ePAF Training Hub
What is an ePAF?
An Electronic Personnel Action Form (ePAF) is a digital form used by departments to submit changes in employment status for certain Non-Benefits Eligible (NBE) positions and/or create additional compensation requests for certain Benefits Eligible positions. This process is managed through Banner Self Service, an online system. The key points about ePAFs are:
- They are used for employment-related changes and additional compensation requests.
- The requests go through a predefined approval process.
- Once approved, the changes are automatically updated in the employee鈥檚 record overnight.
ePAF Training & Support
ePAF Training sessions are available for both new and experienced ePAF Originators (those that enter the information into Banner Self Service) and Approvers (primary and proxy).
- Full ePAF training for Originators is required for all new ePAF Originators. Training sessions are posted in myTraining.
- ePAF Approval training is required for new ePAF Approvers and Proxy Approvers. Approval training is offered remotely on an as needed basis.
Training sessions are co-facilitated by Payroll and ITS Applications Training.
Prior to attending training, Budget Officers are asked to request ePAF security access for their employee. Instructions are found in the .
ePAF Categories
ePAFs are used to electronically process requests for the following Non-Benefits Eligible (NBE) Positions:
Positions & Processes Completed using the ePAF System
- Used to process an additional compensation (Overload) to an active, exempt, benefit eligible employee.
- Only used when the employee鈥檚 Employment Class (eClass) is FA, F2, UE, or UA.
- Paid until the position is terminated.
Used to change specific items on an active position including rate of pay, funding, number of hours worked in a pay period, and supervisor.
Used for the following non-benefit eligible positions:
- Student Assistants
- Graduate Assistants
- Lecturers
- Temporary Employees
- Additional Compensation (both Exempt & Non-Exempt)
Comments are REQUIRED to document the change. The Change of Status ePAF will overwright the existing informition listed in the employee's job record.
Used to terminate an employee鈥檚 active position(s).
- If a termination date is entered when the employee is hired, email epaf@wichita.edu to request the removal of termination date prior to processing a new termination ePAF.
- Instructions are located on the ePAF Hub under ePAF Processing Guides: A-TERM - Terminate Employee From Position ePAF.
Note: Terminating the employee from their position will initate the 60 day termination process. Sixty days after the employee is terminated from the position, they will automatically be terminated from the University. The exception to this is if there is a 'future' ePAF already in place.
Used to terminate an employee鈥檚 position(s) AND terminate the employee from the University, this ePAF must be used with care!
- After the ePAF is approved and applied in Banner, a series of events are automatically triggered including termination of benefits and computer network access.
- Instructions are located on the ePAF Hub under ePAF Processing Guides: T-TERM - Employee is leaving Departmen AND 黑洞社区 ePAF.
Originated by the RTT Payroll area to hire faculty into summer research positions.
The faculty member鈥檚 primary position is benefit eligible, the Research Summer position is not benefit eligible.Used to process an additional compensation (Overload) to an active, non-exempt, benefit eligible employee.
- Only used when the employee鈥檚 Employment Class (eClass) is UN.
- Paid until the position is terminated.
This ePAF Category requires additional training that is only offered on request.
Used to change campus box information.
Instructions are located on the ePAF Hub under ePAF Processing Guides.
Comments are REQUIRED to document the change.
This is a hard copy form, NOT an ePAF.
The form is used to process retroactive pay changes for Benefit AND Non-Benefit Eligible positions. Click here for the form.
Contact Payroll for additional information.
ePAf Process
-
Originator processes the ePAF
-
Approvers receive automatic Notification emails at 10AM and 3PM when the ePAF is awaiting their approval
-
An automatic Confirmation email is sent to Approvers and the Originator at the end of an approval level, when the ePAF is Returned for Correction OR when it is Completed
NBE Positions Processed through the WuHire System
Student Assistants and Temporary Employees are hired and/or rehired through the WuHire system and NOT through an ePAF
Basic attributes for a Student Assistant or a U3 (Hourly) Temporary Employee:
- Non-exempt (hourly)
- Paid based upon the number of hours worked each pay period
- A Graduate Student may be processed as an hourly Student Assistant
- A Temporary (U3) employee fills a staff level, non-teaching, non-exempt position
NewHire/Rehire & AddJob ePAFs have been replaced with the WuHire process.
