Download Originating EPA`s

ELECTRONIC PERSONNEL ACTION MANUAL
Originating EPA’s
______________________________________________________________________________
Starting Actions
To originate new actions or make changes to an employee’s current status, you first need to
decide which type of action to process. For specific definitions on the type of actions, see EPA
Action Definitions. This section of the manual will give examples on how to enter the various
actions.
Originating an AA Action
To start an action, you must first enter the Payroll Commitments system by entering PC at the
cursor on the ADIN System Selection Menu; then press ENTER. At this point, the following
information should be entered in the fields listed below:
FUNC
ID/SSN
FUND ACCT
SEQ
YEAR
VAC ID
AA
employee’s University ID Number followed by an I or Social
Security Number followed by an S
fund account number
should be 001, do not change
enter the fiscal year you want to enter/update (e.g., 16 refers to
fiscal year 2015-2016)
posting number associated with the position (not applicable for all
options; see EPA Action Definitions for explanation of when it is
needed) This system will have VAC ID which has been changed to
Posting number in the hiring system.
Once this information is provided, press ENTER and the system will automatically do the
following:
Verify that the fund account is valid and open.
Ensure 701 funds are not being used.
Enters the employee’s name if a record already exists.
If a Posting number is used, the system will populate most mandatory fields.
F.Y.I. In order for the Posting number to populate the fields, the Social Security number of the
selected employee must be reported to the Equal Opportunity Office before initiating the
Electronic Personnel Action. For problems related to the Posting number, notify either
University Human Resources at 294-4800 or Cindy Van Loon at 294-2937 in University Human
Resources.
F.Y.I. Do NOT make any changes to the top line after you have pressed enter. Whenever you
make a change to this line, the system thinks you are starting over and will erase anything you
have entered below this line.
Originating EPA’s
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Figure 1 – AA – New
FUNC AA ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID 010101
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: DOE JANE
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 1052
GRADE: 34
TITLE: ADMIN SPEC III
ANNUAL BASE SALARY:
50000
FRACTION:
BASE: P
12-MONTH
**LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS:
CITIZEN CODE:
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW: X
START DATE: (MM DD YY)
END DATE: (MM DD YY) 06 30 16
DEPT ANNUAL SALARY:
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
When the Posting number is used, the applicable fields will appear in red and may be edited.
Depending on the type of action, these may include the name, department of rank, annual base
salary, fraction, base, letter of intent end date/or continuous, home department code, start date,
end date, and department annual salary.
For positions that do not require a Posting number, all the fields will be blank. Below is a list of
each field and a description of what should be entered (if applicable).
NAME
Enter in the format, Last First MI with no commas.
The system will populate this field for current employees and when
a Posting number is used. For current and returning employees,
only the Records Management Office in University Human
Resource Services can change the name when the employee
presents a new Social Security Card.
DEPT OF RANK
For A and B base only, this is the department where academic rank
is held. This should be a number or the corresponding department
name abbreviation.
CLASS/TITLE
CODE
Enter the 4-digit number associated with the job if the system does
not already populate this field. The only bases that do not require a
code are M and MN bases. See Class Title Codes for a list of
available codes. For Merit and P&S or contact UHR Classification
and Compensation and Pat Strah in Vice President for Business &
Finance at 294-8264 for A, B, C, D & K base codes.
Originating EPA’s
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GRADE
For Merit and P&S employees, this field is populated
automatically based on the class/title code, and is not applicable
for other bases.
TITLE
Will be populated automatically according to the class/title code.
Not applicable for M and MN bases.
ANNUAL BASE
SALARY
Enter a whole dollar amount with no period or comma. This
reflects the employee’s annual salary associated with the base (and
should equal the total of all the Department Annual Salaries). Not
applicable for C base.
FRACTION
Enter a fraction only – no decimals. This is the total for the time
period from all sources. It can only be three figures (e.g., 9/10).
Leave full time appointments blank; no fraction is necessary.
BASE
Enter the code plus any numbers necessary to designate the
appropriate employment category. See Bases, EPA Action
Definitions, page 1 for a detailed list.
12-MONTH
For informational purposes only. A “Y” will be displayed if the
employee has signed up for the 12-month pay option.
LETTER OF
INTENT END
DATE
Required for any non-continuous employee as indicated on the
letter of intent/contract. (e.g., term, temporary, adjunct, visiting,
lecturer, clinician and all C, D, K, and M.) This is the appointment
end date per the Letter of Intent or contract, not the end date of the
action. Tenure and tenure-track faculty are always continuous.
CONTINUOUS
Enter a Y if applicable. Merit employees (E and H-base), MNbase, tenure and tenure-track faculty are continuous by definition.
CITIZEN CODE
Enter the correct number for new employees. Current employees
should already be filled in; their code can only be changed
University Human Resource Services. The possible codes are:
1.
Citizen
2.
Immigrant/Permanent Resident
3.
Refugee/Asylee
4.
Non Immigrant
If you have questions, contact the International Students and
Scholars Office at 294-0373.
HOME DEPT
CODE
Enter the code of the department that maintains the Vacation/Sick
Leave information. For C base, enter the code of the educational
curriculum department.
Originating EPA’s
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HOME DEPT
NAME
Will be populated automatically according to the home
department code.
POS #
For budgeted positions, enter the corresponding line number
(optional).
ACTION TYPE
(NEW)
After deciding which option to use, type an X behind your choice.
For new employees, an “X” will automatically populate the NEW
option. When a Posting number is applicable, the system will
populate this field with the correct option. To view a list of all
options, see EPA Action Definitions.
START DATE
Enter the start date of the action in the format MM DD YY. This
date must be valid and within the fiscal year being entered.
