Staff Non-Standard Payment (NSP) EPAF User Guide

Applicable Policies/Guidelines

• UAP 2615: Non-Standard Payment Processing

• UAP 3500: Wage and Salary Administration, Section 8: Extra Compensation

• Extra Compensation

The following criteria applies to the Staff Non-Standard Payment (NSP) Form EPAF process:

• Employee has been  previously paid using the Non-Standard Payment process and has an “N” suffix position.

• If the employee does not have an “N” suffix position, then complete the PDF NSP form and submit to their HR Consultant. The NSP will need to be manually input into Banner. 

• The PDF NSP form will need to completed and attached to the Staff Non-Standard Payment EPAF.

Staff Non-Standard Payment Forms (The who)

• Unrestricted (JS0060)

  • Used for extra compensation and awards using unrestricted funds.

• Restricted Main (JS0061)

  • Used for extra compensation using restricted funds. Routes to Main Campus Contract and Grants

• Restricted HSC (JS0062)

  • Used for extra compensation using restricted funds. Routes to HSC Contract and Grants

Allowable Earn Codes (What is the NSP for?)

• 200 – Extra Compensation

  • Not allowable for nonexempt employees performing extra work

• 210 – Awards and Prizes

  • Restricted to approved award and recognition programs

• 215 – Earnings No Retirement

  • Incentive Payments as documented in employment agreements

  • Covers exempt and nonexempt

• 232 – Staff Clinical Practice Payment

Required Attachments Prior to EPAF Process

1. Completed NSP PDF form.

   1. If submitting as an EPAF attachment, then signatures on the PDF are not required if the signatories have delegated signature authority to approve the EPAF.

2. Documentation to support the NSP payment. Documentation should not exceed 3 pages. Documentation must be uploaded to the EPAF via the EPAF portal.

   1. Awards and Prizes

      1. Approved reward and recognition program

      2. Documentation to supporting the employee(s) meeting the criteria outlined in the approved program

   2. Clinical Practice payments

      1. Must attest to and provide supporting documentation (future change will be a signed document by the payee attesting to the following)

         1. copy of any agreement

         2. type of shift - hours, date worked

         3. total payment

   3. Incentive Payments

      1. Supporting documentation relevant to the payment with verification or approval

Entering the Electronic Personnel Action Forms (EPAF) Portal

1. Log into my.unm.edu and enter LoboWeb

2. Under the employee tab, click on Electronic Personnel Action Forms

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3. Click on “New EPAF”

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Entering Employee Information

1. Enter the employees UNM ID (9-digit number) in the ID field. You can also search for an employee by their first and last name by clicking the magnifying glass icon

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2. The query date has to be on or before the first day of the pay period in which the payment will be issued, for more information on pay periods click here

3. Select the appropriate EPAF that will be submitted. See above for specifics of Staff EPAFs

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4. Once information is entered, then click on the “Go” button.

Selecting Job Record

1. Select the job record with the “N” suffix. In most circumstances, the “N” suffix should have a status of “Terminated.” The status of “Terminated” means that the employee does not have an active NSP payment on that job record.

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2. If no “N” suffix position, then click on the "All Jobs" tab to pull in additional positions.

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3. If no “N” suffix positions exist for the employee, obtain required approvals and submit the NSP PDF form to your HR Consultant.

4. Click on the “Go” button to advance to the next step.

Entering Payment Start/End Dates 

1. JOB START DATE: The Jobs Effective Date and Personnel Date must reflect the first day of the applicable payroll period

2. JOB END DATE: The Jobs Effective Date and Personal Date will be the last day of the applicable payroll period.

EXAMPLES:

• One time pay exempt

  • Start dates - 01/01/20XX

  • End dates - 01/31/20XX

• Multiple pays exempt (over 3 months)

  • Start date – 01/01/20XX

  • End date – 03/31/20XX

• One time pay nonexempt

  • Start date – 01/13/20XX (start of 2R3)

  • End date – 01/26/20XX (end of 2R3)

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Entering Payment Amount - New Value

1. The Effective Date always needs to match the effective date and personnel start date used above.

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2. Select the appropriate Earnings – see above listing of allowable earn codes

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3. Hours or Units Per Pay – will always be 1

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4. Special Rate – the amount to paid per period. If a one-time pay, then this will be the full amount. If paying over several pay periods, then this will be amount per payment

5. End Date – This will be the first day AFTER the end of the pay period

   • Exempt – if paid on the last day of January, then the End Date will be 02/01/20XX

   • Nonexempt – will be the first day of the next 2R pay period

     • 2R3 end date is 01/26/2024, then the End Date will be 01/27/2024

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Entering Payment Amount - Labor Distribution Change

1. Effective Date – first day of the applicable payroll period (same as effective dates above, these all must match)

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2. COA – will always be “U”. This must be filled in for this section to function properly

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3. Index – enter the appropriate index or use the magnifying glass to search (this search will open in a new window)

4. Account Code – enter the appropriate account code, or use the magnifying glass to search (this search will open in a new window)

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5. Percent – will always equal 100 – if using multiple indices, then total will need to equal 100

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NOTE – once COA and INDEX are entered, select the “Default from Index” button to bring in the remainder of the information

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Routing Queue 

1. Enter the username of the appropriate person for each approval level. There is a search option by clicking on the magnifying glass, which will open a new search window. The queue numbers indicate the order of priority in which it is sent. Please select a different individual for each level of approval.

2. If your department requires additional approvals, then you can use the “Not Selected” field to select the appropriate approver and required action – Approve or FYI.

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Comments 

1. Comments are required. Indicate the reason for the Non-Standard Payment

2. Once completed, click on the “Save” button to save your EPAF.

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Errors

1. Once save is selected, check for errors and warning messages at the top of the page before fully submitting

   • Errors will prevent the EPAF from being submitted and must be addressed. Warnings are informational and will not prevent submission of the EPAF.

Here are some examples of common errors:

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Attaching Documents

1. Please attach supporting documents to justify payment by clicking “upload documents”

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2. Documentation should not exceed 3 pages. Examples of relevant documentation for NSP types:

   1. Awards and Prizes

      1. Approved reward and recognition program

      2. Documentation to supporting the employee(s) meeting the criteria outlined in the approved program

   2. Clinical Practice payments

      1. Must attest to and provide supporting documentation (future change will be a signed document by the payee attesting to the following)

         1. copy of any agreement

         2. type of shift - hours, date worked

         3. total payment

   3. Incentive Payments

      1. Supporting documentation relevant to the payment with verification or approval