Graduate Assistants, Lecturers, and Temporary (U4) employees are hired and/or rehired through the WuHire system and NOT through an ePAF
- Exempt (salaried)
- Paid until the position is terminated
- Lecturer cannot hold a non-exempt position
- A Temporary (U4) employee fills a staff level, non-teaching, exempt position
NewHire/Rehire & AddJob ePAFs have been replaced with the WuHire process.
Research Student Assistants are hired and/or rehired through the WuHire system and NOT through an ePAF
Only used to hire Grant Funded Student Assistants
For details regarding the full hiring process for Non-Benefits Eligible employees, please visit Human Resources NBE Hiring Process webpage or the WuHire SharePoint page:
ePAF & NBE Definitions
ePAF security is based upon three ePAF roles, Originator, Approver, and Proxy. Required access is set up by Information Security and Payroll.
The Originator role is typically filled by an Administrative Assistant and is responsible for entering information into Banner Self Service ePAFs.
Approvers are assigned to the ePAF Approval Levels listed below with a required action of either Approve or FYI. For detailed information, review Default Routing Queue Instruction Guide listed below in Guides & Resources. Approvers are encouraged to assign at least one Proxy (backup) to approve ePAFs on their behalf when the approver is unavailable.
- Business Manager
- Department Supervisor (this is a generic label for lab managers, hiring managers, etc.)
- Budget Officer or Chair
- Budget Review Officer
- Vice President
Approver Required Actions of Approve or FYI are assigned to each Approval Level. If the approval level is preassigned as mandatory, the originator cannot remove the level or change the required action.
- Approve - the ePAF will stop on the approver and await their review and action (Approve or Return for Correction with Comments)
- FYI - the ePAF is viewable but will not stop; it will automatically advance to the next approver
Non-Benefited Positions:
- Are not eligible for retirement, vacation, sick leave, or discretionary holiday
- May qualify for health insurance based upon Affordable Care Act (ACA) rules
Nonexempt Positions:
- Are hourly
- Affordable Care Act (ACA) eligibility is calculated based upon the average number of hours worked per week and entered on the ePAF under Hours per Pay.
Exempt Positions:
- Are salaried and paid until terminated
- Affordable Care Act (ACA) eligibility is calculated based upon the average number of hours worked per week and entered on the ePaF under Hours per Pay
- Employees must work the stated number of hours per week or less
Term | Description |
---|---|
Approver | Business Manager, Budget Officer, Budget Review Officer, Vice President or various back office personnel responsible for reviewing and approving ePAFs |
Proxy |
An ePAF Approver may assign one or more Proxies to approve ePAFs on their behalf. The Approver must request ePAF security access for their Proxy; instructions are located in |
Originator | Department personnel such as an Administrative Assistant responsible for entering information into Banner Self Service, ePAF |
Query Date |
The date an approved ePAF becomes active in Banner Also referred to as the Job Effective Date |
Exempt | Salaried employee (exempt from overtime pay) |
Non-Exempt | Hourly employee |
ePAF | Electronic Personnel Action Form |
Notification emails are sent to Approvers and their Proxies at 10AM and 3PM when an ePAF is awaiting their action.
Confirmation emails are sent to Originators, Approvers and Proxies when an ePAF is Returned for Correction (with Comments), Voided or when it successfully completes the approval process and is Applied in Banner during an overnight process.
ePAF & NBE Training Guides & Resources
Click on a topic below for more information.
- You may be prompted to log in and authenticate with Duo.
- Trouble accessing the guide? Try:
Clearing Browser History or Opening in Incognito Mode
- Use the this form to gather the information needed to complete the ePAF.
- Non Benefited Employees Appointment & ePAF Dates Guide contains a listing of payroll begin & end dates, query dates, and the earliest
personnel dates to be used in the ePAF.
Each type of ePAF has a required list of Approvers that much verfiy the information listed before the ePAF can be applied. See the guides below for more information.
- Approval Levels are required on all ePAFs and are setup on individual ePAFs OR using the Default Routing Queue option. It only takes a few moments to set up your
Default Routing Queues and will save you time and effort!
- Complete guide to the data fields for each type of Student, Grad, Temp, Lecture, and
Research ePAF. Guide is broken up into sections based on the New Hire/Rehire ePAF
data fields.
- The A-TERM - Terminate Employee From Position ePAF is used to terminate an employee
from just the position
- The T-TERM - Employee is Leaving Department AND 黑洞社区 ePAF is used to terminate the
employee from both the position and Wichita State
- Processes used to process funding changes using Change of Status ePAF, Fund Code Change
ePAF, and Prior Pay Period Funding Change Form
- How to do a One Time Pay ePAF for a non-benefits eligible employee
- How to either Void or Cancel an ePAF.
