code for the department associated with the position. Do not use codes beginning with “2,” as the correct code is essential for reporting.

Job Detail Information – Step 3

1. Contract Type
   1. Select Primary, Secondary, or Overload
2. Job Begin Date and Job Effective Date
   1. Enter the employee’s hire date for the position
3. Personnel Date
   1. Enter the first day they reported or will report to work. This may not always match the Job Begin and Effective Dates.
4. Job Status
   1. Enter Active
5. Title
   1. Update to reflect working title
6. Regular Rate
   1. Must be populated with the annual salary or hourly rate depending on the employee and EPAF type
   2. For overloads, enter “0”
7. Step will auto populate with 0
8. FTE
   1. Enter “0” for hourly students, work studies, and all overload records
   2. For other employee types, enter calculated FTE based on the FTE Calculation Article
9. Employer Code
   1. Enter appropriate university, special school, etc.
10. Job Change Reason
    1. For a new hire should always be used with one that starts with ‘A’
    2. AB000 is for all students and temporary employees
11. Timesheet Orgn
    1. Enter the appropriate Timesheet ORG code for the hiring department
    2. Example: 2DOHR1 for HR or 2NBUS1 for Business School
12. Timesheet COA should always be “S”
13. Supervisor’s Position
    1. Enter the supervisor's position number.  This should typically be the supervisor's Primary job.
14. Supervisor’s Suffix must match that of the supervisors on NBAJOBS
    1. Enter the suffix associated with the supervisor's current position
15. Hours per Day must be populated 
    1. Enter hours per day spent on this position 
       1. For a full time position, enter 8  
       2. Prorate the hours for positions that are less than 100% time
       3. The value must be a whole number and cannot contain a decimal 
16. Hours per Pay. Enter estimated monthly hours based on FTE.
    1. Enter the appropriate hours per pay period based on the employee's percent effort and FTE
    2. If the position is full-time, enter 173.33 hours
17. Factor
    1. Enter the number of pay periods the employee will be working and on-contract
       1. For example, if it is a 9-month faculty, then enter 9
       2. For temporary and student employees, this would be the number of “pay periods” the dates of employment cover 
18. Pays will be the same as Factor
    1. This should be the number of pay periods an employee will be paid
    2. For temporary and student positions, this should match the factors above
19. Time Entry Method.  Choose from drop down
    1. Payroll time entry – used for all temporary salaried employees or when paying a flat fee 
    2. Employee time entry via Web – used when the employee must enter hours on a timesheet or leave report
    3. Department time entry – no longer an option

Employee Job Labor Distributions – Step 4

1. Enter the FOAPAL if it has changed only after saving the EPAF at least once 
   1. The FOAP that defaults is from NBAPBUD
   2. DO NOT change the FOAP on TEMWS

Employee Job Default Earnings – Step 5

Note: This section cannot be left blank before saving. Information must be entered before the form can be saved and submitted at a later date.

1. Enter the appropriate Default Earnings Codes for the EPAF type
   1. For salaried positions, enter REG and the employee’s monthly work hours
   2. For temporary hourly positions, enter EPF and one unit
2. If the employee (CSA or NFE) is eligible for benefits and Longevity Pay, enter date that is the next pay cycle start date after hired (if hired on Aug 18^th, enter date of 08/22/20xx), enter LGE code, and enter “1” in Hours or Units Per Pay
3. For codes such as SUP, SOL, or SS1, enter the 22nd of the month as the begin date and the 22nd of the final paid month as the end date

Temporary Employee Termination – Step 6

1. Enter termination date for this job
   1. The jobs Effective Date and Personnel Date should be the same
2. Job Status will auto populate with Terminated
3. Job Change Reason
   1. Enter the appropriate reason code.  A majority of these actions will be TV012 (for students) or TV013 (for non-students).

Routing Queue

1. Enter the appropriate routing queue for your department and campus
2. If there is a queue that pre-populates, data must be entered.  Others could be populated if desired. 

Comments

1. Enter factual comments that support the action. Remember that all recorded comments may be included in reports.
   1. For a TEMWS EPAF, include the work-study award amount
2. When finished, select Save
   1. If this is the first save and a change is needed, update the FOAP information
3. Select Submit at the top or bottom of the page
4. Any errors or warnings will appear at the top of the page. Warnings do not prevent submission.
5. Correct any errors, save the EPAF again, and resubmit it

You will get a green message at the top when the transaction has been submitted successfully.

Please contact the Human Resources if you need further assistance.