ePRF Form and Effective Dating:
There are two effective
dates that are entered into
PeopleSoft HRMS with the electronic
position request form, ePRF, even
though the departmental user
requests only one effective date.
The ePRF Form is used to request a
new position or update a position,
and it is also used to request
funding for a new position or change
funding for an existing position.
One effective date is entered in
Position Data, and one effective
date is entered in the Dept Budget
Table.
During end-of-year processing, since
the ePRF Form loads position funding
into the Dept Budget Table, the ePRF
Form will not accept effective dates
for the new fiscal year until BDM,
the budget system, has loaded
position funding for the new fiscal
year into the Dept Budget Table in
PeopleSoft HRMS. Once position
funding has been loaded for the new
fiscal year, a notification will be
sent to departmental users that ePRF
Forms can be submitted for the new
fiscal year. Alternatively, once the
Budget Office closes the current
fiscal year budget, the ePRF Form
will no longer accept effective
dates for the current fiscal year;
and a notification will be sent to
departmental users.
To assist departmental users with
determining the appropriate
effective date to enter, below are
examples of effective dates the ePRF
Form will accept and the logic for
loading effective dates from the
ePRF Form into Position Data and the
Dept Budget Table:
Fiscal Year Available for Entry on
the ePRF Form: 2011 (09/01/2010 �
08/31/2011)
Effective Dates available for Entry
on ePRF Form:
6 months prior to date ePRF
initiated but not earlier than
09/01/2010
thru
12 months after date ePRF initiated
but not later than 08/31/2011
New Positions:
Effective Date Entered on Position
Data:
Effective Date Entered on Dept
Budget Table:
Update to Existing Positions:
Update to Existing Positions:Effective Date Entered on Position
Data:
Effective Date Entered on Dept
Budget Table:
If Requested Effective Date is
greater than first day of next
unconfirmed pay period for position
� Requested Effective Date
If Requested Effective Date is less
than first day of next unconfirmed
pay period for position � First Day
of Next Unconfirmed Pay Period
(Program determines whether position
is bi-weekly or monthly.)
The ePRF Form can be viewed after
the program loads data into Position
Data and the Dept Budget Table, and
the calculated Budget Effective Date
will display.
Additionally, a Funding End Date may
be entered for contract/grant funded
positions on the Budget Information
Page of the ePRF Form. Funding for
the current fiscal year will
automatically end on 8/31/XX.
However, if the contract/grant
funding end date is prior to
8/31/XX, a funding end Date may be
entered. The ePRF Form will enter
the Funding End Date and return the
position funding to the
college/division suspense account on
the following date. Below is an
example:
ePRF Form:
Requested Effective Date: 09/01/2010
Requested Funding End Date:
01/31/2011
Dept Budget Table Entry:
Row 1 (w/Contract/Grant Cost
Center):
Effective Date: 09/01/2010
Funding End Date: 01/31/2011
Row 2 (w/Suspense Cost Center):
Effective Date: 02/01/2011
Funding End Date: blank
Hopefully, this information will
assist you with determining the
appropriate effective dates when
submitting ePRF Forms. If you have
further questions, you may contact
your HR-Compensation representative,
Budget Office representative, or the
HRMS Office at
713-743-8134 or
713-743-1962.
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