Short EPAFs for Primary, Secondary and Overload Appointments (BENJS, BENJH, TEMJS, TEMJH, and TEMWJ)

How do I submit a BENJS, BENJH, TEMJS, TEMJH, or TEMWJ EPAF for a primary, secondary, or overload, appointment?

What EPAF do I use for a brand new benefit eligible hire?

What EPAF do I use for work-study students?

EPAF System

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The following “short version” EPAFs add only a job record, do not require biographical information, and follow the same processing steps. Select the appropriate EPAF based on the pay method, hourly rate or annual salary, and employment type (benefit eligible, temporary, or work study).

• Regular Secondary/Overload Appointment — Exempt (BENJS)
  • Use BENJS (regular appointment with no end date) for benefit-eligible salaried primary or secondary jobs.
• Regular Secondary/Overload Appointment — Hourly (BENJH)
  • Use BENJH (regular appointment with no end date) for benefit-eligible hourly primary or secondary jobs.
• Temporary Secondary/Overload Appointment — Exempt (TEMJS)
  • Use TEMJS (temporary appointment with an end date) for salaried temporary appointments that will need an end date, including moving allowances, adjunct instructors, or salaried graduate assistants.
• Temporary Secondary/Overload Appointment — Hourly (TEMJH)
  • Use TEMJH (temporary appointment with an end date) for hourly temporary appointments, including student employment (not work study), hourly adjunct instructors, or hourly graduate students.
• Temporary Secondary/Overload Appointment — Work Study (TEMWJ)
  • Use TEMWJ (temporary hourly work-study appointment with an end date) to appoint work-study students.
    • Effective dates must align with the applicable academic dates.
    • If a student returns to a previous work-study department, reuse this EPAF type with the next available suffix.
    • Include the student’s Financial Aid award total in the EPAF comments.

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. 
   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.
3. Make sure the position title drops in.
4. If these steps are missed, you will not be able to submit the form.
5. Select Go.

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 for a new hire should always be used with one that starts with ‘A’. 
    1. AA000 is for all benefit eligible employees
    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 ID
    1.  Enter the supervisor’s ID for this position.
14. Supervisor’s Position
    1. 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.
    1. Enter the suffix associated with the supervisor's current position.
16. 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. 
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
    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. 
19. Pays
    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.
    3. For benefit eligible salaried positions, this should be 12, as they are paid over 12 months.
    4. For benefit eligible hourly positions, this should match the factors above.
20. 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 TEMWJ. 

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.
3. For codes such as SUP, SOL, or SS1, enter the 22^nd of the month as the begin date and the 22^nd of the final paid month as the end date.

Temporary Employee Termination (TEMJS, TEMJH, TEMWJ EPAFs only) – 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.  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.
   1. For a TEMWJ 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.