EPAF - Frequently Asked Questions

(note: For FAQ about Substitute EPAFs, scroll down....)

When Are EPAFs Due?

Your approving manager must approve the EPAF before PCC Payroll's deadline for submitting job authorizations. Click here to see the Payroll deadline dates for each biweekly pay period. If the EPAF is approved after the date listed for that payroll period, it will wait until the next pay period.

Can I Run a Report to See Details about EPAFs I've Already Created ?

Yes. A new Banner report called NWREPRV has been created. Run it to get details on what EPAFs are pending approval, waiting for your action, or all finished.

How Do I Find Out What STEP a Faculty Member Has Attained?

The Banner form PWAPLVL will show you.

What About Faculty Chair Pay and Special Pay Rates?

Use the MAP form (Miscellaneous Authorization for Pay Form) for Faculty Chair Pay and special pay rate exceptions which fall outside the usual rate for that job type.

I'm a Manager and I Need to be able to approve EPAFs. How do I get this permission?

We have an Online Training process for approvers, which you can choose to take instead of in-person training. Managers must first review the "Approving an EPAF" online material, then answer a few questions in the form of an online quiz. If you pass, you won’t need to attend in-person training and your access will be set up by HR.

To begin, click on "Approve an EPAF" at right, review the materials, and then email the TSS Training Team (training@lists.pcc.edu). Indicate that you have reviewed the material and are ready to take the online quiz. When it has been verified that you passed the quiz, your EPAF access will be set up.

I'm an Employee and I Need to be able to create EPAFs. How do I get this permission?

We have both in-person and online training for employees who need to create (originate) EPAFs. If you have questions about or need EPAF training, please contact the TSS Training Team.

I Get an Error Message When I'm Working in Banner Now: "You have Electronic Approvals Transactions." What Should I Do?

Just click No a few times. For more details about this error message, refer to this page: http://intranet.pcc.edu/banner/news/error-hr9-18-09.htm.

Can I Look Over EPAFs that Someone Else Has Created Before My Manager Has to Approve Them?

Yes. You can get set up as an "FYI." If the EPAF creator (Originator) sets you up as an FYI in their Approval Queue, then you will be able to view their EPAFs and acknowledge that they are correct. The manager can view the EPAF and see that you have "acknowledged" that it's OK.

Before the EPAF originator can indicate you as an FYI, they must first contact Dawn Hoyt in Human Resources to get you added to the list.

How Do I Create on EPAF for a Brand-New Employee to PCC?

There are some extra steps you need to perform FIRST. Please refer to: http://www.pcc.edu/hr/compensation/epaf/new-employee.html

How Do I Create an EPAF for an Employee Returning After a Long Absence?

There are some extra steps you need to perform FIRST. Please refer to: http://www.pcc.edu/hr/compensation/epaf/new-employee.html

I Got the Following Error Message -- What Do I Do?

Here are two common error messages and what to do about them:

error message

The most common reason you may see this message is that another EPAF-creator somewhere in the college has been started but not completed and submitted -- an EPAF for the same employee under the same Approval Type. Often the original user created the EPAF but received error messages that were never resolved.

The solution is for the first EPAF-creator to delete their original, incomplete EPAF. Other users will not be able to create an EPAF for this employee (which is required to get them paid) until the unresolved EPAF is deleted. To delete an EPAF in Waiting status, go to "EPAF Originator Summary", click on the name associated with the EPAF you want to delete, then press the "Delete" button.

error primary job

The above error message appears if an EPAF has been started for an employee who had not held a job at PCC before (or is returning after a long absence) and the "Contract Type" field was left as "Secondary." If you get this error message, change the "Contract Type" field to Primary and save your work.


Do I still have to press TAB and GO after entering the suffix number?

No! This problem has been fixed. You do NOT have to press Tab on your keyboard after entering the suffix number. Just enter the number, then press the "Go" button near the bottom of your screen.

If you have additional questions about the EPAF process, please contact your HRIS Specialist.


FAQ's About Substitute EPAFs

How do I Decide Which Type of Sub Pay EPAF to Create?

When you start to create a Substitute Pay EPAF, you will notice that there are two types to choose from:

  • Sub Pay EPAF replacing Faculty NOT on Sick Leave
  • Sub Pay EPAF replacing Faculty ON Sick Leave

If you have been made aware that the instructor who was absent has declared and been approved to use Sick Leave, use the "ON Sick Leave" EPAF type.

Information on how instructors can accrue and use sick leave is in Article 19.22 in the current Faculty Contract. To confirm that an instructor has sick leave available, you can contact Payroll or check the 'current available' column in the Banner form PEALEAV (leave code "SICK").


How do I figure out the Grade for PT Faculty Sub Pay?

You can find the pay Grade by looking at the details of the class being taught, using the Banner form SWACRSE. (Press Next Block four times to get to the "Schedule Type" screen.)

If the Schedule Type is: ...then Type THIS for the Grade:
Lecture LEC
Lecture/Lab RANGE
Mix of Lecture and Lab (but not the standard 25% / 75% that is RANGE) CALC

If you aren't sure what to put for the Grade, contact your HRIS Specialist for the current calculated pay rates "cheat sheet."

If I Chose "CALC" for the Grade (see above), how do I Calculate the Pay Rate?

Calculate the percent of Lecture and Lab as indicated in SWACRSE. Apply these percentages against the appropriate pay level/rate for the individual instructor.

For Example:

If Lecture = 24.00; Lab = 36.00 

Lecture = 24/60 = 40%
Lab = 36/60 = 60%

Assuming that Instructor is pay Level 7 (PWAPLVL):

40% x $68.01(step 7 LEC Range) = $27.20 Lec
60% x 50.33 (step 7 LAB Range) = $30.20 Lab
$57.40 is the calculated pay rate per hour for the class.

What happens if, after I submit the Substitute EPAF, the employee works additional hours?

You then need to submit another EPAF.

What happens if my Substitute Pay EPAF is approved After the Biweekly Payroll cutoff date?

The BW Payroll cutoff date is the ‘Authorizations Due in HR date’. If you have an EPAF ‘pending’ approval¬† and it is approved after the cutoff date, it will not be processed until the next pay period. Please make every effort to get them approved before the deadline.

I Can't see the Substitute Pay Options on the Dropdown List -- Why Not?

Each month after the HR Authorization Due Deadline, the option to submit SUB/SUBSL EPAFs will be shut off for a short period. This is so HR can process any existing EPAFS for the current bi-weekly pay period. Once they have completed their auditing for the current pay period, the option will be turned back on, with the payroll dates for the NEW bi-weekly pay period as defaults for the newly created SUB/SUBSL EPAFs.