What is the Query Date of an ePAF?
If the ePAF will update the data base so that the employee receives the correct pay check for the intended pay period, type the Personnel Date in the Query Date field.
However, if the ePAF will not update in a timely manner, then deciding the Query Date entry is more complicated … But … here are two references that describe what to enter as the Query Date:
(1) Choosing an ePAF, found on the AFISM Resources website using the ePAF Filter
(2) The ePAF Template, found on the AFISM Resources website using a Template Filter
Considerations when choosing a Query Date:
The Query Date is the date that the information on the ePAF will be active and valid in the data base so that the employee will receive a new or revised paycheck for the intended pay period: the Query Date is related to the payroll processing schedule for generating employee paychecks. Two considerations are important when choosing the Query Date:
Pay Period Due Date. Payroll has a published schedule of pay periods with due dates for receiving ePAFs. An ePAF that is not received by the due date for the intended pay period will not update the data base and the employee will not receive the new or revised pay.
Personnel Date. This is the official date that goes in the employee record, such as
For a new hire employee, it is the first day of employment
For a termination, it is the final day of employment
For a pay change, it is the first day of the new pay
Query Date Discussion:
If the ePAF is prepared in advance of the Personnel Date, so that the ePAF can be submitted, approved, and applied to the system by the due date of the intended pay period, then the Personnel Date can also be the Query Date entry. This is the usual answer when choosing a Query Date.
However, if the ePAF is being prepared late or at the last minute (after the Personnel Date, or when it cannot be prepared, submitted, approved and applied to the system by the due date of the intended pay period), then a different date must be chosen. The references listed above provide Query Date guidelines to assist with ePAFs not being prepared in a timely manner.
Additional standards that complicate Query Date Selection and/or ePAF Submission:
- A prior ePAF with a future date (like a Job End) has updated the system; your ePAF will not submit until the prior ePAF is removed by HR Compensation Operations.
- The ePAF system fills the Query Date field with today’s date (which is frequently incorrect). The Query Date should be overtyped with the Personnel Date or a different date.
- Last Paid Date. After pay checks are generated, the pay period is “closed” by publishing the final day of the period as the “Last Paid Date”. The ePAF Query Date cannot be in a closed pay period.
- Effective Date – for historical data base tracking. The Query Date is copied to most Effective Dates that occur in ePAF Approval Types (sections). If the Query Date entry is correct, ePAF Originators won’t need to enter most Effective Date fields. The Approval Type (and Effective Date) is stored as a unit in the data base, and prior copies of the Approval Type (with their Effective Dates) are retained as a historical records of updates to the data base.