Note: B base faculty appointments run from 8/16 – 5/15.
END DATE
Enter the end date of the action in the format MM DD YY if it is
different than the end of the fiscal year (which is automatically
populated). This date must be valid and within the fiscal year
being entered.
DEPT ANNUAL
SALARY
Enter a whole dollar amount with no period or comma. This
reflects the employee’s annual salary associated with the indicated
FUND ACCT. If paid on multiple fund accounts, the total of this
field on all accounts must equal the Annual Base Salary. Not
applicable for C base.
MONTHLY DEPT
SALARY
For C base only, enter the monthly stipend amount. The system
will automatically calculate the annual base salary and the dept
annual salary from this figure once you press ENTER. For all other
bases the system will calculate the monthly amount according to
the dept annual salary once you press ENTER.
SPECIAL
CONDITIONS
Enter any information that is pertinent, informative and clarifying
about the employee or action.
After populating all of the applicable fields, press ENTER and you should see the message,
“Record has been added” in the lower right hand corner of your screen.
If you see an error message in the lower left hand corner, note where the cursor is located and
make your correction. For more information about possible errors, see – Error Messages
Troubleshooting, page 15 - 19.
If you have more accounts to enter for the action, continue entering that information. Just TAB to
the FUND ACCT field, type in the next account number and press ENTER. See – Multiple
Accounts, Troubleshooting, page 6.
Originating EPA’s
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To view the information you have entered on the Total Commitment Entered (TE) screen, type
TE at the FUNC heading and press ENTER, (Figure 2) and verify that all the information is
correct. If you notice an error, return to the proper entry screen (in this case, AA) and make the
appropriate changes.
NOTE: The system will require you to view the TE screen before proceeding to the Browse/
Approve Form (BF) screen. If you try to go straight to the BF screen, the system will give you
the message “Check TE screen before routing Press ENTER to go to the TE screen”.
Figure 2 – TE: Total Commitment Entered Screen
FUNC TE ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID 010101
NEXT FISCAL YEAR DATA
NAME DOE JANE
TITLE ADMIN SPEC III
12 MONTH
ANNUAL.SALARY 50000 BASIS
P
ACCT->
102 3456
LST.CHG
06 01 09
JUL
4166.74
AUG
4166.66
SEP
4166.66
OCT
4166.66
NOV
4166.66
DEC
4166.66
JAN
4166.66
FEB
4166.66
MAR
4166.66
APR
4166.66
MAY
4166.66
JUN
4166.66
TOTAL
50000.00
BASIS
P
F11 = Go to BF
PA202 TRANS. ENTERED/NOT ROUTED
F1=Help;
F3=Exit;
F4=Transfer;
F7/F8=Browse;
Once the TE screen looks correct, enter BF at the FUNC heading and press ENTER, or press F11,
to view the Browse/Approve Form screen (Figure 3).
The BF screen shows the information you have entered in the format that will be routed to the
approvers. If necessary, press F7 and F8 to browse backward and forward to view the entire
form. You should continue to press F8 to scroll forward until you see the message “End of
Form” at the bottom of the screen.
Verify that the information on this screen is correct. If you notice an error, return to the proper
entry screen and make the appropriate changes.
To route the action, press F6, and you should see the message, “Approval Process Initiated” at
the bottom of the screen. For instructions on how to watch the progress of your action, see BO –
Browse by Originator, Electronic Forms Routing (EF), page 9.
Originating EPA’s
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Figure 3 – BF: Browse/Approve Form Screen
FUNC BF ID/SSN 012345678 I FUND ACCT 102 34 56 SEQ 001 YEAR 16
VAC ID 010101
Personnel Action - New
Name: DOE JANE
UID: 012345678 Annual:
Home Dept: 12345 ISU
Title: ADMIN SPEC III
50000 Title Code: 1052
Basis:
P
Proposed Changes
Fund.Acct
102-34-56
Start
07-01-15
End
06-30-16
Dept
Monthly
50000
4166.66
CHANGE:
Committed
50000.00
50000.00
APPOINTMENT ENDING DATE: 06-30-2016
Citizenship Status: Citizen
------------------------------------------------------------------------------Special Conditions:
------------------------------------------------------------------------------Commitment Status
Fund.Acct
102-34-56
PA235 PRESS F6 TO BEGIN ROUTING
F1=Help;
F3=Exit;
F4=Transfer;
Current
.00
Proposed
50000.00
F7/F8=Browse;
F.Y.I. All necessary supporting documents (Letter of Intent, Personnel Information Form, New
Employee Sign-Up Packet, etc.) must be sent to the applicable office (Provost, Graduate College,
Equal Opportunity Office, and University Human Resources). Your request will not be
approved until all information is received.
Examples
The following examples have been given to help you originate similar actions. Listed below are
page numbers, the type of action and the base of the employee in the example.
Page 7
Page 8
Page 9
Page 10
Page 11
Page 12-16
Page 16-17
Page 18-19
Page 19-20
Page 20-22
Page 22-25
Originating EPA’s
AA Example: Renew – Term Appt
AA Example: Renew – Add Months
AA Example: Renew – Rehire
AA Example: Renew – Cont
AA Example: Transfer
AA Example: Percent/Base Conv
AC Example: Award
CF Example: Exact Amount
LL Example: Medical LWOP
MM Example: Prior Year Appt
RR Example: Resignation
D – Base
B – Base
C – Base
P – Base
E – Base
C – Base
P – Base
D – Base
A – Base
H – Base
M – Base
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AA Example: Renew – Term Appt
If you have a term employee whose current appointment ended and their new appointment starts
the following day, you should use the option Renew – Term Appointment. This option is used
only for term employees when there is NO break in service. A new Letter of Intent is required
for all bases. NOTE: Merit (E & H base) and MN base employees are always considered
continuous and should never be used in this category.
