EPA Review Position Info: PIN Position Identification Number. TAMUCC s workstation is I for Islanders which starts all our PINs with this letter plus

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1 EPA document Info: Action Effective dates Date you want that change to take effect. Will affect employee s record and calculate salary accordingly. Source Balance Edits Overidden Compares annual term with funding source effective dates. Use only if you get an error after submitting and you are sure the effective dates are correct. Ex: grant accounts that need to be set up month to month. Override Budget use only when you are positive the source accounts will have funds to pay for the requested action. Otherwise, the Budget department may reject your EPA. Replace Prior Iteration use only when you are making changes to the exact action effective dates used before. Ex: prior action was effective 5/1/2015 and you are making a source account change for that date forward, then replace prior iteration. Do not use effective date 9/1/2015 and replace prior iteration if you just need to affect 5/1/2015 going forward. Justification Explain as much as you can to support your new document. These notes are very useful during an audit. If replacing prior iteration, write new comments related to this change. Detail if employee moving from wage to monthly or vice versa to verify promotions. Include last day worked to ensure reviewers compare to action effective date. Attachment You can attach supporting documentation for any of the changes made. 1

2 Position Info: PIN Position Identification Number. TAMUCC s workstation is I for Islanders which starts all our PINs with this letter plus system generated numeric values: Ex: I00123 or I Adloc Administrative location. Our adlocs start with 15 because this is the workstation number that identifies TAMUCC followed by a unique account number that identifies the department. Title Code Must match current Position Description Action for employee. Also, ensure this title code matches the funding source line title code. Annual Term Defines the time the position will be on the payroll. TAMUCC also uses it to define the time the employee will be on the payroll. Term must be specified in ½ month increments. Staff positions use 9/1/YR through 8/31/YR, which is the fiscal year. For Teaching Assistants, Graduate Assistants and Faculty, annual terms can be 4 ½ months to avoid overpayment. Position Action carries over from selection made at creating this EPA. Available codes: CP (change period), CR (create), CT (Change Title), EL (Eliminate), ET (End of term not used by TAMUCC), RP (Reactivate Position), OA (Other Action). Annual Term Months Must match total months entered for the annual term dates. Temporary PIN Default is No, but type Yes if this is not a PIN that will roll forward to the next fiscal year because it will not be part of the budget process. Nontemporary PINs are approved through Position Description Actions or during the budget process. 2

3 Occupant Info: UIN automatically populates from entering SSN correctly. SSN very important to have correct number. If correctly entered, will pull UIN automatically plus corresponding name. If incorrect, no UIN populates. Previous Occupant SSN Identifies prior occupant s information automatically. Occupant in Position From-To: identifies the date employee was first added to this PIN. Recommended Occupant Action carries over from selection made at creating this EPA. Many options like New Hire, Promote In, Retire, etc. available. Employee Location If left blank, overnight process will default to match adloc. Number assigned here should be the adloc related to the department where employee works. From/To PIN If you don t know occupant s From/To PIN, you can use I9999. Enter only one (either From or To) PIN because the other should populate from EPA. If from/to wage PIN, make annotation on justification/comments section. Occupant Name will ask for Last, Fist, Middle Initial. It populates if SSN is correct. Previous Occupant Name automatically updates. Current Occupant Action Many options like Transfer In, Transfer Out, Vacant, Voluntary Terminate, etc. available. Termination Reason select from drop down list if applicable. Most common: Resignation/reasons unknown and At will. At will is used in combination with occupant action. If employee chose to leave, can use voluntary terminate with at will. If employee was let go, can use involuntary terminate with at will. Check Distribution Leave blank. Was used to help sort checks by department before we went direct deposit. 3

4 Rate Info: Percent Effort percent effort required for the job. Allowed are.01% through 100%. Previous Percent Effort calculates automatically from previous occupant s information. Range/Step Code Leave blank. A Pay Range is required for classified title codes. If left blank, it will be generated from the database tables based on the title code. FTE Monthly/Hourly Rate for monthly payments, calculate on budgeted salary divided by annual term months. For hourly payments, enter hourly rate. Previous Monthly/Hourly Rate carries over from prior occupant s information. Salary Action Many options like ME (Merit increase), EQ (equity increase), HS (Hiring Salary adjustment), IN (increase), etc. available. Needed only when salary change is made. Pay Indicator how a person is paid. Ex: monthly vs biweekly, full-time vs part-time, etc. A=monthly full-time budgeted line, B=monthly, less than 100%, C=monthly, graduate student, E=biweekly, less than 100% wage, F=biweekly student worker. Source control normal = source amounts calculated from % effort. Always normal for wage EPAs; locked = source amounts are locked to allow % effort to be calculated based on the amounts. Budgeted salary annual salary based on term months multiplied by monthly rate. Will show $0 for hourly employees. Previous budgeted salary carries over from prior occupant s information. Pay Type It defines the processing required by the payroll calculation program to compute the net pay. Select normal, unless employee has both budgeted and wage PINs. Selecting no insurance will prevent double-insurance deduction on wage PIN, when employee pays insurance through budgeted PIN. 4

5 Funding Source Lines: Line 1 counts each item as a line item. Maximum of 25 entries. Title Code ensure this title code matches title on position information. Can be different ONLY if using another workstation s account information. Effective dates Specified in ½ month increments. Should match annual term on total source lines, so the budgeted salary amount can be calculated and changes easily identified. Only on source lines reaching maximum entries, will we allow effective dates to match iteration effective date. Campus-Account Object code Campus code is 15 for TAMUCC; enter account number, support account and object code. Object code must relate to title code. For a complete list of object codes, visit k.pdf and scroll down to around page 19. Program Code TAMUCC does not use the program code that breaks down the part and account combination to group projects together. Check with other workstations when using their accounts. Ex: TEES. Percent effort percent effort required for the job. Allowed are.01 through 100%. Total source lines must add up to percent effort on rate information exactly. MSO/SP Flags Leave blank.. Automatically calculates based on database tables. Value based on title code. M=management, S=supervisor, O=other. Monthly Pay (shown at the top)/budgeted Salary (shown at the bottom) combined source lines must add up to the amounts on the rate information for monthly/budgeted salary. If source control shows normal, will calculate based on percent effort per line item. If locked, will calculate based on annual salary amount per line item. Edit can use to make changes as needed to any of the information related to the line item. Replicate/Delete can use the replicate option to add a line item. It will give you the exact information on the line you select to duplicate, but you can make changes as needed. Can use the delete option if you will no longer need a line item. 5

6 Net Funding Lines: Campus 15 for TAMUCC. Source Account only shows source account information that have amount changes. Requirement Account defaults to source account if salary change is an increase. Defaults to salary savings account if salary change is a decrease. Can view your account set up for salary savings distribution in Canopy under account attributes, payroll section. Type identifies the change to amounts by salary, benefits and longevity to give a quick summary of how the account funding will be affected. Annual Net Amount calculated based on annual term months would the change have taken place at the beginning of the annual term. Iteration Effective Date Net Amount calculated based on the action effective date and is the amount that will truly affect the accounts. Future Net Amount calculates based on current date going forward. Ex: EPA created on June 1 st, but effective May 1 st, will give you the calculation that the EPA will process automatically with this request beginning in June. Past/Correct Net Amount calculates based on current date compared to action effective date. Ex: EPA created on June 1 st, but effective May 1 st, will give you the calculation that the EPA won t process automatically with this request because it s in the past. A manual entry will be required by Payroll for May. Edit can use to make changes as needed to any of the information related to the line item. 6