Fields glossary for online personnel forms

Electronic Personnel forms (EPAFs) are an online method for managing your employee roster. The fields on an EPAF configure the employee and job in the HR/Payroll system. 

General fields

ID

The ID field in an EPAF is a person's V-number. When on the "New EPAF Person Selection" page, if the person does not have a V-number yet, you can create a new one by entering "GENERATED".

The magnifying glass icon can be used to look-up an existing user. 

Position

A position is a notional organizational placeholder for a specific type of work. A person in a position forms a job. The positions are created by UVic's budget office. Some positions have budget allocations, and others do not. One position is normally filled by only one person, however, there are pooled positions that can be filled by multiple people. Casual employees, TAs, and RAs generally have pooled positions. Positions have a default reporting and budgeting structure. 

A job is uniquely identified by a V-Number, Position number, and a Suffix. 

Suffix (Position Suffix)

The position suffix is used where a person is in the same position multiple times. This normally occurs with pooled positions where someone might be in the same casual position for two different departments. In this case each job will have the same position number but the two jobs will have unique suffixes (ie: 00, 01, ...). 

A job is uniquely identified by a V-Number, Position number, and a Suffix. 

Job type

There are three job types:

  1. Primary
    • The primary job is the job that the employee is most closely tied to. The primary job is used to determine the employees home department, service dates, and benefits eligibility. 
  2. Overload
    • An overload job is an additional job that is not used in the calculation of benefits eligibility. Most additional jobs on campus are Overload jobs and not Secondary jobs. 
  3. Secondary

Query Date

The Query Date field is used to start the application. Most EPAFs use this date as the first day of employment. On some pages the Query Date is used to check what other Jobs a person may have at this date. 

Because a person could have fewer or more jobs in the future when you want to create another job, it is important to set the Query Date correctly so that you can avoid over-writing another job. 

Approval Category

The "Approval Category" is the name of the EPAF. These are generally named after the action that you will do through the form. 

 

Biographic information fields

The person fields record biographic, address, and statutory information about a person. There is one of these records per person in the system. These can be populated through employee, student, or other forms of onboarding. 

SSN/SIN/TIN

The SIN or Social Insurance Number field.

Note: When hiring a new employee with a SIN starting with 9 (9XX XXX XXX), please send a copy of their work or study permit, as well as their SIN letter to the Payroll office. 

Name Type

The HR system is capable of having multiple types of names. At UVic, "Remove" or "REG, DO NOT USE" are generally used.

First Name

The person's given name. There is also a preferred first name field that the employee can update through My page.

Middle Name

The person's middle name (if they have one).

Last Name

The person's family name.

Birth Date

The person's date of birth. In entering the date of birth, be aware of alternate calendar types. For example, a Japanese ID may use the Japanese Imerial Calendar.

Sex

Sex is collected for reporting purposes. It is a required field, but "Not Available" is a valid answer.

Citizenship

Indicates whether or not the person has Canadian Citizenship.

Ethnicity

Enthnicity is collected for reporting purposes. While the field is required, the "NR, Not Required" value is a valid answer. 

 

Address Type

This is the type of address that is being collected. This is defaulted to "Mailing".

Address Sequence No.

The Address Sequence No. field holds the id of the next address to be entered. For example, if the sequence number is 8, then the system already holds 7 addresses. 

Address Line 1

The first available line for entering an address.

Primary employment information fields

The employee fields describe a person's primary relationship to UVic as an employee. 

Employee Status

The current status of the employee. This field can be:

  • Active
    • Currently working
  • Leave without pay with benefits
    • On an unpaid leave, but is still eligible for benefits
  • Leave without pay without benefits
    • On an unpaid leave, no benefits eligibility
  • Leave with pay, with benefits
    • A leave where pay and benefits continue
  • Terminated
    • Not currently employed at UVic

Employee Class Code

The employee class code represents the type of employment and the current union group for the employee's primary job. 

This is generally defined by default values, or by the Payroll department.

Employee Group Code

The Employee Group Code represents the union and status of the employee. 

This is generally defined by default values, or by the Payroll department.