Suppose you are given the following information on Jonathan Apple, currently a D–base
employee whose previous appointment and Letter of Intent ended 06/30/15:
Appt Dates:
LOI End Date:
Salary:
July 1, 2015 – June 30, 2016
June 30, 2016
$46,000
Since Jonathan is a current employee, most of the fields in the AA screen will already be
populated (Figure 4). The only information you will have to enter is:
Annual Base Salary
New LOI End Date
Renew – Term Appt
Start date
End date
Dept Annual Salary
46000
06 30 16
X
07 01 15
automatically filled with fiscal year end date
46000
Figure 4 – Renew: Term Appt
FUNC AA ID/SSN 111222333 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: APPLE JONATHAN
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 0100
GRADE:
TITLE: POSTDOC RES ASSOC
ANNUAL BASE SALARY:
46000
FRACTION:
BASE: D
12-MONTH
**LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS:
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT: X ADD MONTHS:
REHIRE:
CONT:
PERCENT/BASE CONV:
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY) 07 01 15
DEPT ANNUAL SALARY:
46000
END DATE: (MM DD YY) 06 30 16
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
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AA Example: Renew – Add Months
If you are extending time for permanent employees who work during their normal off-work
period, you should use the option Renew – Add Months. This option is used only for non 12month continuous employees, such as B-Base tenure-track faculty working over the summer,
P9’s and E10’s working during their normal months off, etc. A new Letter of Intent is NOT
required.
Suppose you are given the following information on Emily Andrews, currently a B–base
Professor who wants to be paid on her grant for half of August:
August 1 – 15, 2015
$90,000
Appt Dates:
Salary:
Since Emily is a current employee, most of the fields in the AA screen will already be populated
(Figure 5). The only information you will have to enter is:
Annual Base Salary
Continuous
Renew – Add Months
Start date
End date
Dept Annual Salary
90000
Y
X
08 01 15
08 15 15
90000
Figure 5 – Renew: Term Appt
FUNC AA ID/SSN 222333444 I FUND ACCT 400 34 56 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: ANDREWS EMILY
DEPT OF RANK CODE FOR A/B BASE: 12345
CLASS/TITLE CODE: 1000
GRADE:
TITLE: PROF
ANNUAL BASE SALARY:
90000
FRACTION:
BASE: B
12-MONTH
**LETTER OF INTENT END DATE:
OR CONTINUOUS: Y
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT:
ADD MONTHS: X REHIRE:
CONT:
PERCENT/BASE CONV:
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY) 08 01 15
DEPT ANNUAL SALARY:
90000
END DATE: (MM DD YY) 08 15 15
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
Page 8
AA Example: Renew – Rehire
If you are reappointing an employee into the same position after a break in service, you should
use the option Renew – Rehire. This option is used only for employees when there is a break in
service of less than two years, such as non tenure-track B-Base faculty, D-Base, and C-Base
graduate assistants returning to a C-Base appointment (dept and title do not matter for C-base).
A new Letter of Intent is required for all bases, although B-Base does NOT require a second
competitive search, approval by Equal Opportunity Office or a Posting number.
Suppose you are given the following information on Chen Lee, formerly a C–base employee
whose appointment ended 05/15/15:
Appt Dates:
LOI End Date:
Monthly Stipend:
August 16, 2015 – December 31, 2015
December 31, 2015
$2000.00
Since Chen is a former employee, most of the fields in the AA screen will already be populated
(Figure 6). The only information you will have to enter is:
New LOI End Date
Renew – Rehire
Start date
End date
Monthly Dept Salary
12 31 15
X
08 16 15
12 31 15
2000.00
Figure 6 – Renew: Rehire
FUNC AA ID/SSN 333444555 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: LEE CHEN
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 0501
GRADE:
TITLE: GRAD ASST - TA
ANNUAL BASE SALARY:
FRACTION: 1/2
BASE: C
12-MONTH
**LETTER OF INTENT END DATE: 12 31 15 OR CONTINUOUS:
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT:
ADD MONTHS:
REHIRE: X CONT:
PERCENT/BASE CONV:
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY)
DEPT ANNUAL SALARY:
08 16 15
END DATE: (MM DD YY) 12 31 15
MONTHLY DEPT SALARY: 2000.00
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
Page 9
AA Example: Renew – Cont
This option is used only to process actions for annual salary commitments that are NOT in the
budget, or to continue the Payroll Commitments for an employee where the original appointment
was entered for a partial year. NO new Letter of Intent is required.
Suppose you are given the following information on Katerina Barkowski, a permanent P–base
employee whose current fund account ended 09/30/15:
October 1, 2015 – June 30, 2016
$56,000
Appt Dates:
Salary:
Since Katerina is a current employee, most of the fields in the AA screen will already be
populated (Figure 7). The only information you will have to enter is:
Continuous
Renew – Cont
Start date
End date
Dept Annual Salary
Y
X
10 01 15
06 30 16
56000
Figure 7 – Renew: Cont
FUNC AA ID/SSN 444555666 I FUND ACCT 102 34 56 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: BARKOWSKI KATERINA L
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 1064
GRADE:
TITLE: PROGRAM COORD 111
ANNUAL BASE SALARY: 56000
FRACTION:
BASE: P
12-MONTH
**LETTER OF INTENT END DATE:
OR CONTINUOUS: Y
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT:
ADD MONTHS:
REHIRE:
CONT: X PERCENT/BASE CONV:
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY) 10 01 15
DEPT ANNUAL SALARY:
56000
END DATE: (MM DD YY) 06 30 16
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
Page 10
AA Example: Transfer
When a current employee makes a lateral move within the same pay grade/level to a different
position via the hiring process, you should use the option Transfer. A Posting number is required
for E, H & P base employees and some A, B base employees.
