CONTROLLER'S OFFICE

Payroll

Troubleshooting Tips for the EPAF

When errors occur within an EPAF, a “transaction was not submitted” alert will appear.  Errors appear under the Electronic Personnel Action Form heading and under the Errors and Warning Messages box (located under the employee summary information).  

  • Warnings provide information only (no action is required).  The warning for “future changes exist” indicates the EPAF will update information in an active position.  If the EPAF is not to update an existing active position, you will need to delete the EPAF and create a new EPAF with a different position/suffix.
  • Errors require action and need corrected before the originator can submit the EPAF through the approval queues.

After all corrections to errors are made, click on Save.  Then, click Submit.

EPAF Troubleshooting Tips

*ERROR* This employee already has a primary job.

This error appears when employees already have a primary job.

ACTION: Scroll down to the JOB ASSIGNMENT section and change the Contract Type to Secondary.

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

This error appears when the begin date for the current EPAF and the begin date for the initial job (position/suffix) are different.

ACTION: Scroll down to the JOB ASSIGNMENT section and remove the Job Begin Date. Leave this field blank.

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

ACTION: Scroll down to the JOB ASSIGNMENT section and add the Job Begin Date (must equal Query Date in the gray employee information box).

*ERROR* The Fund (Organization, Account, Program, Activity, or Location) code is invalid. Please change.

This error appears when any part of the funding source is invalid or the COA field has anything other than a number 1.

ACTION: Scroll down to the JOB LABOR section and add the number 1 under COA to existing rows without a 1 or update the funding source as necessary.

*ERROR* The future dated job record must be deleted before ending job.

This error appears when a future end date exists for the same position/suffix.

ACTION: Contact Payroll and request Payroll to delete the future end date.

*ERROR* New Effective Date must be after XX-XX-XX.

This error appears when there is an active position with the same position/suffix assigned to the employee. The active job assignment has a future end date.

ACTION:

If the EPAF is a Labor Distribution category, change the JOB LABOR effective date to a date after the Last Paid Date (refer to the gray employee summary information box for the Last Paid Date).
If the EPAF is any other category, delete or void the EPAF with errors and do one of the following:

  • If the EPAF is to change the pay rate or job title for an active job assignment, create a new EPAF using the Student Job Change category to update the existing job assignment.
  • If the EPAF is to assign a new job assignment (different from the active job assignment), create a new EPAF using the Student Job Assignment category with a different position/suffix.
ERROR* New effective date must be greater than last date of XX-XX-XX.

This error appears when a position with the same position number and suffix already exists with an effective date or last pay date of XX-XX-XX.

ACTION:

If the EPAF is a Labor Distribution category, change the JOB LABOR effective date to a date after the Last Paid Date (refer to the gray employee summary information box for the Last Paid Date).
If the EPAF is any other category, delete or void the EPAF with errors and do one of the following:

  • If the EPAF is to change the pay rate or job title for an active job assignment, create a new EPAF using the Student Job Change category to update the existing job assignment.
  • If the EPAF is to assign a new job assignment (different from the active job assignment), create a new EPAF using the Student Job Assignment category with a different position/suffix.
*ERROR* First Labor Dist Effective Date must equal the Job Begin Date.

This error appears in a Student Job Assignment when the JOB LABOR Effective Date changed.

ACTION: Scroll down to the JOB LABOR section and change the Effective Date to match the Job Begin Date in the JOB ASSIGNMENT section.

*ERROR* Title must be filled in for Approval Type, XXXX.

ACTION: Scroll down to the JOB ASSIGNMENT section and enter the title. Specific job titles help employees identify the correct position in Web Time Entry.

*ERROR* Timesheet Orgn must be filled in for Approval Type, XXXX.

ACTION: Scroll down to the JOB ASSIGNMENT section and enter the timesheet org. This is the org tied to the primary timesheet approver so the approver can access and approve the timesheet.

*ERROR* Regular Rate must be filled in for Approval Type, XXXX.

ACTION: Scroll down to the JOB ASSIGNMENT section and enter an hourly pay rate.

*ERROR* User ID(s) must be entered for Routing Queue.

ACTION: Scroll down to the ROUTING QUEUE. Enter the appropriate Banner IDs for the departmental queues. Click the magnifying glass icon to search (if needed).

*ERROR* Job Labor Distribution Total Percentages must be exactly 100%.

ACTION: Scroll down to the JOB LABOR section. Update the percentage(s) for funding source(s) and/or add additional funding source(s).

The Controller's Office is located in the Cambridge Office Building, also known as COB, at the intersection of S. Main street and Cambridge street.


In this building you will find the the following Departments:

The Bursar's Office is a division of the Controllers Office, however, it is located in the Allen Center, directly behind the Cambridge Office building.

Our Location:

Cambridge Office Building
6100 Main Street MS 70
Houston, Texas 77005-1827