 

Leave Category Code

The type of Leave tracking rules that the employee follows. For example, a PEA member will have different leave rules from a CUPE member.

This is generally defined by default values, or by the Payroll department.

Benefit Category

The type of benefits package that the employee is eligible for. 

This is generally defined by default values, or by the Payroll department.

Home COAS

The Chart of Accounts for the employee's home organization. At UVic this is always "1".

Home Organization

The employee's home Organization (ORGN) code. This is the 5 digit numeric organization code.

Distribution COA

The Chart of Accounts for the employee's cheque and tax form distribution organization. At UVic this is always "1".

Distribution Orgn

The four letter alpha code that represents the department where cheques and tax forms are delivered. 

 

Current Hire Date

The date that represents the first day of the employee's current employment.

Seniority Date

The first day of the year that the employee was first employed at UVic. 

 

Job information fields

The job fields describe how the person will be employed in the position. The Job information heading includes the Position number, suffix, and title.

Job Begin Date

The date the the employee first started working in the Job. Note that if the employee has held the job in the past, the Job Begin Date indicates the first date that the employee worked in that position, independent of breaks in employment. 

Jobs Effective Date

The effective date is the date the change requested through the form. In many cases this is the start or end or employment. It could also be the start of leave or another type of employment change.

Note that the effective date must be in a pay period that the job has NOT been paid in. 

Personnel Date

Generally the Personnel date is the same as the effective date, however; occasionally the effective date cannot be changed to the date of the event as the job has been paid. This is where the Personnel date will represent the true event date. 

 

Job Status

The status of the job:

  • A - Active
  • T - Terminated

Job Change Reason

A code that represents why the job is being changed. The reason drives reporting and personnel notifications.

Hours per Pay

The number of paid hours per pay period.

 

FTE

Full Time Equivalent is the ratio of hours/full time hours. This is the same as Appointment Percent/100.

Appointment Percent

Appointment Percent is the percent that an employee is working compared to full time hours. This is the same as FTE x 100.

 

Hours per Day

The number of hours per day that the employee is working. This can be between 1 and 24. This does not drive pay.

Salary Group

The set of salary validation information that the job's pay is based on. This is generally represented by the fiscal year, and the version within that fiscal year (A,B,C).

 

Salary Table

The table within the Salary Group that the pay is based on.

Step

The Step or Pay Band from the salary table that the job adheres to. The steps and pay-bands are defined by the union agreements and can represent specific hourly rates, or pay ranges. 

 

Time Entry Type

Time Entry Type is way that the employee will be paid if an electronic timesheet is submitted. 

  • Pay Period Exception Time Only
    • Pays hours that are in addition to their regular wage. This is used for salaried employees. 
  • Pay Period Time Sheet
    • Only what is on the time sheet is paid. This is for hourly or casual employees
  • None
    • This disables the ability to submit online time sheets

 

Time Entry Method

This specifies who is able to enter a time sheet into the HR system.

  • Department Time Entry with Approvals
    • The department enters the time sheet into Banner and the supervisor approves it. Note that even with Department Time Entry selected, Payroll can still process paper time sheets. 
  • Employee Time Entry with Approvals
    • The employee enters their time sheet into My page and the supervisor approves it. 
  • Payroll time entry
    • Payroll will enter the time sheet based on a paper copy received.

For more information on online time sheet options please email payrollmanagement@uvic.ca.

Timesheet Orgn

The Organization (Orgn) code that represents the department that will be approving the time sheets.

 

Supervisor ID

This field holds the V-number of the employee's supervisor. This field is used to understand the reporting structure of the university. The field is overridden by the supervisor that is attached to the position.

  • For casual positions there is no supervisor entry on the position, so this field is where it should be indicated
  • For regular continuing positions this field is not required as the supervisor is defined through the position.

 

Premium Pay Code

The Premium Pay Code is used to calculate additional monies based on hourly earnings. Generally this is used for calculating vacation pay for those that do not receive time off. 

Vacation pay rules depend on union agreement and length of service. TAs, casual employees, and employees in their first few years of employment generally have 4% vacation pay.