Suppose you are given the following information on David White, currently a Sec II employee
making $35,000 who has competed for and was approved for a Sec II position in a different
department at the same rate of pay:
Transfer Date:
Posting Number:
September 1, 2015
050505
After entering David’s University ID number or Social Security number and the fund account
number, type the Posting number 050505 and press ENTER. The system will populate the fields
for you (Figure 8). The information in red can be changed, but is not necessary if everything
looks correct:
Annual Base Salary
Base
Home Dept Code
Start date
End date
Dept Annual Salary
35000
E
12345
09 01 15
06 30 16
35000
Figure 8 – Transfer
FUNC AA ID/SSN 555666777 I FUND ACCT 704 01 02 SEQ 001 YEAR 16 VAC ID 050505
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: WHITE DAVID
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 1072
GRADE:
TITLE: GRAD ASST-TA
ANNUAL BASE SALARY: 35000
FRACTION:
BASE: E
12-MONTH
**LETTER OF INTENT END DATE:
OR CONTINUOUS: Y
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
TRANS: X
START DATE: (MM DD YY) 09 01 15
DEPT ANNUAL SALARY:
35000
END DATE: (MM DD YY) 06 30 16
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
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AA Example: Percent/Base Conv
When a current employee changes either the fraction of time worked or the number of months
worked, or their base changes, you should use the option Percent/Base Conversion. A new LOI
is required for A, B, C & D base employees. NOTE: Base Conversion includes E to H, H to E,
A to B, and B to A base only.
Suppose you are given the following information on Betty Black, currently a 1/2 time Grad
Assistant TA employee making $2000 a month:
Adding Grad Asst – RA for 1/4 time
July 1, 2015 – June 30, 2016
$1000.00
Appt Type:
Appt Dates:
Monthly:
Since Betty is a current employee, most of the fields in the AA screen will already be populated
(Figure 9). The information you will have to enter is:
Class/Title Code
Fraction
Letter of Intent End Date
Percent/Base Conv
Start date
End date
Monthly Dept Salary
Special Conditions
0503 (this will change the title to Grad Asst-TA/RA)
3/4
06 30 16
X
07 01 15
06 30 16
1000
Adding 1/4 time position
Figure 9 – Percent/Base Conv
FUNC AA ID/SSN 666777888 I FUND ACCT 704 02 03 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: BLACK BETTY
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 0503
GRADE:
TITLE: GRAD ASST-TA/RA
ANNUAL BASE SALARY:
FRACTION: 3/4
BASE: C
12-MONTH
**LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS:
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT:
ADD MONTHS:
REHIRE:
CONT:
PERCENT/BASE CONV: X
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY) 07 01 15
DEPT ANNUAL SALARY:
END DATE: (MM DD YY) 06 30 16
MONTHLY DEPT SALARY: 1000
TOTAL COMMITMENT:
SPECIAL CONDITIONS: Adding 1/4 time position
PA217
F1=Help;
F3=Exit;
Originating EPA’s
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
Page 12
This type of action will end the current appointment, so you will need to reenter that information.
If you are unsure about the current appointment dates, wages or account number, the best way to
find out is by viewing the TE screen and pressing F11 (see negative line in Figure 10):
Figure 10 – Percent/Base Conv Step 2
FUNC FD FORM PERS ACTN
ROLE
DEPT
UNIV ID 123456789 LIST
Personnel Action – Percent/Base Conv
Name: BLACK BETTY
UID: 666777888 Annual:
Home Dept: 12345 ISU
Title: GRAD ASST-TA/RA
7200 Title Code: 0503
Basis: 3/4 C
Proposed Changes
Fund.Acct
704-02-03
704-03-04
Start
07-01-15
07-01-15
End
06-30-16
06-30-16
Dept
Monthly
12000
1000.00
24000
2000.00CHANGE:
Committed
12000.00
24000.0012000.00-
APPOINTMENT ENDING DATE: 06-30-2016
Citizenship Status: Citizen
Once you have gathered the information, go back to the AA screen, type in the appropriate
account number and press ENTER. The only information you will have to enter is the following
(Figure 11):
Start date
07 01 15 (change only if different)
End date
06 30 16 (change only if different)
Monthly Dept Salary
2000
Figure 11 – Percent/Base Conv Step 3
FUNC AA ID/SSN 666777888 I FUND ACCT 704 03 04 SEQ 001 YEAR 16 VAC ID
NEW, RENEW, RECLASS, PROMOTION .....
DELETE:
NAME: BLACK BETTY
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 0503
GRADE:
TITLE: GRAD ASST-TA/RA
ANNUAL BASE SALARY:
FRACTION: 3/4
BASE: C
12-MONTH
**LETTER OF INTENT END DATE: 06 30 16 OR CONTINUOUS:
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
NEW:
PROM:
TRANS:
DEM:
CATEGORY CHANGE:
NT-T:
RENEW-> TERM APPT:
ADD MONTHS:
REHIRE:
CONT:
PERCENT/BASE CONV: X
RECLS:
LEAD:
SPCL:
ADMIN ASSIGNMENT:
SAL ADJ:
START DATE: (MM DD YY) 07 01 15
DEPT ANNUAL SALARY:
END DATE: (MM DD YY) 06 30 16
MONTHLY DEPT SALARY: 2000
TOTAL COMMITMENT:
SPECIAL CONDITIONS:
PA217
RECORD MAY BE ADDED
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
Page 13
Entering EPAs that contain changes to the percentage of time
There can only be one percentage of time on an EPA. If an employee is changing to several
percentages in a year, then you will have to do multiple EPAs.
