Skip to main content Skip to main content

MSU Denver ePAF User Guide

This User Guide will introduce you to ePAF, the different types of ePAFs, the different user roles, and who to select with in these roles. It also covers the different payroll calendars, FOAPAL information, employee classifications, ePAF terminology and the approval queues.  

MSU Denver ePAF User Guide


What is an ePAF? 

ePAF is an Electronic Personnel Action Form that allows users to process job changes for their employees online, define, route and track actions as they move through the approval process, and it provides an electronic audit trail. 

 

Advantages of using ePAF: 

  • Departments are empowered to make changes for their employees 
  • Speed and efficiency  
  • Fewer opportunities for data entry errors or missed deadlines 
  • Ability to track a transaction through the approval queue 
  • Less paper waste and misplaced forms 

Types of ePAFs: 

  • Hires, Transfers, Rehires 
  • Changes to the FOAPAL, Hourly Rate, Job Title, and Supervisor 
  • Secondary Jobs, Salary Supplements, Student Stipends 

 

Staff ePAFs: 

  • Staff Salaried New Employee – for the standard staff new hire that has never been hired with the university beforeSalaried employees are exempt from overtime.  
  • Staff Salaried Transfer/Rehire New Position – for transferring an existing employee into a different position or to rehire a former employeeSalaried employees are exempt from overtime. 
  • Staff Hourly New Employee – for the standard staff new hire that has never been hired with the university before. Hourly employees are eligible for overtime. 
  • Staff Hourly Transfer/Rehire New Position – for transferring an existing employee into a different position or to rehire a former employee. Hourly employees are eligible for overtime. 

 

Faculty ePAFs: 

  • Faculty New Employee (12 month) – for 12-month faculty member that has never been hired with the university before NOT on deferred pay 
  • Faculty/Transfer/Rehire New Position (12 month) – for transferring an existing employee into a different position or to rehire a former employee not on deferred pay 
  • Faculty New Employee (Deferred Pay) – for new faculty members working the entire academic year that will be placed into deferred pay 
  • Faculty Rehire Same Position (Deferred Pay) – for rehiring a faculty member into the same position for the entire academic year and will be placed into deferred pay 
  • Faculty Rehire New Position (Deferred Pay) – for rehiring a faculty member into a new position for the entire academic year and will be placed into deferred pay 
  • Faculty Temporary New Employee (No Deferred Pay) – for hiring a new faculty member into a temporary position for one semester 
*What is Deferred Pay?  

Faculty members are paid their contract over the entire year so that they do not miss a monthly payment. The system calculates what the monthly payment will be and adjusts automatically. MSU places all new Faculty hired after 2015 who are teaching the entire academic year in deferred pay with an August contract start unless they have a 12-month contract (such as a Chair) and are working the entire year. Faculty members that teach in the summer will receive summer pay in addition to their deferred pay. 

 

Salary Supplements: 

  • Salary Supplement (New Position) – This will be used for every employee’s initial salary supplement with ePAF (regardless of if they have had a salary supplement in the past) 
  • Salary Supplement (Same Position) – After having a salary supplement entered via ePAF this may be used  

 

Student ePAFs:  

  • Student New Hire Hourly – for hiring a new student employee earning work-study, student hourly/grant funds or an international student employee.  
  • Student Rehire Hourly (Same Position)  for rehiring a student employee into the same position 
  • Student Stipend New Hire – for hiring a new student employee into a service stipend position 
  • Student Stipend Rehire (Same Position) – for rehiring a student employee into a service stipend position 

 

Hourly ePAFs: 

  • Classified Hourly (New Employee) – for hiring a new temporary non-benefit eligible employee into a position that is for 9 months of service. 
  • Classified Hourly (New Position) – for hiring a temporary non-benefit eligible employee into a different position that cannot be held for over 9 months in combination with any other Classified Hourly position 
  • Classified Hourly (Rehire) – for hiring a former temporary employee that has held a Classified Hourly position before 
  • Admin Hourly (New Employee)– for hiring a new temporary non-benefit eligible employee into a temporary non-exempt position and cannot work more than 19 hours per week 
  • Admin Hourly (New Position) – for hiring a temporary non-benefit eligible employee into a different temporary non-exempt position and cannot work more than 19 hours per week 
  • Admin Hourly (Rehire) – for hiring a former temporary employee that has held an Admin Hourly position before 

 

Miscellaneous ePAFs: 