If the exempt Graduate, Lecturer or U4 declined the position AND the individual has NOT been paid, the Originator is to CANCEL the ePAF. - How to update Campus Box Address/Phone Changes useind the Campus Address ePAF:
- Information regarding the Positions by Org, Enrollment/Employment Verification Report,
and the Job Begin Date report in Reporting Services
- Information regarding Lecturers & GTA Policies and forms available
-
Prior to entering the Graduate ePAF, review the Enrollment / Employment Verification Report in Reporting Services, HR 鈥 ePAF Reports to determine eligibility.
- Things to know BEFORE you start a Graduate ePAF
- Calculate Graduate hourly rate to verify minimums are met
Eligible Undergraduate and Graduate Students may work the following based on the number of credit hours they are enrolled in according to Academic Year or Summer/Scheduled breaks.
Type of Position | Minimum Enrollment (Credit Hours) |
Maximum Hours Available to Work Per Week |
---|---|---|
Student Assistant | 3 - 5 | 15 |
Student Assistant | 6 or greater | 30 |
Work Study Student Assistant | 6 or greater | 30 |
Graduate Assistant | 6 or greater | 20 |
Graduate Teaching Assistant | 6 or greater | 20 |
International Students | Undergraduate: 12 Graduate: 6 |
20 |
Type of Position | Minimum Enrollment (Credit Hours) |
Maximum Hours Available to Work Per Week |
---|---|---|
Student Assistant | 3 or greater | 40 |
Work Study Student Assistant | 6 or greater | 40 |
Graduate Assistant | 6 or greater | 40 |
International Students | Undergraduate: 12 Graduate: 9 |
40 |
* Graduate Teaching Assistants (GTAs) can only work during the regular semester timeframes
(Spring, Summer, and Fall) unless assigned specifically to a pre-session course. GTAs
cannot work when classes are not in session (i.e. Winter Break).
Students are permitted to have multiple positions on campus as long as the total hours worked does not exceed the maximum hours listed
Additional options for Graduate Assistants should they not be enrolled in a minimum of 6 credit hours:
Enrollment FTE | Hours per Week |
---|---|
.50 | 20 |
.40 | 16 |
.25 | 10 |
.12 | 5 |
Employees who have a Position Only Termination date listed on their position in WuHire or a Position Only Termination ePAF processed are considerd active 黑洞社区 employees with no active position on file. Their position has terminated but their 黑洞社区 employment record is still active.
This includes:
- Employees who are terminated from their position using the Position Only Termination ePAF
- Temporary employees who have a termination date built into their Job Offer in WuHire (Lecturers, GRA, GSA, GTA, U4 and U3).
Because their 黑洞社区 employment record remains active, a 60 day termination process has been implemented for security reasons.
Employee(s) will automatically be terminated from the University 60 days after the termination date listed.
What this means for you:
- If this person has left employment and is not returning, no action is needed, and the employee will automatically terminate from 黑洞社区 when the 60 days has passed.
- If you do intend to re-engage this individual into an active position, it is recommended that you extend their
position in WuHire. The extention must be submitted and fully approved before the 60 days expire.
- Please note: If no job extention is in place, once the 60 days from termination has passed, the full hiring process for Non-Benefits Eligible Employees will be required to 're-hire' the employee.
Contact Information
Area | Phone or Email |
---|---|
ePAF Access & Questions |
epaf@wichita.edu |
ITS Applications Training and Support Go to my黑洞社区, myTraining to register for ePAF Training sessions |
978-5800 or training@wichita.edu |
Payroll Payment Calculations, Change of Status Salary Adjustments, etc. |
978-3074 or payroll@wichita.edu |
Human Resources
|
978-3065 or hr.servicecenter@wichita.edu |
WuHire For assistance with the extension, or the job creation and hiring process, please include the following information when contacting HR:
You can also visit for step-by-step guides. |
|
Research Technology & Transfer Payroll Grants (70XXXX organization codes) Position number requests for Grant funded ePAFs and other Research related questions |
978-6847 or postaward@wichita.edu |
Financial Aid Federal Work Study |
978-5026 or marissa.kouns@wichita.edu |
Market Based Compensation questions |
marketbasedcomp@wichita.edu |