Non-Standard Payment (NSP) EPAF Standard Operating Procedures and Resources Graduate Medical Education
- Samantha Linney
Table of Contents | |
|---|---|
| Required BAR Roles |
| Resident or Fellow NSP EPAF Process |
| Adding and Managing Document Attachments |
| New Innovations Attachments |
| Default Routing Queues Set Up |
| Requesting a N# suffix |
| Deadlines, SOP, and Contacts |
| Tips/Reminders |
| Resources |
Required Banner (BAR) Roles
Departments will need someone with an Originator Role to create the EPAFS and someone with an Approver Role that has authority to sign for an index for RP transactions. If you’re an originator, you will need the originator role(s) for NSP payments you process. If you’re an approver, you will need the approver role to approver NSP payments. If you are an originator, you cannot be an approver and vice versa. Level 1 approvers are required.
To add a BAR (Banner Authorization Request) role needed, login to bar.unm.edu and search for the roles needed.
EPAF Originator – This person creates and submits the initial EPAF NSP payment
EPAF - Originator of Resident Physician Employment Transactions
o Requires “Understanding the EPAF Process”, “FINPRV102”, and “NSP EFAP” Training in Learning Central training
EPAF Approver – This person has authority to review and approve expenses on certain indices
EPAF-Dept Apprv Level 1 - Res Phy
o Requires “Understanding the EPAF Process”, “FINPRV102”, and “NSP EPAF” Training in Learning Central training
NSP EPAF Process
To begin, login to LoboWeb on the myUNM home page.
On the home page, click the large button in the center that says LoboWeb
Once there, you should be redirected to the Employee page; you’re going to look for and select Electronic Personnel Action Forms (EPAF)
Once you’re in the Originator Summary, you’re going to select New EPAF to start your Non-Standard Payment (NSP)
On the person selection screen, enter the Banner ID for the individual you are processing the non-standard payment for. Once you have tabbed and the payee has populated, do not hit go yet.
Make sure you change the query date; the date that auto-populates will be the current date. You will need to set the query date for the 1st day of the month the payment is to begin. For example, if the payment is to be paid out (or begin paying out if on a monthly basis) in March, you would enter March 1, 2025. You cannot back-date NSPs; previous month payments need to either be moved to the following month or processed as a payroll adjustment. If the wrong query date is entered, you will have to cancel the EPAF and start the whole process again.
If you are processing a Resident/Fellow payment, you will only select Resident Physician Extra Comp, JS0030.
Once you have populated your payee, the correct query date (beginning of the month, not post-dated), and the correct approval category, select GO.
Once you hit go, you’ll arrive at this screen; to see all available suffixes, select All Jobs below the Job Selection table.
For Resident/Fellow: Do not select the Primary Suffix 00 or the NL Overload Suffices; your payment will be returned and you will have to start over. Choose an Overload Job with an N# Suffix that has a terminated status; do not select Active Status. If you do not have an available N suffix, please reach out to GME Fiscal; they will need the name and Banner ID of the payee to create the suffix.
Once you have selected your appropriate suffix, hit GO to be taken to the EPAF form.
At the top of the form, you’re only going to enter the 1st of the month that the NSP will begin paying; you will enter this twice, both in the Jobs Effective Date and Personnel Date fields. Everything else will auto-populate and not allow manual entry.
In the next field, you’re going to enter the Job End; this is when the payment will stop, which be the last day of the month that the NSP stops paying. Job Status and Job Change are auto-populated; they cannot be manually entered.
Resident/Fellow: For the Special Rate table, enter the Effective Date; this is the 1st of the month the NSP will start paying. Next, you’ll TAB to the Earnings field, where you have two options; 021 Resident Physician Extra Comp OR 210 Prizes and Awards. Hours or Units Per Pay will always be 1; anything else will cause an error and overpayment. Special Rate is the dollar amount that will be paid out during one month (or sum of amounts if you’re paying out shifts). Lastly, the End Date will be the 1st day of the month after the NSP should stop paying.
The next section will be the Labor Distribution; depending on your payment, the effort could fall on one or more indices. Enter the FOPA for the payee; your COA will always be U, followed by the index the payment will post to. The Fund, Organization, Program, and Activity will auto-fill once you TAB over. Your Account Code will have a corresponding description in the EPAF comments section and on your Rate Table for your Department. Faculty have 2005 Faculty Incentive Pay, 200H Faculty Call, and 200G Faculty Extra Shifts. Residents will only utilize 20F0 Resident Compensation. Staff should use the account code on the job or as designated per the approved prize/award. Lastly, you’ll enter the percent for that index. One index will be 100%; however, if your payment would hit more than one index, the total must equal 100% to avoid errors with the EPAF.
For Resident Non-Standard Payments, your Queue will include a level 20 (DRA1) department approver level 1 for resident physicians with authorized signature on the index, level 40 (CSO) College/School/Division Approver, level 60 (EARSP) Employment Area for Resident Physician, level 93 (FYIPAY) FYI – Payroll Approval, and level 95 (APPLY) Applier. For current Resident Physician Routing Queue information, contact GME Fiscal Office.
These are examples of comments, which are required on your Non-Standard Payment EPAFs. They should include detailed information about the who, what, where, when, and why of the payment for Faculty. Please note that the first lines of each starting with “per” are required in every comment on every payment. If the payment is for an award or incentive, make sure the language includes that information and why it is being paid. For shifts, make sure to include all relevant shift details (dates of shifts worked, hours or total shifts as applicable, and shift totals). Failure to provide a detailed comment will result in the return of your EPAF.