  • End Employee Job– to end an employee position to either hire into a different position or to separate employment. The standard separation process must be followed, and this will only stop payment on the position selected 
  • FOAPAL Change – to modify the FOAPAL on an employee’s current position 
  • Hourly Rate Change – to modify a non-exempt employee’s hourly rate 
  • Title Change – to modify a current employee’s job title with no pay changes 
  • Supervisor Change – to modify a current employee’s supervisor 

ePAF Roles: 

  • Originator – Initiates the changes and determines routing queue 
  • Approver – Reviews changes to ensure the data is accurate and complete 
  • FYI – Receives a copy of the ePAF for information only – cannot act or make changes 
  • Final Approver – HR Team member reviews  
  • Applier – HR representative that applies changes to banner 

 

Who to select to approve the ePAF: 

Each ePAF has a set of mandatory Approval Levels or FYI notifications. These people have been selected for this responsibility based on job duties. If you do not see someone listed but you believe they should be, contact Human Resources. You also have the option to add additional levels of approval or FYI notifications. 

  • Fiscal Manager: Select the appropriate Fiscal Manager for your department 
  • Funding Oversight: University Budget – Cipriana Patterson, Grants – Charli Pringle-North, Foundation – Michael Schiffmacher  
  • Payroll: Tessa Heyes 
  • Employment Final Approver: Student ePAFs – Ramona Morris, all others – Paula MacGeorge 
  • Employment Applier: Student ePAFs – Ramona Morris, all others – Sydney Glavin 
  • Optional Approval Levels: Supervisor, Dean/Director/Chair, VP/Provost 

Payroll Calendars

Monthly Calendar for Administrators, Affiliate Faculty, State Classified, and Faculty 

Banner bases all transactions by pay period dates. If the Pay Period Start Date is different from the query date for the ePAF, the system will automatically prorate the employee’s pay. However, the date the employee begins working for the university should reflect their actual start date so that they are not overpaid. If the date entered for the end date is different from the Pay Period End Date, the employee will not be paid as they will not be picked up into payroll.  

If the submission deadline has already passed, you will need to process for the following pay period and work with your HR representative to work out any back-pay situations. 

Semester 

Payroll # 

Pay Period Start 

Pay Period End 

Pay Date 

Submission Deadline 

202040 Summer 

6 

6/1/2020 

6/30/2020 

6/30/2020 

6/11/2020 

7 

7/1/2020 

7/31/2020 

7/31/2020 

7/10/2020 

202050 Fall 

8 

8/1/2020 

8/31/2020 

8/31/2020 

8/11/2020 

9 

9/1/2020 

9/30/2020 

9/30/2020 

9/11/2020 

10 

10/1/2020 

10/31/2020 

10/30/2020 

10/12/2020 

11 

11/1/2020 

11/30/2020 

11/30/2020 

11/11/2020 

12 

12/1/2020 

12/31/2020 

12/31/2020 

12/11/2020 

202130 Winterim 

1 

1/1/2021 

1/31/2021 

1/29/2021 

1/11/2021 

202130 Spring 

2 

2/1/2021 

2/28/2021 

2/26/2021 

2/11/2021 

3 

3/1/2021 

3/31/2021 

3/31/2021 

3/11/2021 

4 

4/1/2021 

4/30/2021 

4/30/2021 

4/12/2021 

5 

5/1/2021 

5/31/2021 

5/31/2021 

5/11/2021 

202140 Summer 

6 

6/1/2021 

6/30/2021 

6/30/2021 

6/11/2021 

7 

7/1/2021 

7/31/2021 

7/30/2021 

7/12/2021 

202150 Fall 

8 

8/1/2021 

8/31/2021 

8/31/2021 

8/11/2021 

9 

9/1/2021 

9/30/2021 

9/30/2021 

9/10/2021 

10 

10/1/2021 

10/31/2021 

10/29/2021 

10/11/2021 

11 

11/1/2021 

11/30/2021 

11/30/2021 

11/11/2021 

12 

12/1/2021 

12/31/2021 

12/31/2021 

12/10/2021 

 

 

