Batch Process for ePAF - University of Oklahoma

Batch Process for ePAF

Table of Contents

Contents

Things to Know.............................................................................................................................................. 2 GL Codes ....................................................................................................................................................... 2 Batch Process ................................................................................................................................................ 3

Overview ................................................................................................................................................... 3 Job Change ............................................................................................................................................ 3

File Template............................................................................................................................................. 3 Creating CSV Files...................................................................................................................................... 4 Processing a File........................................................................................................................................ 6

New ....................................................................................................................................................... 6 Existing .................................................................................................................................................. 9 Troubleshooting...................................................................................................................................... 12 Batch Line Errors ................................................................................................................................. 12 Deleting a Batch ...................................................................................................................................... 14

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Things to Know

This process is currently for Job Change ePAFs that involve only pay changes and/or funding source changes.

This process is for the primary record only, does not work for PPP. This process assumes there is no change in FTE. If an FTE change is to occur, a

traditional ePAF must be submitted. This process will create a combination code if it does not exist; however, this process

doesn't check to ensure the code that was created has the correct GL account code, i.e. 511011, 521511, 511021, etc. (see table for proper GL code)

GL Codes

ePAF Employee Group Type

FTE

Faculty

.50 - 1.0 .01 - .49

Salaried Staff

.50 - 1.0 .01 - .49

Hourly Staff

.50 - 1.0 .01 - .49

Police

.50 - 1.0 .01 - .49

Resident/Fellow

N/A

Student Assistant

N/A

Student

N/A

Temporary

N/A

511021 511051 511011 511061 521511 521521 521511 521521

GL Code

511361

521531

521541 511051 (Faculty temp) 521521 (Staff temp)

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Batch Process

Overview

Batch processing allows ePAF initiators to populate and submit many forms at once. This document will describe the Excel file template, how to create .csv files from the template, and how to upload, prepare, and process the files.

Job Change

Batch processing is only available for pay increases, decreases, and funding source changes through the Job Change ePAF. All other transactions must use the traditional ePAF process.

File Template

An excel file template is provided for the Job Change ePAF that has a separate tab for each employee type (Faculty, Exempt, and Non-Exempt). The Lookups tab is for HR use only. This template is in .xlsx format and includes features to assist users with data entry such as prompts and instructional text. DO NOT alter these templates. Line 1 of this template represents the PeopleSoft coding titles. Line 2 represents the field titles on the ePAF. To ensure you get the information in the correct Excel cell, use line 2 as your guide.

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Creating CSV Files

The Batch Process tool reads .csv files. To convert the Excel template to a .csv file, follow the procedure below.

1. Enter your data into the Excel template 2. Right click on the tab you wish to save and select `Move or Copy...'

Right Click Menu

3. Select `(new book)' and check `Create a copy'

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4. A new Excel window will open

New Excel File

5. Click on File > Save As 6. Choose a location and file name, then select `CSV comma delimited' from the `Save as

type' dropdown.

Save As Dialog Box

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Processing a File

New

To upload, prepare, and process a new batch file, follow the procedure below. 1. Navigate to Main Menu > Department Self Service > Batch > Process Batch 2. Select `Add a New Value'.

Add A New Value

3. The Batch ID will default to `New'. Click `Add.'

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4. Choose the JOBCHANGE Form Type and click `Upload File'

Form Type

5. A File Attachment dialog will open. Click `Choose File' and select an appropriate .csv file.

File Attachment Dialog

6. The name of the file will populate. Click `Upload' to continue.

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File Attachment Dialog

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7. Note that the Batch ID is now assigned, and the Batch Status is `Loaded.' Click `Prepare.'

Prepare

8. Note that the status is now `Prepared' and a total count is displayed. If you wish to preview the data to be loaded, click on the batch line number. To continue, click `Process.'

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