Example:
James White has been appointed as a ½ time Grad Assistant from 7/1/15 to 6/30/16
for $2000.00 per month. The department wants to increase his time to ¾ time from
9/1/15 to 11/30/15 for an additional $1000.00 per month. Then he will revert back
to his ½ time appointment. This will require two EPAs after the original
appointment.
Figure 12 – Total Commitment on original appointment
FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID
CURRENT FISCAL YEAR DATA
NAME WHITE JAMES
TITLE GRAD ASST-TA/RA
12 MONTH
ANNUAL.SALARY
24000 BASIS 1/2 C
ACCT->
102 1234
LST.CHG
07 09 15
JUL
2000.00
AUG
2000.00
SEP
2000.00
OCT
2000.00
NOV
2000.00
DEC
2000.00
JAN
2000.00
FEB
2000.00
MAR
2000.00
APR
2000.00
MAY
2000.00
JUN
2000.00
TOTAL
24000.00
BASIS
1/2 C
F11 = Go to BF
PA202
F1=Help;
F3=Exit;
F4=Transfer;
F7/F8=Browse;
First EPA to appoint at ¾ time:
Fraction
Letter of Intent End Date
Percent/Base Conv
Start date
End date
Monthly Dept Salary
Special Conditions
¾
06 30 16 (original LOI end date)
X
09 01 15
11 30 15
$3000.00 (if on one account; split, if not)
Adding ¼ time appointment
Route this EPA. When the EPA has final approval in Payroll, you can start the second EPA to
put the Grad Assistant back on as ½ time.
Originating EPA’s
Page 14
Figure 13a – Total Commitment after adding ¼ time on same account number
FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID
CURRENT FISCAL YEAR DATA
NAME WHITE JAMES
TITLE GRAD ASST-TA/RA
12 MONTH
ANNUAL.SALARY
13000 BASIS 3/4 C
ACCT->
102 1234
LST.CHG
09 04 15
JUL
2000.00
AUG
2000.00
SEP
3000.00
OCT
3000.00
NOV
3000.00
DEC
JAN
FEB
MAR
APR
MAY
JUN
TOTAL
13000.00
BASIS
3/4 C
F11 = Go to BF
PA202 TRANS. ENTERED/NOT ROUTED
F1=Help;
F3=Exit;
F4=Transfer;
F7/F8=Browse;
Figure 13b – Total Commitment after adding ¼ time on different account number
FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID
CURRENT FISCAL YEAR DATA
NAME WHITE JAMES
TITLE GRAD ASST-TA/RA
12 MONTH
ANNUAL.SALARY
13000 BASIS 3/4 C
ACCT->
102 1234
704 5678
LST.CHG
09 04 15
09 04 15
JUL
2000.00
AUG
2000.00
SEP
2000.00
1000.00
OCT
2000.00
1000.00
NOV
2000.00
1000.00
DEC
JAN
FEB
MAR
APR
MAY
JUN
TOTAL
10000.00
3000.00
BASIS
3/4 C
3/4 C
F11 = Go to BF
PA202 TRANS. ENTERED/NOT ROUTED
F1=Help;
F3=Exit;
F4=Transfer;
F7/F8=Browse;
The original account will be deleted at the start of the new appointment (in red) and will have to
be re-entered. Both accounts must be entered as the full percentage of time not what each
account has committed. In the example, it would be ¾ time.
Originating EPA’s
Page 15
Second EPA to revert back to ½ time:
Class/Title Code
Fraction
Letter of Intent End Date
Percent/Base Conv
Start date
End date
Monthly Dept Salary
Special Conditions
0501 (this will change the title to Grad Asst-TA)
½
06 30 16 (original LOI end date)
X
12 01 15
06 30 16
$2000.00
Adding back original ½ time appointment
Figure 14 – Total Commitment after adding back original ½ time appointment
FUNC TC SSNO 505 66 0707 FUND.ACCT 400 23 68 SEQ 001 YEAR 16 VAC ID
CURRENT FISCAL YEAR DATA
NAME WHITE JAMES
TITLE GRAD ASST-TA
12 MONTH
ANNUAL.SALARY 27000 BASIS 1/2 C
ACCT->
102 1234
LST.CHG
12 05 15
JUL
2000.00
AUG
2000.00
SEP
3000.00
OCT
3000.00
NOV
3000.00
DEC
2000.00
JAN
2000.00
FEB
2000.00
MAR
2000.00
APR
2000.00
MAY
2000.00
JUN
2000.00
TOTAL
27000.00
BASIS
1/2 C
F11 = Go to BF
PA202 TRANS. ENTERED/NOT ROUTED
F1=Help;
F3=Exit;
F4=Transfer;
F7/F8=Browse;
Contact Payroll or University Human Resources if you have questions about this process.
AC Example: Award
Additional Compensation can be used for several reasons. The most common use is for
compensation in addition to one’s current salary for services provided outside their normal
responsibilities or for a monetary award. It can also be used for non-employees who are hired
for a short-term service and paid a lump sum amount for a given period (e.g. faculty hired to
teach a 4-week short course in the summer).