Semi-Monthly Calendar for Hourly and Student Employees 

Semester 

Payroll # 

Pay Period Start 

Pay Period End 

Pay Date 

Submission Deadline 

202040 Summer 

11 

5/17/2020 

5/31/2020 

6/15/2020 

5/4/2020 

12 

6/1/2020 

6/15/2020 

6/30/2020 

5/17/2020 

13 

6/16/2020 

6/30/2020 

7/15/2020 

6/1/2020 

14 

7/1/2020 

7/15/2020 

8/1/2020 

6/15/2020 

15 

7/16/2020 

8/1/2020 

8/15/2020 

7/1/2020 

202050 Fall 

16 

8/2/2020 

8/15/2020 

8/31/2020 

7/16/2020 

17 

8/16/2020 

8/31/2020 

9/15/2020 

8/2/2020 

18 

9/1/2020 

9/15/2020 

9/30/2020 

8/17/2020 

19 

9/16/2020 

9/30/2020 

10/15/2020 

9/1/2020 

20 

10/1/2020 

10/15/2020 

10/30/2020 

9/16/2020 

21 

10/16/2020 

10/31/2020 

11/13/2020 

10/1/2020 

22 

11/1/2020 

11/15/2020 

11/30/2020 

10/16/2020 

23 

11/16/2020 

11/30/2020 

12/15/2020 

11/2/2020 

24 

12/1/2020 

12/12/2020 

12/31/2020 

11/16/2020 

Semester 

Payroll # 

Pay Period Start 

Pay Period End 

Pay Date 

Submission Deadline 

 

 

 

 

202130 Spring    

 

 

 

 

1 

12/13/2020 

12/31/2020

01/15/2021

12/01/2020

2 

01/01/2021

01/15/2021

01/29/2021

12/14/2020

3 

01/16/2021

01/31/2021

02/15/2021

01/04/2021

4 

02/01/2021

02/15/2021

02/26/2021

01/18/2021

5 

02/16/2021

02/28/2021

03/15/2021

02/01/2021

6 

03/03/2021

03/15/2021

03/31/2021

02/16/2021

7 

03/16/2021

03/31/2021

04/15/2021

03/01/2021

8 

04/01/2021

04/15/2021

04/30/2021

03/16/2021

9 

04/16/2021

04/30/2021

05/14/2021

04/01/2021

10 

05/01/2021

05/15/2021

05/28/2021

04/16/2021

 

202140 Summer

 

 

11 

05/16/2021

05/31/2021

06/15/2021

05/03/2021

12 

06/01/2021

06/15/2021

06/30/2021

05/17/202

13 

06/16/2021

06/30/2021

07/15/2021

06/01/2021

14 

07/01/2021

07/15/2021

07/30/2021

06/16/2021

15

07/16/2021

08/07/2021

08/13/2021

07/01/2021

 

 

What makes a FOAPAL?  

The FOAPAL tells the system where the money comes from to pay for the work completed. It is very important to make sure the correct information is submitted, or a labor redistribution will need to be completed later. This affects budgets, planning and reporting. Different numbers are used depending on the employee classification, type of work, location and sometimes semester. 

Fund (F) 

Funds are used to identify the source of the revenue. In other words, it is where the money comes from.? Revenue can come from many different sources. These revenue sources include:? 

- General Funds: Tuition & Fees or Program Fees, Budget, Indirect Cost Recoveries 

- Auxiliary Funds: Sales, Fee for Services 

- Restricted Funds: Grants, Foundations 

- Plant Funds: Reserves set aside for large Capital purchases 

- Agency Funds: Study Abroad, Student Clubs. 

New revenue generating activities such as, but not limited to, performances, events, fundraising, space rental, sale of goods or services, and sponsorships must follow the?Other Revenue Policy?for approval, prior to a Fund request. 

Organization (O) 

The Org Code is used to identify a department.? Every department is assigned an Organizational Code. For example, “MGT” could be used for Management Department (Orgs are monitored and approved by the Budget Office). 

Account (A) 

The Account codes classify, in detail, the results of transactions. Account codes allow you to have more flexibility for detail on your transactions. 51XX TO 59XX are Revenue (money coming in) accounts 65XX to 79XX are Expenditure (money going out) accounts. 

Program (P) 

Program codes identify the functional purpose of each revenue and expenditure transaction. These codes are used to help the University report our financial position.?The Program codes are a standardized system of comparable categories required by the National Association of College and University Business Officers (NACUBO). 

Activity &?Location (A/L) 

Activity/Location codes help identify a specific project/activity that needs to be tracked by a department. 


Fund Code Cheat Sheet 

Explanation 

Fund Code 

General Fund 

1000 

Auxiliary Funds 

15 

Indirect Cost Fund (ICR) 

20/26 

Financial Aid Funds 

40 

Federal Grant Funds 

42 

State Grant 

46 

Foundation Funds 

48 

One Time Summer Revenue Funds 

1SR 


Account Code Cheat Sheet 

Position Type 

Account Code 

Administrators 

Full-time (E-line) 

6145 

Part-time (E-line) 

6147 

Interim (E-line) 

6151 

Temporary (TE-line) 

6151 

? 

? 

Classified 

Full-time (C-line) 

6165 

Part-time (C-line) 

6170 

? 

