11/20/2014
Student
Performance Pay
Increase
EPAF
Diana Combs
COLORADO SCHOOL OF MINES

Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase

Table of Contents

Introduction ........................................................................................................................................................................ 2
Helpful Terms and Definitions ........................................................................................................................................ 3
How to Access an EPAF .................................................................................................................................................. 4
Establish a Default Routing Queue ................................................................................................................................ 5
How to Create an EPAF .................................................................................................................................................. 7
How do I Know what I Submitted ................................................................................................................................. 9
How to Troubleshoot and Correct Errors ............................................................................................................... 12
EPAF Transaction Status Chart .................................................................................................................................... 13














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EPAF Instructions for Department Entry.docx

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Electronic Personnel Action Forms (EPAF)

Student Performance Pay Increase
Introduction
What is an EPAF?
An EPAF is an Electronic Personnel Action From; an online form, originated by a department to
submit data changes to an employee’s Banner record.
The Student Performance Pay Increase EPAF will allow you to:
• Increase a student’s hourly rate
• Track when increase is applied
• Provide an audit trail
Purpose
The purpose of the Student Performance Pay Increase is to increase student hourly wages for those
students that have performed at a level of work that merits an increase in pay. This EPAF should be
used in conjunction with the annual student Performance Review.
Advantages
With an EPAF you can quickly find where the process is in the approval queue, or if it is complete
and entered into Banner.
Rules
• Increase will be effective Jan. 1st. If it is past Jan. 1st, please contact HR.
• This is only for a Performance Pay increase.
• Only used for increasing students hourly rates.








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Electronic Personnel Action Forms (EPAF)

Student Performance Pay Increase
Helpful Terms and Definitions
EPAF – Electronic Personnel Action Form (EPAF), used to quickly change information in Banner. The
departments will be able to enter desired changes using Trailhead instead of the traditional HR form, and
watch as the form flows through the approval queue.
Originator – The designated department personnel authorized to create an EPAF. The Originator will
correctly input the necessary information within the EPAF. This is a very important role as the Originator is
the first step in making sure that an employee’s appointment is accurately set up and maintained within
Banner.
Approvers – Once an EPAF is submitted. Approvers are the individuals authorized to review and approve
the information within an EPAF. Often, there will be multiple approvers required for a single EPAF as the
forms may contain information requiring review or approval from a specific area. For example, many EPAFs
will require approval from ORA and/or Academic Affairs before they can be applied.
EPAF Approval Category – The reason for an update or change. This is the six-letter designation given to
an EPAF. There are unique characteristics of each category that indicate employee type and type of change.
Choosing the right EPAF Approval Category will help avoid Returns for Correction.
Query Date – Trailhead will auto-fill the current date in the Query Date field. Entering the date you want
the EPAF to be applied into the Query Date field will auto-fill that date into the EPAF.
Effective Date - The date that the EPAF will take effect. Many require the first day of the month. This date
must be after the last paid date; if not you will receive an error.
Personnel Date – Sometimes the requested action was effective previous to the last paid date. Enter the
correct date in the Personnel Date, and contact HR to correctly pay any previous month’s work.
Warnings – Potential problem with the information entered. A warning informs the originator and applier
of potential issues, but will allow the EPAF to process.
Errors – Will not allow the EPAF to progress to the approval levels. Errors must be corrected.





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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
How to Access EPAFs
Access Trailhead either through Inside Mines

Or using the following URL https://trailhead.mines.edu/cp/home/displaylogin
(For training purposes use: https://starry.mines.edu)
• Click on Self Service


• Click on either the Employee tab or the Employee link under the Main Menu


• Click on Electronic Personnel Action Forms


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Student Performance Pay Increase
Establish a Default Routing Queue
To save time when entering EPAFs, each individual department can fill in the individuals that will
approve their EPAF. This will be different for each EPAF type.
From the Electronic Personnel Action Form screen
• Click on the EPAF Originator Summary link

• Click on Default Routing Queue

• Click on the down arrow for the Approval Category


• Highlight the Student Performance Pay Increase, STHPNC

• Click on the Go button to continue


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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
Now you can determine the correct individuals for the Approval Queue. The approval levels
required to approve an EPAF are predetermined, but the individuals are determined by the Colleges
and Departments.
For our annual student Performance Evaluation, no one is required to approve the increase. The
only Approval Level you see is the EPAF Applier (HR). Michelle Wareham will apply the student pay
increases.
• Click on the magnifying glass next to the Approval Level. You will see a list of people
authorized to apply EPAFs.

• Choose Michelle Wareham by highlighting her name, and click on Select. Michelle’s user
name should appear on the right side of the magnifying glass.

• Click the down arrow next to Not Selected, under the Required Action. Choose Apply.

• Click on, Save and Add New Row

You should receive a message saying, “Your change was saved successful y”. Now Michelle will default as the
applier for all Student Performance Pay Increase EPAFs.

• Click on, Return to EPAF menu


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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
How to Create a New EPAF
The EPAF is where you will put the data items that will be changed in Banner. For the Student
Performance Pay Increase, you wil change the hourly rate.
• Click on New EPAF


You should see the following screen. To complete this screen it will be easiest if you know the
employee’s CWID, (Campus Wide ID number). However, you can search on a person’s name if the
CWID is not available.
To search by name click on the magnifying glass, (not the little person).








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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase

You can enter First and/or Last Name. If you are unsure of the correct spel ing you can use the % to return
similar names. For example, the last name is Tenbucktoo, you can enter T% or Ten%, or Tenbuck%, to return
a list of people with these letters in their last name. You can also use the % before a name to help you find
hyphenated names; e.g., Garcia-Lopez, use %Lopez and you wil find names that include Lopez as part of the
name. The search feature is not case sensitive.

