Department Transfer

This action is used to move person and position to another department with no change in salary.

For general information on screen navigation, buttons, and features, click here.

To access the EPAWeb User Guide Table of Contents, click here.

·        Screen shot and field descriptions

·        Routing Rules

Screen shot and field descriptions

Field Name	Description	Format
Effective Date	Date that the action is to occur in the payroll system.	MM/DD/YYYY (ex. 01/31/2005 )
Working Title	This is the overall title for the employee.	Text (ex. Professor/Chair or Special Proj. Officer & Associate Director)
Base Dept	A four digit number for departments, centers, professional schools and any other academic units to which a specific dept number has been assigned.	1234
Visiting	If primary appointment is less than one (1) year, this must be checked yes; except for students For students (rank code 20-29), this should always be No	Y = Yes N = No
Clinical Pay	A one-time payment for the portion of the Clinical Pay that is determined by reviewing clinical performance in accordance with the Clinical Compensation Plan. Can be awarded up to four times a year. This option is only available to individuals that hold faculty ranks in the Health Affairs – School of Medicine departments. (42xx)	Y = Yes N = No
Check Dept	Department to which paycheck and all payroll reports should be sent.	1234
Tenure Status	Faculty ONLY( not required for non faculty and student ranks) – status of position   Tenured – New appointments with Tenure are typically reserved for Professor appointments and in some occasions Associate Professors could be appointed with Tenure.   On Tenure Track – applies to those appointments that are on track to eventually receive tenure.  Associate and Assistant Professors are typically appointed in the tenure track.   Not on Tenure Track – applies to the Faculty ranks of Lecturer and Instructor as well as Fixed Term Faculty ranks such as Clinical Professor or Research Associate Professor for example.   Retired – This code should be used for an appointment of an individual that is an official retiree of a previously held appointment that participated in the state or optional retirement plan that is returning back to work and that is not in the Phased retirement program.   Phased Retirement – This code should only be used for individuals that are being reemployed as a participant in the Phased Retirement program after official retirement from their Faculty appointment.	T = Tenured N = On Tenure Track Z = Not On Tenure Track R = Retired P = Phased Retirement
UNC P&A	Clinical Faculty that are members of UNC Physicians & Associates (P&A) receive certain supplemental fringe benefits in addition to the basic fringes received by all UNC-CH EPA faculty. This option is only available to individuals that hold faculty ranks in the Health Affairs – School of Medicine departments. (42xx)	Y = Yes N = No
1st EPA	Date first appointed as EPA faculty or non-faculty position. Does not include student appointments	MM/DD/YYYY (ex. 01/01/2005 )
Perm/Temp: Permanent	If the duration of the appointment is less than twelve months or if the appointment is coded as visiting, code as temporary.	P = Permanent T = Temporary
Funding Contingency	The continuation of employment is contingent on the continued availability of funds	Y = Yes N = No
Dental Faculty Practice Plan	Faculty only with Base Rank dept number 43xx must have this entered ( School of Dentistry )	Y = Yes N = No
Service Period:	This code applies to the appointment service time and how they are paid.   9 month faculty appointments are when the faculty are hired for the academic year but paid over 12 months.    12 month appointments are when Faculty or EPA Non Faculty are working 12 months per year.   1 semester is used for students that are employed for only one semester where salary is paid over 9 biweekly pay periods.   2 semesters is used for students that are employed for two semesters where salary is paid over 26 pay periods.	1 = 9 Month 2 = 12 Month 3 = 1 Semester 4 = 2 Semesters 5 = Other (specify)
Pay Cycle	Time interval that employee is to be paid.	B = Bi-Weekly M = Monthly S = Summer School
Rank Code	Can have multiple entries for the rank – there must be a corresponding Dept # field for each rank.	01 - 07 09 - 28 30 50 - 55
Modifier Code	A descriptive term used in conjunction with the rank title that better reflects the true title and work performed by the person that holds a specific appointment. Examples of rank modifiers include: Acting/Interim        Distinguished Adjunct                    Distinguished Term Assistant                  Not Applicable Assistant To             Other Associate                  Research Clinical An example of a rank with a rank modifier would be: Clinical Professor.	A 0 - 9