? 

Faculty 

Category I (F-line) 

6115 

Category II (F-line) 

6125 

Category III (PT) 

6120 

? 

? 

Faculty Summer 

Category I (F-line) 

6130 

Category II (F-line) 

6132 

Category III (PT) 

6135 

? 

? 

Hourly 

Administrative 

6153 

Classified-Full-time 

6175 

Classified-Part-time 

6177 

Student 

6191 

Student Service Stipend 

6193 


Program Code Cheat Sheet 

Type of Activity 

Program 

Instruction 

1100 

Research 

1200 

Public Service 

1300 

Academic Support 

1400 

Student Services 

1500 

Institutional Support 

1600 

Operation and Maintenance of Plant 

1700 

Scholarships and Fellowships 

1800 

Auxiliary Expenditures 

1900 

Employee Classification Options 

Banner has several employee classifications for the various employee types. Some were used a long time ago and are no longer in use, but we are not able to delete them because of the history tied to them. Most employee classes will automatically default in depending on the ePAF selected, but there are some that you must enter the code. Contact your HR Representative if you are not sure which one to use. 

Code 

Description 

Status 

A1 

Admin < FT without benefits 

Active - Used for part time administrators not receiving benefits 

A2 

Admin < FT with benefits 

Active - Used for part time administrators receiving benefits 

AD 

Full Time Administrators 

Active - Used for full time benefit eligible administrators 

AH 

Administrative Hourly 

Active - Used for part time temporary non-benefit eligible employees 

AN 

Administrative Non-Exempt 

Active - Used for full time overtime eligible benefit eligible administrators 

CE 

Classified Salaried Exempt 

Active - Used for full time State Classified benefit eligible employees 

CH 

Classified Hourly 

Active - Used for full time temporary non-benefit eligible employees 

CN 

Classified Salaried Non-Exempt 

Active - Used for full time overtime eligible State Classified benefit eligible employees 

F2 

FT FACULTY-Trans Retirees 

Active - Used for Faculty members in transitional retirement 

F4 

Part-Time Adjunct Faculty 

Active - Used for part time Affiliate faculty 

F5 

FT Faculty-10 mo with benes 

Active - Used for 12-month full time faculty, or faculty teaching for one semester only 

F6 

Full Time Fac-Def Pay Aug-Jul 

Active - Used for full time faculty teaching the entire academic year, August start and deferred pay 

FC 

Faculty Chair 

Active - Used for Faculty Chair positions 

FD 

Full Time Faculty-Def Pay 

Active - Used for full time faculty teaching the entire academic year, September start and deferred pay 

SS 

Student Stipend 

Active - Used for Student Stipend positions 

ST 

Student Hourly Employment 

Active - Used for standard student employment positions 

TR 

Board of Trustees Member 

Active - Used for Board of Trustees Members only 

XA 

Temp Agency Hires-Not MSCD Emp 

Active - Used for initial creation of employee account 

 

These codes can be seen when using the search tool but they are not in use: 

CD 

Classified Salaried/Shift Diff 

Not Active - DO NOT USE 

CP 

Classified Part-time 

Not Active - DO NOT USE 

F3 

FT Faculty <9 mo. with benes 

Not Active - DO NOT USE 

FS 

Faculty FT Summer 

Not Active - DO NOT USE 

ME 

Miscellaneous Employees 

Not Active - DO NOT USE 

QA 

Federal Stimulus Administrator 

Not Active - DO NOT USE 

QD 

Federal Stim Faculty-Deferred 

Not Active - DO NOT USE 

QF 

Federal Stimulus Faculty 

Not Active - DO NOT USE 

QH 

Federal Stimulus Hourly 

Not Active - DO NOT USE 

SF 

FT Faculty - summer only contr 

Not Active - DO NOT USE 

XX 

Retirees 

Not Active - DO NOT USE 

Basic ePAF Terminology 

Approval Category: Approval Categories are the actions you are performing. 

Approver: Those who can process EPAFs to Approve, Acknowledge, or Return EPAFs For Correction. 

Apply / Applied: This is the final step in the life cycle of an EPAF transaction where the data is entered into the Banner system. The new/changed data can then be viewed and verified in the appropriate Banner forms and tables. 

Originator: The person who initiates and submits the EPAF into the routing queue for review, approval & application to the Banner 

After pre-EPAF steps are complete, Originators: 

  • Gather the required information and supporting documents
  • Create EPAF transaction in the system
  • Submits the EPAF to the routing queue
  • Make any required changes or corrections throughout the review & approval process, until the EPAF “applies” to the Banner system. 