Adding and Managing Documents
Fellow/Resident Back-Up Documentation: It is recommended to try to stay within 3 pages while only including pertinent information necessary for review and approval of the payment.
1. Approved and signed Resident/Fellow Pay Rate Policy/Incentive Plan/Award
Plan/Agreement/Contract that includes:
Category, Type of Shift, Rate per Shift
2. New Innovations Work Schedule (only include shifts pertinent to payment)
3. Resident Attestation that includes Date of Attestation, Type of Shift/Hours, Dates Worked, Total Amount
4. If an Award – Award Letter
5. See SOM Dean’s Office NSP-EPAF Guidelines
Once you have gathered the required documents to back-up the Non-Standard Payment, you’ll select the Upload Documents Button as shown above. You must have pop-ups enabled; the document box will populate, allowing you to drag and drop your documents into the grey area. It is recommended that these documents are PDF to help maintain the integrity of these documents.
Once your documents have populated in the window (they may take a few moments), make sure to select the appropriate document type from the drop down menu. This is the only field that is required; all other fields are optional. Once you have made your selection, hit SAVE and close the document window.
You will know that you have successfully uploaded documents if upon refreshing the page by hitting SAVE, you will have the option to Display/Upload Documents.
If you need to make adjustments to the documents uploaded, select DISPLAY Documents. If you only have 1 page in the document box, you cannot delete this page without uploading another document to replace it first.
The DELETE option will only become available when there are more than one document uploaded to the NSP EPAF.
To replace a page, select the section option in the page menu and select IMPORT FILE. This will replace the entire document with the file you are importing. Note: if you have a multi-page attachment, you must select the page you are replacing prior to uploading the new page.
Select NEW VERSION, then IMPORT FILE. Once your file is selected, the following options are available:
Add New Page Version
Delete Current Version (see red box)
Delete Previous Version (see purple box)
New Innovations Moonlighting Work Schedule
To retrieve the schedule, first log in to New Innovation
Go to Work Hours > Hours Logged
Enter the Time Frame needed for logs
If applicable, select dept/program needed
Check Filter by Work Type Box
Select Moonlighting
Under Display Columns Remove Last Checked On, Approved By, so that the report fits on one page
Select View Report
If needed for just one individual, select Filter By Person and select the individual from the menu that appears
Export to PDF
Default Routing Queue
As mentioned earlier, to save time while completing Non-Standard Payment EPAFs, you can set up a default routing queue for approvals (this also applies to effort adjustments and other EPAF types). From the Employee Tab after selecting Electronic Personnel Action Forms, go to EPAF Originator Summary.
Once you’re in the Default Routing Queue, select the appropriate approval category from the dropdown. Utilize the NedIDs and information from previous slides (as well as your department/unit approver for Non-Standard Payments.
Requesting a New N# Suffix
New incoming RPs are automatically loaded with an N1 suffix. You can email GME Fiscal to request a new suffix be created if there is not one, or if you need a new suffix because the current one is already being used (i.e., status says Active in LoboWeb).
Contact: GME Fiscal at gmefiscal@salud.unm.edu
IMPORTANT! Although you would normally select a “Terminated” status N# suffix, you can select the “Active” suffix for a newly created N# suffix. This is an exception due to GME setting up the new suffix with a $0 payment which the department then overrides.
Resident NSP EPAF Deadlines, SOP and Contacts
GME NSP EPAFs are due to GME the 3rd business day of the month following the shift worked. However, if the attestation is received after the deadline, the NSP EPAF may be submitted within 2 months of the shift worked. This includes department level approval.
• If received after the deadline, GME will return the EPAF and request memo text be added to include the reason the deadline was missed and how it will be prevented in the future.
• GME receives over 150 EPAFS every month. Submitting in a timely manner allows GME enough time to review and return any EPAFS that might need correction before Payroll for that month is locked.
• Payments for shifts worked or awards for residents/fellows that have separated and have an end date in Banner, cannot use an EPAF and must be processed via a payroll adjustment form.
Confluence Resident NSP EPAF SOP
NSP Contacts: GMEFiscal@salud.unm.edu
Reminders/Tips
Account Codes – Resident EPAF NSP should use
20F0 Resident Compensation
Earn Code – Resident EPAF NSP should use Resident/Fellow award use EARN CODE
021 for Extra Compensation
210 for Prizes and Awards
When requesting a new N# suffix (for Resident/Fellow)
Email GMEFiscal@salud.unm.edu with Name, Banner ID, and month needed
Use a unique suffix (i.e. N1, N2, N3, N1, N2, etc.) in a terminated status for each payment for that month.
DO NOT USE 00 or NL suffix.
Query Date must be the 1st of the payment month
Include the payment/dollar amount in your comments.
The Dept Level 1 Approver – MUST be the authorized “signature” on the index – HSC Finance is reviewing these and will be contacting departments and individuals who are out of compliance with this policy.
Please note payments should be processed after the faculty has performed the work per UAP Policy 2615
Payroll adjustment forms with required signatures are required for the following and cannot be entered in the EPAF system
Residents/Fellows who have separated with UNM and are owed Faculty Incentive pay or Resident/Fellow shift/award pay
Resources
UAP 2615: Non-Standard Payment Processing, https://policy.unm.edu/university-policies/2000/2615.html
UAP 2000: Responsibility and Accountability for University Information and Transactions, https://policy.unm.edu/university-policies/2000/2000.html
C140: Extra Compensation, https://handbook.unm.edu/c140/
SOM Dean’s Office NSP-EPAF Guidelines and Matrix
Employment Knowledge Base, Employment Knowledge Base
Payroll Adjustment Forms