Dept	Four digit number for Department where particular rank is held.	1234
Rank Title	The rank title is derived from the rank and modifier code that are indicated in those fields.	Display only
Begin Date	The date that the person was officially appointed to current rank.	MM/DD/YYYY (ex. 01/01/2005 )
Scheduled End Date	The scheduled end date for this rank.	MM/DD/YYYY (ex. 01/01/2005 )
Actual End Date	Last actual date of appointment.	MM/DD/YYYY (ex. 01/01/2005 )
Primary Indicator	Indicates Primary Rank for Employee.  Only one rank may be set as “Y” for yes.  All other ranks must be “N” for no.   If an employee holds a Senior Administrator appointment, it is considered their primary appointment.  Senior Administrators include the Chancellor, Provost, Deans and some Administrative Directors.	Y = Yes N = No
Fac Prim Indicator	Denotes primary faculty rank.  Only one rank may be set as “Y” for yes.  All other ranks must be “N” for no.	Y = Yes N = No
Non Fac Indicator	This field should only be indicated for appointments to Non Faculty positions. The non faculty indicator is determined based on the type of position that was approved when established and should be found on the position approval letter. For definitions of EPA Non Faculty types, click here.	1 = Research 2 = Instructional 3 = Senior Admin Tier I 4 = Senior Admin Tier II
Del	If checked, this will delete salary source line.
FRS Acct/Object CD	FRS Account A 6-digit number to which revenue/expenses are assigned & the Four-digit object code revenue or expense category identifier.	X-XXXXX-XXXX 0123456789
C/S	Cost Share - A 5 digit FRS account number that is used to share the funding with a Contracts and Grants account.	12345
Dist Amt	The amount of the annual base salary that is funded by this source.	123456 No commas or $
Supp Dist Amt	The amount of the annual supplemental salary that is funded by this source.	123456 No commas or $
Acct Exp Date	The end date retrieved from FRS for the specific account. June 30, YYYY is assumed for all state funds.	Display only - MM/DD/YYYY
Scheduled Source End Date	This date field is provided for departments to indicate the date for sources that they plan to end at a specific time.  These dates will eventually be used to calculate encumbrances on the accounts once that functionality is available in EPAWeb.	MM/DD/YYYY (ex. 01/31/2005 )
BD	Budget Code - Retrieved from FRS based on the 6 digit account number.	FRS–lookup based on acct ID Display only
PUR	x-XXX-xxxx is the three-digit series after the budget code. It identifies the broad University purpose to which a transaction relates. The Office of State Budget and/or the University designates purpose codes that apply uniformly to state, trust, and contract and grant funds. See the Accounting Services section of the Business Manual for a complete listing of General Purpose Code definitions. http://www.ais.unc.edu/busman/act/actapp1.html	FRS–lookup based on acct ID Display only
Dept	The last four-digit series of numbers attribute segment of the account number identifying the activity of the department or the departmental cost center. A department number is used for all funds in the FRS system.	FRS–lookup based on acct ID Display only
Cost Code	Used with InDepth. User defined codes utilized at the funding level to identify and to further classify expenses to the cost centers associated with a particular expenditure.	Must be alpha and/or numeric
Sub Acct	Used with InDepth. InDepth internal accounts that are related or tied to a specific legacy account.	123
Sub CD	Used with InDepth. These subcodes are used to create individualized "extensions" for existing legacy subcodes to further itemize charges to a specific subcode.	12345
Dist FTE	Distributed FTE - This is a calculated field; defaults to the account % times the Employee FTE.	12
Acct %	This is a calculated field; the total of all fund source distribution lines must equal 100%. If only one line of fund source distribution, this will be 100%. Calculate the % based on the Total Salary	Display only
Document Attach	Allows user to attach documents to EPAWeb actions. Click here for help with this feature.	Display only
Comments	open field for justifications	Free form entry

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Routing Rules

Approval/notification routing for actions prepared in the EPAWeb Personnel Action System is determined by:

·      What type of EPA appointment the employee has.

·      What type of action is prepared.

·      Which department initiates the action (for employees with joint appointments).

·      How routing is setup for the department(s) involved.

For more detailed information on approval/notification routing, click here.

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