Originating EPA’s
Page 16
Suppose you are given the following information on April Anderson, currently a P-base
employee who received an Excellence Award:
Award Amount:
To be Received:
$1,000.00
October
After entering April’s University ID number or Social Security number and the fund account
number, press ENTER (Figure 12). The AC screen will give you two options. Option 1 should
be used when the employee is to receive a certain dollar amount with departmental benefits to be
paid in addition to the amount indicated. Option 2 should be used when the total amount of
salary and departmental benefits is to equal the indicated amount, in which case the Payroll
Office will calculate the amount of salary when they approve the action. In this example, we
will want to use Option 1:
Number of Payments
Start Month
Monthly Amount
Special Conditions
1
10
1000
Employee Excellence Award
Figure 15 – Add Comp
FUNC AC ID/SSN 777888999 I FUND ACCT 704 03 04 SEQ 001 YEAR 16 VAC ID
ADDITIONAL COMPENSATION, LUMP SUM APPOINTMENT
DELETE:
NAME: ANDERSON APRIL
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 6242
GRADE: 14
STEP:
TITLE: INSTR SUP SPEC III
ANNUAL BASE SALARY:
42000
FRACTION:
BASE: P
12-MONTH:
**LETTER OF INTENT END DATE:
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
POS #:
***************LIST START AND END DATES IN SPECIAL CONDITIONS**************
OPTION 1: NUMBER OF PAYMENTS: 1
START MONTH: 10 MONTHLY AMOUNT: 1000
(BENEFITS PAID IN ADDITION TO AMOUNT INDICATED) TOTAL:
OPTION 2: EXACT AMOUNT
*TOTAL OF SALARY AND BENEFITS*
(PAYROLL WILL CALCULATE COMMITTED AMOUNT)
SPECIAL CONDITIONS: EMPLOYEE EXCELLENCE AWARD
PA219
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
Originating EPA’s
Page 17
CF Example: Exact Amount
The Change in Funding Source option should be used to move a portion or all of a salary from
one fund account to another. NOTE: All personnel information must remain the same.
Suppose you are given the following information on Patrick Peter, currently a D-base employee
who needs to be paid exactly $1000 from a different grant for any time during the month of
December:
New Grant Number:
400-44-99-01-0001
Grant Definitions:
$1,000.00 for Salary and Benefits
Time Period:
*December 1 - 31
* Payroll recommends using the whole month instead of trying to come up with odd dates. It is
easier to change the annual than try to find a date that works.
After entering Patrick’s University ID number or Social Security number and the fund account
number from which you are moving the charge, press ENTER (Figure 16). Then enter the
following information:
Fund Acct To
Start Date
End Date
Dept Annual Salary
Special Conditions
400 44 99
12 01 15
12 31 15
*10239
Salary and Benefits must equal $1000.00
on account 400-44-99-01-0001
* Contact Payroll at 294-0455 for current fringe benefit rates.
Figure 16 – Change Funding Source
FUNC CF ID/SSN 777888999 I FUND ACCT 415 40 00 SEQ 001 YEAR 16
VAC ID
CHANGE FUNDING SOURCE
NAME: PETER PATRICK
CLASS/TITLE CODE: 0100
GRADE:
ANNUAL BASE SALARY:
40000
HOME DEPT CODE: 12345
DELETE:
DEPT OF RANK CODE FOR A/B BASE:
STEP:
TITLE: POSTDOC RES ASSOC
FRACTION:
BASE: D
12 MONTH:
HOME DEPT NAME: ISU
FUND ACCT FROM: 415 40 00
START DATE: (MM DD YY) 12 01 15
DEPT ANNUAL SALARY:
10239
POS #:
FUND ACCT TO: 400 44 99
END DATE: (MM DD YY) 12 31 15
MONTHLY DEPT SALARY:
TOTAL COMMITMENT:
*IF RETROACTIVE ON A 4XX ACCT PROVIDE EXPLANATION CODE:
**IF EXACT AMOUNT, EXPLAIN IN SPECIAL CONDITIONS**
(F1 FOR LIST)
SPECIAL CONDITIONS: SALARY AND BENEFITS MUST EQUAL $1000.00 on account
400-44-99-01-0001
PA223
F1=Help;
F3=Exit;
Originating EPA’s
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
Page 18
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
NOTE: Payroll will change the monthly amount if necessary so that the salary and benefits
equal the exact amount.
NOTE: By entering the sub-account number in special conditions, Payroll will be able to
process any corrections to prior months with this number. To add the sub-account to future
months, see PR – Sub-Account Breakdown, Payroll Commitments (PC), page 6.
FYI Benefits must be moved with the salary unless it is a grant account that does NOT support
benefits. Check with your Sponsored Programs accountant at (515) 294-4569 if you have
questions.
LL Example: Medical LWOP
The Leave Without Pay option should be used when an employee is taking time off without pay
but will retain their current position. There are four different reasons to choose from when
entering the LWOP: LWOP, Medical LWOP, Suspension and Military leave.
NOTE: If an employee is on military leave, please call the Payroll Office at 294-0455 when
entering the action. Military personnel are entitled to 30 days of leave WITH pay per calendar
year. If the LWOP crosses calendar years, multiple sequences will need to be entered.
Suppose you are given the following information on Casie Zou, currently an A-base employee:
Involved in Car Accident:
June 30 Sick Leave Balance:
June 30 Vacation Balance:
July 18, 2015
48.2 hours
89.6 hours
F.Y.I. Don’t spend hours trying to figure out what the first day of Leave Without Pay should be;
the Payroll Office can do that for you. Contact Doug Anderson at 294-6558.
After entering Casie’s University ID number or Social Security number, press ENTER (Figure
17). The LL screen has two different options. Option 1 is used to put the employee on Leave
Without Pay. Option 2 is used to return the employee to pay status when they return from
LWOP. In this example, you will want to use Option 1:
Type of Leave
Start Date
End Date
Special Conditions
Originating EPA’s
Med LWOP
08 21 15
*06 30 16
Injured in a car accident on July 18. Sick
leave ends on July 31, Vacation ends on
August 20.
