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Termination ePAF TERME and TERMJ

Termination ePAF TERME and TERMJ

Owned by Romona
Last updated: Mar 25, 2025 by Rebekah Finley
Overview

There are two types of termination ePAFs: TERMJ and TERME. A TERMJ ePAF is used when the employee is leaving their job, but staying at VCU. A TERME ePAF is used when the employee is leaving VCU entirely.

A TERMJ ePAF is used when an employee: 

  • Transfers to a position in another department
  • Transfers to a position within the same department
  • Ends an Overload job, Secondary Assignment, or Special Rate

A TERME ePAF is used when an employee: 

  • is terminated and leaves VCU 
NOTE: The TERME ePAF will automatically terminate the employee in PEAEMPL upon completion. You MUST complete the second action of the TERME to successfully submit the ePAF (detailed in “NOAEPAF: TERME Only” section).  
Helpful Tools
Setting Up a Routing Queue

Before submitting any electronic Personnel Action Forms (ePAF), the routing queue must be set up.

  1. Log in to Banner.
  2. Search for “NTRROUT (Electronic Approval Routing Rules)” 
  3. On the NTRROUT screen, enter the Approval Category “TERME” or “TERMJ”. Hit “GO”.

  4. Two Level Codes should appear: 
    1. HROAPR (Level 78) for the Required Action “Approval” 
    2. HROAPL (Level 88) for the Required Action “Apply” from HR Operations.
  5. Click on the User ID field for Level 78. Enter “HREPAF”.
  6. Click on the User ID field for Level 88. Enter “HREPAF”.

  7. The User ID Name fields should populate to “HR EPAF”. 
  8. Click SAVE.
NOAEPAF Home Page
  1. Return to the Banner homepage.
  2. Search for “NOAEPAF” (Electronic Personnel Action). 
  3. Enter the following information:
    1. ID: Enter the employee’s VID. 
      1. If the VID is not known, use the Search function on the right hand side of the ID field. 
    2. Transaction: Leave blank
    3. Query Date: Effective date of transaction
    4. Approval Category: TERME (Termination of Employment) OR TERMJ (Termination Job Only) 
    5. Approval Type: will default. Do not change.
    6. Position: Enter the position number for the employee.
    7. Suffix: Enter the suffix of the position number.
      1. Defaults to selected position if filled using NBIJLST. 
  4. Hit “GO”. 

NOAEPAF Transaction Tab
  1. Enter the following information in the New Value column (fields with stars are required):
    1. Job Effective Date*: Termination Date 
      1. The Job Effective Date is the date that the employee will be paid through, i.e. their last day worked. 
      2. If the "Last Paid Date" reflects the same date as the effective date - the effective date will need to be processed for one day after with a back-dated personnel date. 
        1. For example, if the Last Paid Date is 12/24/2024, and the actual Termination Date is 12/24/2024, you will enter the Jobs Effective Date as 12/25/2024 and the Personnel Date 12/24/2024.
    2. Personnel Date*: Termination Date
      1. Personnel Date is the true termination date, whereas the Job Effective Date is the date the action will start in Banner. In most cases the effective date and personnel date are the same, unless you are doing a retro termination. 
    3. Contract End Date: Termination Date. 
      1. NOTE: This does not apply to Wage employees (Hourly, Student Worker, and Work Study). Leave this field blank if the employee is a Wage employee. For all other employee classes, enter in the Contract End Date. 
    4. Job Status: Defaults to T (Terminated)
    5. Job Change Reason: Enter the Termination Reason code
      1. Use the search function if necessary, and double click on the desired code.  
    6. Last Work Date: Termination Date 
      1. NOTE: This does not apply to TERMJ ePAFs. Leave this field blank if the ePAF is a TERMJ. 

    7. Enter Comments: Before you submit the ePAF you can add comments under the Other Information and Comments tab.   Comments are always appreciated but there are certain scenarios when a comment is very important.
    8. Click SAVE to save the ePAF. 

    9. If the ePAF is a TERME, you MUST complete steps detailed in the “NOAEPAF: TERME Only” section.

      You will get an error message "All Approval Types must be committed prior to submission" if you try to submit a TERME ePAF without completing this section. 

    10. If the ePAF is a TERMJ: 

      1. Click “TOOLS”, then “Submit Transaction”. 
        1. You should receive a green message that says “Transaction Submitted”.  The ePAF Transaction status should now say “Pending”. 
NOAEPAF:
TERME Only
  1. Click on Tools. 
    1. Click "Next Action"

    2. This will route you to the second form. Click GO. 
  2. Under New Value enter: 
    1. Termination Date: Termination Date 
    2. Term Reason Code: Last two digits of the Job Change Reason code used on the previous form.
      1. For example, if the Job Change Reason code is "1T09", enter "09". 4T81 = 81, 3T08 = 08, etc. This will not work if you try to enter the full Job Change Reason code. Only use the last two digits.  
      2. A list of valid Termination Reasons can be found on the ePAF/PAF Processing Guidelines on the Term Reason Codes tab.  
    3. Employee Status: autopopulates to A

  3. Click “TOOLS”, then “Submit Transaction”. 
    1. You should receive a green message that says “Transaction Submitted”. 
    2. The ePAF Transaction status should now say “Pending”. 
Next Steps:
Final Timesheet

After you submit a TERME ePAF for a benefits-eligible employee, your department timekeeper is required to submit the final timesheet and leave balances to HR Operations via ImageNow. Law requires that leave balances be paid out within two pay periods after employee termination. If an employee is transferring to another state agency, the balances will be transferred to that agency (unless the employee is a University staff member, in which case their leave will always be paid out to them). 

NOTE: If a benefited employee moves to a non-benefited job within VCU, the PA needs to submit a timesheet to payout leave balances (including cases where a full time 12 month faculty moves to a 9 month faculty position). Click here to submit the Final Timesheet. 

ePAF Termination Report

Please run the “ePAF Termination Report” in the SAS Web Reporting Studio under the Personnel Administrators folder every pay period to ensure all the termination ePAFs are submitted and are not in “Waiting Status.” This will avoid any overpayments to terminated employees. 

Users can select multiple ePAF statuses by pressing the Ctrl button on the keyboard and by clicking on the various ePAF statuses in the report parameter. Additionally, this report can be run by departments to identify employee terminations over a period of time. The report can be downloaded into excel by selecting the output type “EXCEL.”

Correcting a Returned ePAF

It is possible that HR Operations will need to return the ePAF to you for correction, please check the status of your ePAFs regularly to ensure no corrections are needed from you.

When a correction needs to be made on an ePAF, HR Operations will move the ePAF into the Return/Correction status.  

When the initiator logs into Banner they will receive the following message "You have 1 Electronic Approvals Transactions. Do you wish to view them now?"  Click "Yes". The system will then ask if you would like to receive additional notifications during your session. Click "Yes".

Banner will take you to NOAAPSM to see what has been returned for correction. 

Change the “Transaction Status” to “Return/Correction.” Change the “Queue Status” to “All”. Click "Go". This will give you a list of all actions that have been returned for corrections.  

You can click on the transaction you wish to view. Go to the "Other Information and Comments" tab to see why it was returned.   

To review the ePAF and make the needed corrections, click "Tools" and select "Queue or Routing Information (NOAEPAF).” Make the needed changes. Click "Tools" and select "Submit Transaction". This will move the ePAF back to a Pending status. 

Once the ePAF Transaction is in Pending status, the HRIS Analyst will move forward to review, approve, and apply the transaction request.   At this point, the ePAF transaction is considered complete.

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