ePAF (Electronic Personnel Action Form) Hub

Effective 8/21/26 all AddJob ePAFs for NBE must be submitted at least five (5) business days before the query date. To ensure an AddJob ePAF is processed successfully, submit it no later than 5pm on the first Friday of the pay period prior to the query date.

AddJob ePAFs are used for those Non-Benefits Eligible (NBE) employees who are listed as an active or current NBE WSU employee and an additional position number is being added to their already active record in Banner or the current NBE position needs to be extended/rehired, for example: a Grad Student who worked in the fall and needs their appointment extended for the Spring.

AddJob ePAFs can be used for the following NBE employees:

• Student Assistants
• Graduate Assistants (GSA, GRA, GTA (both direct & indirect0)
• Lecturers
• Temporary Employees (U3 (Non-Exempt) & U4 (Exempt))

NOTE: An AddJob ePAF is NOT used to Hire a NBE employee.  WuHire is where NBE employees are hired.  See below for additional information regarding WuHire.  If you have hired the NBE employee through WuHire, you will extend/rehire their appointment through an AddJob ePAF.

Used to change specific items in an active NBE 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.

These types of ePAFs are for Benefits Eligible employees ONLY and are used to compensate the employee for additional tasks/responsibilities that are not included in their current position, for example:  additional work on a grant or teaching a course outside their department.

Note: The employee's primary position is benefit eligible, the additional compensation position is not benefit eligible.

Additional Compensation ePAFs

Additional Comp ePAFs are for Benefits Eligible, Exempt Employees

• Used to process an additional compensation (Overload) to an active, exempt, benefit eligible employee.
• Only used when the employee’s Employment Class (eClass) is FA, F2, UE, or UA.
• Paid until the position is terminated.
• Detailed comments are always required.
  • For Additional Comp related to teaching: include term, subject and course number, and CRN.
  • For interim responsibilities: include specific duties and why they are needed (e.g., special project, vacancy, etc.). 

Hourly Add Job Epafs

Hourly Add Job ePAFs are additional Compensation for Benefit Eligible, Non-Exempt Employees.

• Used to process an additional compensation (overload) to an active, non-exempt (hourly), benefit eligible employee.
• Only used when the employee’s Employment Class (eClass) is UN.
• Paid until the position is terminated.
• Hourly Add Jobs require the non-exempt employee to report hours worked separate from their primary position hours (secondary timecard), and cannot be used to pay a flat amount/rate per FLSA guidelines.

NOTE: This ePAF Category requires additional training that is only offered on request.

Research Summer Appointment ePAFs

Research Summer Appointment ePAFs are for those benefits eligible faculty who are compensated for a summer research position.

Originated by the RTT Payroll area to hire faculty into summer research positions.

Note: The faculty member’s primary position is benefit eligible, the Research Summer position is not benefit eligible.

 

Termination ePAFs are used to terminate all employees (both benefits eligible and non-benefits eligible) from Wichita State.  There are two types of Termination ePAFs:

 

A-TERM - Terminate Employee From Position ePAFs

Used to terminate an employee’s active position(s) only.  When used, this ePAF terminates the position only.  The employee will still have an active WSU employee record for 60 days. 

• 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.
• 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.

T-Term - Employee is leaving Department AND WSU ePAFs

Used to terminate an employee’s active 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 WSU ePAF.

Used to change campus box information.

Instructions are located on the ePAF Hub under ePAF Processing Guides.

To ONLY change the Fund Code for a current or future pay period for active NBE employees.

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.  to find the form in SharePoint.

Contact Payroll for additional information.

Student Assistants and Temporary Employees are hired 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 ePAFs have been replaced with the WuHire process.

Graduate Assistants, Lecturers, and Temporary (U4) employees are hired 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 ePAFs have been replaced with the WuHire process.

Research Student Assistants are hired through the WuHire system and NOT through an ePAF

Only used to hire Grant Funded Student Assistants

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.

1. Business Manager
2. Department Supervisor (this is a generic label for lab managers, hiring managers, etc.)
3. Budget Officer or Chair
4. Budget Review Officer
5. 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.

1.  Approve - the ePAF will stop on the approver and await their review and action (Approve or Return for Correction with Comments)
2. 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. 

• 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 verify the information listed before the ePAF can be applied.   See the guides below for more information.

ePAF Approval training is offered as an asynchronous online course that covers all approval levels including level 15. To access the ePAF Approvers course, please login to myTraining, search for the training using the word “epaf’ and select “ePAF Approver Training – Asynchronous Course”.

• 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!
  

  

• AddJob ePAFs are used for NBE employees who are listed as an active WSU employee and an additional position number is being added to their already active record in Banner or the existing NBE position needs to be rehired, for example: a Grad Student who worked in the fall and needs their appointment extended for the Spring.

  
• 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 WSU 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 – 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.

During Academic Terms (Spring & Fall Semesters)

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

 

During Summer Semester & when classes are not in session
(i.e. Winter Break)

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.

Employees who have a Position Only Termination date listed on their position in WuHire or a Position Only Termination ePAF processed are considerd active WSU employees with no active position on file. Their position has terminated but their WSU 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 WSU 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 WSU 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.