Page 19
*Since the date Casie will be returning is unknown, the end of the fiscal year should be used. If
she returns before that date, another LL will need to be processed using Option 2.
Figure 17 – Medical LWOP
FUNC LL ID/SSN 888999000 I FUND ACCT
SEQ 001 YEAR 16
VAC ID
LEAVE OF ABSENCE - LWOP, MED LWOP, SUSP, MIL
DELETE:
NAME: ZOU CASIE
CLASS CODE: 5800
ANNUAL BASE SALARY:
GRADE:
200000
HOME DEPT CODE: 12345
OPTION 1:
OPTION 2:
DEPT OF RANK CODE FOR A/B BASE:
STEP:
TITLE: ASSOC DEAN
FRACTION:
BASE: A
HOME DEPT NAME: ISU
POS #:
LWOP:
MED LWOP: X
SUSPENSION:
MILITARY:
START DATE: (MM DD YY) 08 21 15
END DATE: (MM DD YY) 06 30 16
IF PARTIAL DAYS ENTER TOTAL HOURS:
*ONLY ONE MONTH AT A TIME*
USE ONLY TO REVISE PREVIOUSLY REPORTED END DATE
REVISED END DATE (MM DD YY)
TOTAL COMMITMENT:
SPECIAL CONDITIONS: Injured in a car accident on July 18. Sick Leave ends on
July 31, Vacation ends on August 20.
PA227
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
MM Example: Prior Year Appt
The Miscellaneous screen is to be used for prior year actions and when the action does not fit any
of the other options. The main difference between this screen and all the others is that the MM
screen will not update the TE: Total Commitment Entered screen. Payroll will make any
necessary calculations when they approve the action.
Now suppose you are given the following information after the June payroll cutoff for a new
employee, Brian L. Barns:
Starting date:
Title & Base:
Annual Base Salary:
June 24, 2015
Cook 1, H-base
$30,000
After entering Brian’s University ID number or Social Security number, TAB to the YEAR field
and enter the prior year, then press ENTER (Figure 19). The first half of the screen is identical to
the AA screen, so if you need help filling in these fields, refer to Figure 1 – AA – New, page 2 of
this section.
Originating EPA’s
Page 20
In this example we want to enter the following information:
Name
Class/Title Code
Annual Base Salary
Base
Continuous
Citizen Code
Home Dept Code
Barns Brian L
7061 (the title code for a Cook 1)
30000
H
Y
1
12345
The remaining fields are different from the AA screen. The first option is TYPE OF ACTION
and you will need to press F1 for the list of acceptable reasons (see Figure 18).
Figure 18 – Type of Action Choices
Miscellaneous Actions
Action types for miscellaneous screen
Actions 1,2,3 must use previous year on the top line.
1 - Prior-year AA (New, Renew, Reclass, etc)
2 - Prior-year LL (Leave Without Pay)
3 - Prior-year RR (Resignation/Separation, Vacation Payout)
Remaining actions normally use the current year.
4 - Change Start/End Date
5 - Cancel Prior Action
6 - Change to a Previous Base
7 - International Assignment, Overseas, Danger Pay, etc
8 - Non salaried appointment (Collaborator, Affiliate, Military)
9 - Reduce vacation payout
0 - Budget Correction
Z - Other
NOTE:
TAB
to the desired option and press ENTER. The system will fill in this number for you.
NOTE: When originating prior year actions (options 1- 3), be sure to change the YEAR field.
From here you will enter the following information:
Type of Action
Start Date
End date
Accounts
Annual
Special Conditions
Originating EPA’s
1 (filled in from tabbing to it on the list)
06 24 15
automatically filled with fiscal year end date
704 0101
30000
New employee with dept of residence
Page 21
Figure 19 – Prior Year Appt
FUNC MM ID/SSN 99900111 I FUND ACCT
SEQ
YEAR 15
VAC ID
Miscellaneous: This action will not update the TE screen.
DELETE:
NAME: BARNS BRIAN L
DEPT OF RANK CODE FOR A/B BASE:
CLASS/TITLE CODE: 7061
GRADE:
TITLE:
ANNUAL BASE SALARY:
20000
FRACTION:
BASE: H
12-MONTH
**LETTER OF INTENT END DATE:
OR CONTINUOUS: Y
CITIZEN CODE: 1
HOME DEPT CODE: 12345
HOME DEPT NAME:
POS #:
TYPE OF ACTION: 1 (Press F1 for list) START DATE: 06 24 15 END DATE: 06 30 15
*Accounts determine routing. (Press F1 for help.)
ACCOUNTS: 704 0101
ANNUAL/MNTHLY: 20000
SPECIAL CONDITIONS: New employee with dept of residence
PA239
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
After you enter the information, press F11 to verify the information on the BF screen, and then
press F6 to begin routing.
NOTE: If the budget for the new fiscal year has been closed for changes, you will need to enter
another action in the next fiscal year to put the employee on pay starting 7/1.
RR Example: Resignation
The Resignation screen should be used when an employee severs employment with ISU. This
screen can also be used to pay out vacation time only: for A-base employees transferring to a Bbase position, or for paying out vacation time that was not reported on the original RR.
F.Y.I. If your grad assistant is leaving your department, but will continue working elsewhere at
the University, it is NOT a resignation.
Suppose you are given the following information on Ming Kong, currently an M-base employee
who will be returning to school:
Last day of work:
Vacation balance 7/31:
August 13, 2015
45.9 (No vacation was used in August)
After entering Ming’s University ID number or Social Security number, press ENTER (Figure 20).
