The Online Electronic Personnel Action Form (EPAF) application is a new application that people can use to generate new EPAF's inside of Banner.  This application helps to determine the correct Approval Category to use when generating an EPAF for an employee.  It also determines Beginning and Ending Job Date values based on data entered into the application.  It provides for additional edits on fields to ensure they remain in sync.  Online EPAF limits the approvers for different levels based on the Organization code(s) associated with the EPAF.

 

Designated end users may electronically process standard employment actions such as hiring or making personnel changes via Online EPAF. The EPAF allows an originator to input all actions into an online form, which will then be sent automatically to the next designated approver in the routing queue until it is ultimately applied electronically to the appropriate Banner screen(s).

 

Users may check the status of EPAFs at any time locating exactly where the EPAF is in the approval routing queue. Prior to using the EPAF system, you should become familiar with employee class codes, your department/college home organization number(s), positions number(s), timekeeping categories, as well as the funding source for the personnel actions in which you will be originating or approving.

 

Getting Started

More information may be located by going to https://hr.okstate.edu/hrim/banner-resources.html.

 

 

Available To

 

Frequently Asked Questions

• Latest Updates
  You may see more information on this here.  These update's were implemented into the production environment and made available for use on 9/24/2021.
• When does this Online EPAF application launch? 

  This EPAF version has already launched in the production environment.  Training users is ongoing.  If you have received training, you can use the application.

• What Global Group does a person have to have to use the Online EPAF application? 

  Originators (people who can create epafs) must have the Epaf Administrator Web Tailor Role, and a PTRUSER record and PSAORGN record(s) to identify the organizations they will have access to. 

   

  Approvers need to be setup with the EPAF Administrator Web Tailor Role, a PTRUSER record, and at minimum a PSAORGN with the organization that they approve EPAF’s for. For those that need access to approve for all organizations, they can be set up on PTRUSER with ‘Master Organization’ access and PSAORGN records would not be needed.

• Do I have to be exact on the FTE and Hours per day/pay?  Or, is by quarter close enough? 

  What is entered must be exact.  If you enter the FTE, the hours per pay are automatically calculated.  If you enter the hours per pay, the FTE is automatically calculated.

• The Automatic Routing Code (ARC) in the subject line of the email from the EPAF system will auto send the ticket to the support team for online EPAF’s…correct? 

  Correct

• How can I change the approver list after it has been saved to a particular EPAF type? 
  Once on the approver page in the EPAF app, you just need to click the box that asks if you want to save the list you are seeing as your default approver list for this EPAF type.  This will overwrite the defaults you had set and save the new routing queue as your default.
• Will you always have to search for a position number, or will you be able to select it from a list like the current setup?  (This would be for current employees). 

  You can search for a partial position number or you can enter the full position number.  If a person has jobs, you can select their positions when that page comes up.  You can select the current jobs to change/terminate/transfer EPAFs.

• Who/what department will make up the EPAF support team? 

  At this point, IT/Software Services will be the support team.  You may contact IT Helpdesk at 405-744-4357 or helpdesk@okstate.edu to generate an incident ticket.  

• Will history from the Banner 8 EPAF system roll over to the Online EPAF’s application? 

  Yes.  Also, what you enter into the new Online EPAF application will show up in the Banner 8 EPAF system. 

• Would an overload payment be entered the same way in the new EPAF application? 

  Yes, overload jobs are entered the same way. 

• Can I do an EPAF with no stop date? 

  Yes.  You may choose if the EPAF will have a stop date.  Either way, you will be directed to the correct EPAF type based on what you have selected (i.e. end date, or no end date).

• How does the approval by proxy work?  (if I’m a proxy for an approver is it the same as now?) 

  Yes, jobs are entered the same way. 

• Overload payments are considered to be an additional job, correct?

  Yes, overload jobs are considered additional jobs and are entered the same way. 

• Do obsolete job change reasons, like 2SEP, still display in the new application? 

  Obsolete change reasons have been removed and will not be displayed.

• If I type the new EPAF web address into a web browser,  will I navigate to the correct page? 

  Yes, it will navigate to the correct page. 

• How do I request access to originate EPAFS?

  You may see more information on this here.  

• How long will it take to get my access?
   

  Your request is verified for the following things

  • Date FERPA training completed
  • Confidentiality Agreement has been signed by Employee.

  Once verified, the request is sent to the department head or direct supervisor for approval.  Once approved, it moves to the Module (Data) owner.  Once the Module owner approves, a help ticket is generated and routed to the Identity Management office. 

   

  The tickets are worked as quickly as possible and notifications are sent to employees when access has been granted.   At times, the request is forwarded to the module area to further define access limits. 

   

  For Online Epafs, once the EPAF Administrator Web Tailor Role is given, the help ticket is forwarded to the Human Resources Information Management Group to create the User Control record.