Once you have entered the desired name, click on the Go button to get your results.








Click on the desired CWID – This will bring you back to the main screen and populate the chosen
name.



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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
• Enter CWID or select desired person.
• Enter Query date of 01/01/Spring Term year. You must enter the slashes.
• Choice Student Performance Pay Increase, STHPNC Approval Category from drop down
menu.
• Click on Go button to continue.


This will bring you to the New EPAF Job Selection screen
• Click on the Select radio button next to the desired job
• Note the End Date listed for the job
• Click on Go button to continue


This will bring up the Electronic Personnel Action Form
Note: It looks like you should click on the Save button, but you want to ignore the Save button and
scroll further down the screen until you see the actual EPAF.



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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase

Add Hourly Rate
Change Date if Needed
Add Hourly Rate



Note: This form contains defaulted information based on the query date you entered in the previous
screen, and preset values entered by HR.
• Enter the new hourly pay amount in both Regular Rate fields. Enter the full amount not the
amount of the increase
• Check to be sure second date is the same as the end date on the job you selected above. If
the date is different enter the date you found when you selected the job
• Look at the Routing Queue, this should show the person you choose when you set up the
Default Routing Queue, (Michelle Wareham)
• Comments can be added in the box if desired
• Click on Save button at bottom of screen
• Look for a message at the top of the form to see if your change was saved successful y.
• Click on Submit – If there are errors in the EPAF you will see them now. Refer to the
Trouble-Shooting section on page 14, correct your errors, then Save and Submit again.
When EPAF has been submitted correctly, your status should move from Waiting, to
Pending or Approved.

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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
To enter another EPAF, click on New EPAF and it will return you to the Person Search screen.





















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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
How do I know what I have submitted?
From the EPAF menu, you can click on the EPAF Originator Summary, or if you have just submitted
an EPAF you can click on the EPAF Originator Summary link at the bottom of the page.




You will see the following screen:


• Click on History Tab
• Then click on the Go button to continue
• The list will default to All. If you want to see a different status, then choose a different
Transaction Status from the drop down and click on the Go button.






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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase

You will then be able to see for whom you created an EPAF, and the transaction number, type of EPAF, date
you submitted the EPAF, date the EPAF will take effect, status of the EPAF, and if there are comments,
warnings, errors, etc. If you see a Transaction Status of Completed, the form has been applied in Banner.

If you see a link with the word Errors, (see example above), you can click on the word and see an error
description.
If you want detailed information, click on the employee’s name, and you will get a detailed list of all actions
taken, error and warning messages, date the EPAF was submitted, and where the EPAF is in the routing
queue. At the bottom of that page you have an option to void or Return for Correction. If you must Void
or Return for Correction, please Add a Comment.


If you have the option to Cancel, please do not select. Doing so enters a negative pay amount into Banner.

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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
How to Troubleshoot and Correct Errors

Warnings-Informs the originator and HR of potential issues, but will allow the EPAF to process.

Errors-will not allow the EPAF to progress to the approval levels. Errors must be corrected.

Make sure that you al ow pop ups for Trailhead.
Warning or Error Messages
Solutions
A duplicate transaction, xxxxx, for this person
Before creating a new transaction for this person,
exists for this approval category at waiting status.
check the Originator Summary and ‘clean up’ any
existing waiting status transactions.
This approval category does not allow the creation
CWID entered does not exist in the Banner
of a person record.
System. Check that you have entered the correct
number.
User does not have access to view current values.
This refers to the security of the originator. The
originator may not be able to see the existing
values. It does not prevent the originator from
creating and submitting the EPAF. If you feel you
should have access to view this Org/E-class please
contact HR at ext. 3520.
There are no active jobs based on the Query Date. CWID entered is a valid number, but they do not
have an active job for the date entered.
No transactions found in your queue.
Confirm you are in the correct tab. The CURRENT
tab will contain the transactions waiting for you to
take an action. The HISTORY tab show all
submitted transactions.
New effective date must be greater than the Last
You are trying to change a date that has already
Paid Date of DD-MMM-YYYY
been processed for payroll. To correct you must
enter a date greater than last paid date, and contact
HR if a retro payment is needed.
Two lines with the same Approval Level in your
On the right side of the Approval Queue is a
Default Routing Queue
Remove box. Click on the box and then click the
Save and Add New Rows box.
User Id must be entered for Routing Queue
In the Routing Queue select a person for each
Approval Level.


If the above solutions do not solve your issue and you are unable to submit the transaction, please email
dcombs@mines.edu, or cal Ext. 3520. Include a brief description of the issue and a screen shot of the error
message.

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Electronic Personnel Action Forms (EPAF)
Student Performance Pay Increase
EPAF Transaction Status Chart
Status
Definition
Waiting
Transaction being created, has not been submitted.
A Waiting status transaction can be deleted on the
Originator Summary Page.
Pending
Waiting for Approver to take action.
Return for Correction
Allows the Approver to return a transaction to the
Originator for correction. If the transaction is
resubmitted all approvers must take action
on the transaction again.
Approved
The transaction is approved when all the approvers
in the queue have approved the transaction.
Complete
The transaction has been applied to the Banner
database.
Disapproved
The approver disapproved the transaction
Void
It is no longer a valid transaction. Only the
originator or HR may void the transaction.
More Information
An approver can change status to more
information. This identifies to other approvers in
the queue that the current approver is seeking
more information prior to taking action.
Acknowledge
Indicated that the FYI person has seen the
transaction.
FYI
The transaction has been sent to the individual for
information only. No action is required for the
transaction to flow thru the approval queue.
In the Queue
The transaction needs action at a lower level.
Transactions must be approved in the sequence
defined in the routing queue. The status changes to
Pending when the transaction reaches you in the
approval queue process.






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Document Outline