Submitting Corrections for an Employee No Longer Active in EPAWeb

Once employment ends and the employee's end of employment action has been fully processed within EPAWeb, the system no longer permits the processing of additional personnel actions for that employee.

When departments discover that an error was made within an end of employment action that must be corrected for Payroll purposes, such as an incorrect leave payout or incorrect account referenced, the corrective action to take will depend upon whether money is owed to the employee.

A New Employment action for the employee should be submitted to put the employee back on payroll in order to both correct the information and enusre the employee is paid appropriately.

The Effective Date of the New Employment action should be the day prior to the Effective Date of the End of Employment action being corrected.  Include a comment referencing the type of EPAWeb action(s) and serial number being corrected.  For example:  This action is to put the employee back on payroll and will be followed by a Lump Sum Payment Serial 99999.

 

When money is not owed to the employee, a paper process is available to permit a correction to be made to the employee's Payroll record.

This process involves submitting a paper copy of the completed Form PD-7, which was used to process EPA personnel actions prior to the launch of EPAWeb. Although the Form PD-7 is no longer actively used, it is used on occasion for manual corrections as described here. 

Note: The Form PD-7 is routed manually in paper copy, not electronically.

Process for submitting corrections using the Form PD-7:

• Step 1: Print a copy of the EPAWeb Action(s) being corrected to be attached to the Form PD-7
  
• Step 2: Complete the Form PD-7
• • this form should be typed
  • list the same offices to where the EPAWeb Action being corrected was routed in the approval area of the Form PD-7 
  • indicate the serial number of the EPAWeb Action(s) being corrected within comments on the Form PD-7
    
• Step 3: Route the Form PD-7 through all required offices for signature/approval (ultimately the Department has responsibility for overseeing this routing) 
• • The form's required signatures as printed are not applicable; instead, line thru the approval individual or office titles on the form and list the same approval individual or office titles that occured for the EPAWeb action(s) being corrected

Note:  To ensure appropriate processing, any individual or office that received an FYI Notification for the action being corrected should be listed as an approval required on the Form PD-7

• Step 4: After the Form PD-7 is routed through all individuals or offices including Payroll, forward the yellow copy to HR Records & Information to be filed in the employee's file within the Office of Human Resources (CB # 1045)

The Form PD-7 is available through HR Records & Information within the Office of Human Resources.  That office can be reached via telephone at 962-2894.