Originating EPA’s
Page 22
Figure 20 – Original Resignation Screen
FUNC RR ID/SSN 012345678 I FUND ACCT
SEQ
YEAR 16
VAC ID
RESIGNATION / SEPARATION / VACATION PAYOUT
DELETE:
NAME: KONG MING
TITLE:
ANNUAL BASE SALARY:
31200 FRACTION:
BASE: M
DEPT OF RANK:
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
RESIGNATION: (Y/N) Y
REASON:
LAST DAY OF WORK:
POS #:
VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH:
(EXPLAIN IN SPECIAL CONDITIONS)
VACATION HOURS:
45.9
X HOURLY RATE $ 15.00 =
CONVERTED VACATION HOURS:
X HOURLY RATE $ 15.00 =
ACCOUNTS: 206 1234
AMOUNT:
PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) Y (IF NO, EXPLAIN IN SPECIAL COND.)
SPECIAL CONDITIONS:
PA231
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
NOTE: The vacation hours given on the RR screen are as of the last update, in this case it is
July 31. Do NOT forget to add accruals and subtract usage.
Since this action is to resign Ming, the Y in the RESIGNATION field is correct, so the first field
you will need to enter is the REASON field. TAB to this field and press F1 for the list of
acceptable reasons (Figure 21).
Figure 21 – Resignation Choices
Resignation Reason Codes
Place cursor on desired code and press Enter.
00 - Non-competitive Salary
01 - Personal
02 - Education/Return to school
03 - Retirement
20 - Retirement Incentive Option-RIO
05 - Accepted other employment
06 - Accepted academic position
07 - Term/Temporary appointment ended
08 - Dismissed/Negative Tenure
09 - Dismissed/Performance
10 - Dismissed/Misconduct
11 - Dismissed/Abandoned job
** F8 FOR MORE OPTIONS **
Originating EPA’s
Page 23
Figure 21 Continued – Resignation Choices
12 - Layoff
13 - Military Service
14 - Death
15 - Long Term Disability
16 - Graduation
17 - Spousal/Partner Employment
18 - Merit Probationary Termination
19 - Merit - Refused Asgnmnt in excess of 25 miles
From this list, you can see that option 02 – Education/Return to school is what you will want to
use. The following information can now be entered (Figure 22):
Reason
Last Day of Work
Vacation Hours
02
08 13 15
*52.61
*To calculate vacation accrual as of the last working day, you need to multiply the normal
monthly accrual times the resignation date divided by the number of days in the month.
July 31 balance was 45.9 and you need to add August accrual for the 1st – 13th.
45.9 + (16 X 13/31) = 52.61 hours
Since no vacation was used in August, this is the amount you need to enter.
Figure 22 – Resignation Screen After Entering Information
FUNC RR ID/SSN 012345678 I FUND ACCT
SEQ
YEAR 16
VAC ID
RESIGNATION / SEPARATION / VACATION PAYOUT
DELETE:
NAME: KONG MING
TITLE:
ANNUAL BASE SALARY:
31200 FRACTION:
BASE: M
DEPT OF RANK:
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
RESIGNATION: (Y/N) Y
REASON: 02
LAST DAY OF WORK: 08 13 15
POS #:
VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH:
(EXPLAIN IN SPECIAL CONDITIONS)
VACATION HOURS:
52.61
X HOURLY RATE $ 15.00 =
CONVERTED VACATION HOURS:
X HOURLY RATE $ 15.00 =
ACCOUNTS: 206 1234
AMOUNT:
PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) Y (IF NO, EXPLAIN IN SPECIAL COND.)
SPECIAL CONDITIONS:
PA231
F1=Help;
F3=Exit;
Originating EPA’s
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
Page 24
After you enter the information, view the TE screen, press F11 to verify the information on the
BF screen, and then press F6 to begin routing.
F.Y.I. A resignation should be processed for all employees when they leave the University. The
only exception is for C-base whose appointment ends on their last day of work.
NOTE: The line “Prorate Vacation on Current Accounts” should only be changed to No when
the account(s) the employee is currently being paid on can NOT be charged for vacation. If this
is true, the Y should be changed to N and the new account number listed in the ACCOUNTS
field. The amount listed in the AMOUNT field (under ACCOUNTS) will need to match the
total vacation payout (from multiplying the hours times the rate), see Figure 23.
Figure 23 – Do Not “Prorate Vacation on Current Accounts”
FUNC RR ID/SSN 012345678 I FUND ACCT
SEQ
YEAR 16
VAC ID
RESIGNATION / SEPARATION / VACATION PAYOUT
DELETE:
NAME: KONG MING
TITLE:
ANNUAL BASE SALARY:
31200 FRACTION:
BASE: M
DEPT OF RANK:
HOME DEPT CODE: 12345
HOME DEPT NAME: ISU
RESIGNATION: (Y/N) Y
REASON: 02
LAST DAY OF WORK: 08 13 15
POS #:
VACATION PAYOUT ONLY: (Y/N) N PAYOUT MONTH:
(EXPLAIN IN SPECIAL CONDITIONS)
VACATION HOURS:
52.61
X HOURLY RATE $ 15.00 =
CONVERTED VACATION HOURS:
X HOURLY RATE $ 15.00 =
ACCOUNTS: 704 0123
AMOUNT: 789.15
PRORATE VACATION ON CURRENT ACCOUNTS: (Y/N) N (IF NO, EXPLAIN IN SPECIAL COND.)
SPECIAL CONDITIONS: The 206 account can not be used for vacation payouts
PA231
F1=Help;
F3=Exit;
F4=Transfer;
RECORD MAY BE ADDED
F7/F8=Browse;
NOTE: To get the total AMOUNT, multiply the vacation hours times the hourly rate (i.e. 52.61
hours x $15.00 = $789.15).
Originating EPA’s
Page 25