Routing Queue, Transaction Status and Queue Status

Routing Queue:

The sequence of Approvers and FYIers each EPAF must pass through before being applied to the Banner database. 

Required Action: The action the designated Approver is required to take. This is defined for each level or step in the Routing Queue. 

There are three action types available for selection in the Routing Queue: 

  • Approval: The individual must take action on the EPAF 
  • FYI: The individual is seeing the EPAF for information only and the EPAF does not have to wait for this person to do something before it can move on. 
  • Apply: The individual must apply the EPAF to the database (Banner) after final approval. 

 

Transaction Status: 

The status of the EPAF itself - where it is in the approval process. 

These statuses are usually more relevant for an Originator. 

There are eight approval process Status indicators: 

  • Approved: The EPAF has been approved by all the Approvers in the Routing Queue, but it has not yet been applied to the database. 
  • Complete: The EPAF has been applied to the database and the requested changes have been made in Banner. 
  • Disapproved: The EPAF has been disapproved by an Approver. The other Approvers in the Routing Queue (after them) no longer need to take action. The EPAF was stopped. 
  • Pending: The EPAF is in the Routing Queue and requires action by the Approver(s). 
  • Return for Correction: The Approver has returned the EPAF to the Originator for correction. The EPAF can then be corrected by the Originator and re-submitted. Once an EPAF is in Return for Correction status, it is as if it were never submitted. 
  • Void: The Originator has Voided the EPAF. It is no longer a valid transaction. The Originator can Void the EPAF at any time during the approval process. 
  • Waiting: The EPAF is in the process of being created and has not yet been submitted. An EPAF in Waiting status can be removed by the Originator by hitting the Delete button on the EPAF form. 

 

Queue Status: 

The status of the EPAF for each individual defined in the approval queue. 

The approval Queue Status categories are: 

  • Acknowledge: An Approver designated with the action of FYI has seen the EPAF. 
  • Applied: The EPAF has been applied to the database. The new data can be verified / viewed in the Banner forms and tables.
  • Approved: The Approver has approved the transaction. 
  • Disapproved: The Approver has disapproved the transaction. 
  • FYI: Indicates that the EPAF transaction has been sent to you for your information only. No action is needed. The EPAF will continue through the Routing Queue. 
  • In The Queue: The EPAF is on its way to you as an Approver but it needs action at a lower level. The status changes to Pending when the transaction reaches you. 
  • More Information: If the Approver needs more information before they can take action, they can change the status to More Information to let others in the Routing Queue know that they are working on it. 
  • Overridden: A Superuser has approved an EPAF, prior to receiving all approvals from those defined in the normal approval queue. In this case, the Queue Status would read “Overridden” for all Approvers remaining in the Routing Queue that the EPAF has not reached. 
  • Pending: The Approver(s) needs to take action. 
  • Removed from Queue: The EPAF has either been Voided by the Originator or Disapproved by an Approver. The EPAF is no longer a valid transaction. This is the Queue status the remaining Approvers would see. 
  • Return For Correction: The EPAF has been returned to the Originator for correction. 
  • Void: The transaction has been voided. This is only a valid status for Originators. 

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 next approval levelErrors must be corrected.  

*Contact your HR Representative if you have any questions or are not able to solve the problem. 

 

Problem 

Solutions 

I have a message that says I have Electronic Approval Actions 

Approval of the EPAF can be done in Banner or on the Employee Portal: Faculty and Staff hub, Electronic Personnel Action Forms, EPAF Approver Summary. 

*WARNING* Query Date must be greater than or equal to XXX date. 

The Query Date, or date entered must equal the pay period effective date or the last transaction date for the employee. 

*WARNING* Encumbrance has been set to 0, because method is Value Input. 

This message can be ignored – it appears for pooled positions such as Student because the university does not enter an encumbrance in the system. 

*WARNING* Encumbrance Method is Value Input and salary has changed. 

This message can be ignored – it appears for pooled positions such as Hourly and Affiliate because the university does not enter an encumbrance in the system. 

*ERROR* The Begin Date and Step must be entered for a new job. 

Message for student positions – work with your HR representative to resolve. 

*ERROR* All Approval Types must be committed prior to submission 

A person is selected in more than one approval category. Choose a different person for the different approval levels. 

*ERROR* The Begin Date must equal the first Jobs Detail Effective Date 

The person has already had a position with the university and a different ePAF must be selected, I.e., Rehire. 

*ERROR* Earnings Hrs./Units must be filled in for approval type 

In the Change Earnings Code section, the Hours or Units Per Pay must equal 1 

Edit this page