BENSJD (Regular Appointment with Deferred Pay) EPAF

How do I complete a BENSJD (Regular Appointment with Deferred Pay) EPAF?

• EPAF System
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The following EPAF is specific to setting up a deferred pay plan (DPP) account for employees who are working less than 12 months but will be paid over 12 months. This guide is only adding a job record.

• Appointment Regular Hiring Process – Salaried DPP Job Only, BENSJD
  • Use BENSJD (Regular Appointment with Deferred Pay) for benefit-eligible salaried employees who have contracts for less than 12 months. Common examples include faculty and NFE teacher appointments. BENSJD may also be used for secondary assignments that reduce an employee's primary position FTE. For example, if an employee serves as a division chair and receives additional compensation for that role, the division chair assignment may be set up as a BENSJD position.
• BENSLD is not currently used for USD.

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 using the same position number will be suffix 01, then 02, etc. 
   1. To check which suffix numbers have been used, click on “All Jobs” to see a listing of positions and suffixes the employee has/had.

2. Make sure the position title drops in.
3. If these steps are missed, you will not be able to submit the form.  This is a critical step.
4. Select Go.

Job Detail Information – Step 3

1. Contract Type
   • Select Primary, Secondary, or Overload
2. Job Begin Date and Job Effective Date
   • Enter the employee’s hire date for the position
3. Personnel Date
   • 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
   • Enter Active
5. Title
   • 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
   • Enter appropriate university, special school, etc.
10. Job Change Reason for a new hire should always be used with one that starts with A
    • AA000 is for all benefit eligible employees
    • AB000 is for all students and temporary employees
11. Timesheet Orgn can be entered according to the department’s code
    • Enter the appropriate Timesheet ORG code for the hiring department
    • Example: 2DOHR1 for HR or 2NBUS1 for Business School
12. Timesheet COA should always be S
13. Supervisor’s ID
    • Enter the supervisor’s ID for this position.
14. Supervisor’s Position
    • Enter the supervisor's position number.  This should typically be the supervisor's Primary job.
15. Supervisor’s Suffix must match that of the supervisors on NBAJOBS
    • Enter the suffix associated with the supervisor's current position.
16. Hours per Day must be populated.
    • 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
17. 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
18. Factor must be populated and is the number contract months for an employee 
    • If 9 month contract, then 9.  If fulltime, 12 months, then 12
19. Factor
    • 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
20. Pays
    • This should be the number of pay periods an employee will be paid
    • For temporary and student positions, this should match the factors above
    • For benefit eligible salaried positions, this should be 12, as they are paid over 12 months
    • For benefit eligible hourly positions, this should match the factors above
21. Defer Pay Auto Set Up 
    • Choose from the drop down.  Select Yes.
22. Deferred Pay Code. 
    • Choose the plan based on the employee’s contract dates. 
      • For example, on a 9-month faculty whose contract dates are August 22, 20xx – May 21, 20xx, you would choose DP001 Sep – May 9 mo.  The employee’s first paycheck is September and last regular paycheck is May.  They will receive a deferred paycheck in June, July, and August during their off-contract months.
23. Contract Begin Date.  This will be the first 22^ndday of their contract period. 
    • If an employee starts on August 22, 20xx, then enter August 22, 20xx. 
24. Contract End Date.  This will be the last day of the contract appointment. 
    • In the example of an employee working through May 21, 20xx, you would enter May 21, 20xx.

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. 

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. For benefit-eligible CSA or NFE employees who qualify for Longevity Pay, enter the first day of the pay cycle following the hire date (for example, 08/22/20xx for an August 18 hire date), select the LGE code, and enter “1” for Hours or Units Per Pay.

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.  Other routing queue fields may be completed as appropriate. 

Comments

1. Enter factual comments that support the action. Remember that all recorded comments may be included in reports.
2. When finished, click the Save button.
   • If applicable, change the FOAP information if this is the first time saving the EPAF.
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.