Employee Personnel Action Form

The EPAF can be submitted after the Hiring Proposal has been approved through Interview Exchange and the candidate has accepted a verbal offer of employment.  The background check will then need to be initiated for the candidate.  If the employee does not already have a WKU ID, one will be generated once the background check is complete.  The EPAF can then be submitted for the new hire.

The Query Date of an EPAF will automatically populate with the date the EPAF is created but should match the anticipated effective Payroll Date. The Query Date automatically populates the Labor Distribution Date. The query date, payroll date, and labor distribution date should always be the same.

The type of EPAF is determined by the Approval Category.  These are the broad subjects of what the EPAF is for, such as, job assignments, reclassifications, salary changes, stipends, leave of absences, and terminations.

View detailed lists of Approval Categories HERE

The Payroll Date is the 1^st day of the payroll that coincides with the Employee Date.  Typically, the Payroll Date and Employee Date will be the same, unless the pay period has already closed for that date. 

Example:  Employee is paid monthly and starting employment March 17^th.  This will be too late to be on the March payroll. The employee date on the EPAF will be 03/17 and the payroll date will be 04/01.

Payroll deadlines are as follows:

• Deadline for the monthly payroll is the 10^th of each month
• Deadline for the semi-monthly payroll is the 1^st (for 15^th payroll) and 16^th (for 31^st payroll)
• Refer to Bi-Weekly Payroll Schedule for bi-weekly deadlines

The Position Begin Date is the date the employee first began in the position.  For a new hire this would be the same as the Payroll Dates.  EPAFs for stipends, re-classes, salary increases, reappointments etc., the position begin date can be found in the “Current Value” column, to the left of the “New Value” column.  Please contact EPAF Help (epaf.help@wku.edu) for questions.

This is a more detailed description of what the EPAF is for and provides specific information about the EPAF.

View detailed list of Job Change Reasons HERE

Approval on the Routing Queue will be different for each Department/College.  On the majority of EPAFs, the following Approval Levels will need to be included:

• Level 10: Director/Department Head/Initial Approver
• Level 20: Dean/Associate Dean (if applicable)
• Level 40: Divisional Accounting
• Level 55: Senior Level Approvers

To check the status of an EPAF:

From the EPAF main menu select EPAF Originator Summary - Select the blue Search link - You can then search for the EPAF either by employee name, WKU ID, or the EPAF transaction number.

• Waiting – the EPAF has not been submitted
• Pending – the EPAF is going through the approval process
• Approved – the EPAF has been approved by all required parties
• Completed – the EPAF has been applied to Banner

Click HERE to see list of common EPAF errors and solution.