Winter 2020 Instructional

Use for both on-campus or web or workshop INSTRUCTION
Note: If workshop director is earning salary for instruction + director salary, follow these instructions

Please refer to Chapter 9 of the EPAF Reference Guide for specifics not covered below.

EPAF Quick Tips | Winter Instructional
Field Entry

Query Date

02/01/2020 for LATER submissions (originated/approved AFTER 1/15/20) See Important Dates chart

Approval Category


Choose GO; Choose the Visiting Faculty position or enter Position, Suffix in New Job; click GO

Position Departmental Credit Hour Position Number. (Title of position is Visiting Faculty)

On-campus or web instruction:

Oxford: 75 or 76
Hamilton: 80 or 81; taught at VOA: 84
Middletown: 85 or 86; taught at VOA: 88


Oxford: 55 or 56
Hamilton: 55 or 56
Middletown:55 or 56

Contract Type

Primary or Secondary.  Only one Primary Job per person; additional Jobs are Secondary.
NOTE: Overload for a full-time faculty teaching an OVERLOAD course. 

Job Begin Date

If no Current Value:  01/01/2020; if Current Value exists, copy it. (Current Value will appear once you Save the EPAF.) See Important Dates chart

Begin Job Record Dates

Effective Date:  01/01/2020; 02/01/2020 (for LATER submission)
Personnel Date: 01/02/2020 or actual first date of workshop or class  See Important Dates chart

FTE & Hours/Pay See FTE and Hours/Pay charts corresponding to number of credits. (If EPAF is for Director salary + instructional salary, calculate using number of credits)
Factors & Pays Pre-entered 1/1
Annual Salary

Salary for this assignment.  Not to exceed $20,000/course. (please round – no pennies)
Full-time faculty: based on 3% base salary/credit hour, enrollment-dependent.
Part-time faculty:  $1,025/credit hour.
If course credit is variable, check with faculty for credit hours used to calculate salary.
Winter course limit = 1 course; there should only be one course/EPAF submitted/faculty.

Note:  in the rare instances where the Provost has approved an instructor to teach more than one course, the courses can be submitted on one EPAF, with course info for both in Comments, UNLESS the funding source is different – this would require separate EPAFs

Timesheet ORGN Departmental three-letter code 99
Payroll ID MN will pre-fill (not enterable).
Index Regular: Will pre-fill based on the position number.
Workshop: Each workshop has a unique index. (Index # will be sent to workshop director from Global Initiatives; you’ll need to know this).
Type the unique index over what pre-fills; click the "Default from Index" button;
enter the workshop account code (111740) in the empty space.
Account Code (All EPAFs require entry of account code)

Traditional courses (including web): 111710 (Oxford and Regionals)
Type over pre-filled code
Workshop instruction:   111740 — Enter in newly-blank space.

Job Earnings Effective Date 01/01/2020; 02/01/2020 (for LATER submission) (See Important Dates chart
Earnings Code Choose FPY from drop-down list
End Job Record Dates Effective Date:  01/31/2020; 02/29/2020 (LATER submissions)
Personnel Date: 01/25/2020 or actual last date of workshop or class  
See Important Dates chart
Routing Queue

Level 10 Academic Personnel Reviewer Choose Christine Spaulding (spauldcj)
Level 45 Chair/Director/Supervisor Choose appropriate chair or director
Level 50 Dean Choose appropriate dean designee (note: NOT the actual dean)
Level 60 Provost Review Choose Celia Ellison (knightcm)
Level 90 HR/Academic Personnel (applier) Choose Beth Matix (matixb)

For Workshops:
Add level to queue: click the first “Not Selected” choice; highlight Level 11 “Special Approval” then click the magnifying glass and select Natasha Burgess.
At the far right, under “Required Action,” choose “Approve".

Save or Save and Add New Rows: Frequency of saving up to you!

Comment Field

To be entered by the originator in the blank comment field:

Location/Campus:  Specific locale for workshop; OR Oxford, Hamilton, Middletown, VOA for traditional course, including web/online;
Course #; Section #; Time/Day (if on campus; enter WEB if online; nothing if off-campus workshop); credit hours.  (If Director salary is included in total salary, indicate amount of director salary as “DIR Salary $                     .)


Don’t worry about the warnings:  “Total FTE for this employee exceeds one.” Or “This Job Assignment is IPEDS reportable.”

After Submission

Check the progress of the EPAF through the approvals.  When the contract is “pending with Beth Matix” the faculty member has received an email (via Miami email) that the contract is ready to accept. Only after acceptance will it go into payroll.

Reference Charts

Important Dates for Winter Term, 2020
Term Query Date
Effective Date
Personnel Date
Effective Date

Personnel Date

Pay Dates
Last working
day of the month



Or actual first day


Or actual first day

1/1 January
Later Submission 02/01/2020

Or actual first day


Or actual first day

1/1 February

FTE and Hours Per Pay, Winter Term

Credit Hours   FTE   Hours per Pay  
1 .04 16
2 .08 32
3 .13 48
4 .17 64
5 .21 80
6 .25 96