For HR Coordinators

Electronic Personnel Action Forms (EPAF)

Electronic Personnel Action Forms (EPAFs) allow departments to set up certain changes to employees’ jobs electronically. Those changes are routed, approved, and applied to the system with very little manual intervention. 

Most EPAFs cannot be submitted on the day before payroll initials. Not sure what that means? It is generally safe to avoid submitting any EPAFs on Fridays if you are not familiar with the payroll processing calendar.

Getting Started

Before you can submit any EPAFs, you’ll start in Banner and set up your routing queue. This is done on NTRROUT.

NTRROUT Setup Guide 
NTRROUT Reference Guide

Types of EPAFs

Terminations
  • The Termination Workflow ends the job for the employee, stops their employment, and sends notification to multiple departments across the University. 
  • There are three steps in the Termination Workflow:
    • Termination Entered in Banner by the HR Coordinator
    • HR Job Termination (HRJT) ends current and future active jobs
    • HR System Termination (HRST) complete full system termination and sends out email notifications
  • Entering Terminations
  • Termination Codes
  • Stopping a Termination: Contact UA Personnel for assistance.
Labor Distribution Changes
  • The Labor Distribution EPAF allows departments to update the default funding for an employee’s position. One-off or late funding changes can be made by updating the funding directly on the timesheet.
  • Changes can only be made for upcoming payroll runs. If you need to change the labor distribution prior to the Last Paid Date in Banner, please use the current timesheet or submit a Labor Redistribution Form for retroactive changes. 
  • How to Set up Changes
Continuing Student Assignments
On and Off Contract

  • On Contract: Identifies the date that an employee returns to a paid contract status.

    • The job status code is automatically changed from B (Leave without pay/with benefits) to A (Active).

    • An “AONC” (Automated On Contract) record will post in Banner once your EPAF is processed and successfully applies.

    • The automated status code change causes the earnings code to convert back to the base earnings code in NBAJOBS; no entry is required in the default earnings block for the conversion to occur.

  • Off Contract: Identifies the begin date that an employee is not in a paid contract status in a particular position. Benefits remain in effect.

    • An “AOFFC” (Automated Off Contract) record will post in Banner once your EPAF is processed and successfully applies.

    • The code is used for a regular or term employee on a less than 12-month contract.

    • The job status code is automatically changed from A (Active) to B (Leave without pay/with benefits).

    • The automated status code change generates an earnings code of 653 to default into the employee’s PHAHOUR record upon the initial extract for the appropriate pay period.

    • No entry is required in the default earnings block of NBAJOBS for the conversion to occur.

  • Dates & Deadlines 

The Faculty Fall EPAF Guide will give you the basic information that you need in order to submit your faculty on/off contract or on-contract/term EPAFs for this year.