Rules and Policies

When to complete an ePAF

• Complete an ePAF for all employees except those paid through PPGRA, for any data or pay changes.
• Complete an ePAF for any Sponsored Project that previously had an end date and has been renewed.

General Rules:

• One employee per ePAF
• Legal Name on file with Social Security Administration must be use for all ePAF
• Minimum of 2 signatures (1 Initiator and at least 1 different approver) from employees with first-hand knowledge.
• The employee named on the ePAF cannot be one of the two authorizing signatures
• Minimum of 1 "Final Approver" signature required before submitting for processing.
• An ePAF should be submitted to HR ten business days before the next effective pay date for the changes to be reflected in that pay date's run.  Please click here to see the Payroll calendar
• More than 10 transactions of the same type may be submitted to HR in an excel spreadsheet with the appropriate approval signatures as defined above.  Email routing may be used.

Before Submitting to HR:  Appropriate Signatures

• If the employee named on the ePAF is being paid through Work Study, then the ePAF must be approved by Financial Aid before submitting it for processing.
• Justification by the PI to URSA and approval by URSA is needed on any ePAF for a retroactive cost transfer (RCT).  RCTs are defined as cost transfers on Sponsored Projects completed after an effort certification period* has closed.

*Please refer to University Research Services and Administration (URSA) Cost Transfer Policy and Procedures for specifics including acceptable justifications and certification dates.