No Pay EPAF Guide

This EPAF is used for individuals who are not receiving pay but require Banner access or an official affiliation with the universityThe appropriate position number to use is P08XXX.

When to Use a No Pay EPAF:

• P07 Teacher needing Canvas/email access between paid assignments.
• Dissertation review committee members or graduate committee members
• Adjunct Faculty (with official faculty rank; routed through Dean and Provost)
  • Policy 4000: Composition and Authority of the Faculty
  • Policy 4003: Faculty Appointments
• Unpaid Research Intern
  • Include the RITM number in the notes section.
  • Have the research intern complete this ServiceNow form: ServiceNow Agreement – Research Intern
  • Unpaid Internship Policy – 4108
• Volunteers needing access to specific software (e.g., clinical software)
• Emeritus requesting access to downloadable Microsoft Office for the desktop version and for Adobe
  • Emeriti already have access to the online Microsoft products.

When Not to Use a No Pay EPAF

• When work being performed is the same as that of a current employee
• To extend access or allow someone to keep working after their official last day of employment. If ongoing work is needed, it must be processed through the appropriate rehire process.
• In situations that violate immigration regulations (e.g., expired visa)
• To extend access post-graduation for students:
  • Resources for student access post-graduation:
    • Student Box Account Recovery
  • Situations that do not adhere to USU's volunteer policy
    • USU Volunteer Policy 3017
  • Visiting Scholars no longer use No Pay EPAFs for IT access. Instead, please refer to USU Policy 4000 to learn more about visiting scholars.

Title Naming Rules

HR is transitioning from “IT Opt In” or “IT Access” to putting in a descriptive name of the service that will be performed. If the individual is a volunteer put what kind of volunteer. (4-H Volunteer, Football Volunteer)

Please avoid using names that are already benefited employee titles – if a benefited employee title is used, that would be a flag that this may not qualify for a No Pay EPAF but a paid position.

Do not use faculty titles covered by faculty code unless the P08 is to give them the faculty title such as the Adjunct (faculty rank). Refer to Policy 4000: Composition and Authority of the Faculty.

Teacher and teaching are available to use for non-faculty titles.

Here are some examples:

• Research Intern – Unpaid individual working in a lab, completing data entry, or assisting with experiments
• CE Teacher – Non-benefited person teaching Continuing Education courses
• Speech Clinic Assistant – Assisting with clinic support (not patient care), such as appointment coordination
• 4-H Youth Program Aide – For 4-H or summer camps

Tips for Title Selection:

• Match the title to the actual duties being performed
• Be clear but brief — 1-3 words is often enough
• If unsure whether a title is appropriate, contact HR for guidance
• Never use a title simply to “get access” — access should follow function, not the other way around

Standard No Pay EPAF Titles

1. ________ Volunteer

Used when the person is assisting in a volunteer role (e.g., Museum Volunteer, Football Volunteer).

2. ________ Consultant

Used when someone provides specialized expertise but is not on payroll (e.g., Salesforce Consultant, Athletics Consultant).

3. Graduate Committe Member

Used for individuals serving on graduate thesis or dissertation committees.

4. Summer Research Intern

Used for unpaid student researchers working temporarily on academic projects.

5. Emeritus Faculty - Additional IT Access

Used for emeriti requesting additional access and software downloads.

6. Ongoing P07 IT Access

Used when a non-benefited instructor needs access to prepare for teaching, such as Canvas or email.

Note: On the UHF, you can request early access for up to 90 days before the start date. If that option is selected, a No Pay EPAF is not needed.

7. State Auditor - IT Access

Used when an individual from the State Auditor’s Office requires temporary access to complete their audit responsibilities.

What to Include in the Comments Section

The comment should be brief but clearly explain the purpose of the No Pay EPAF.

The comment should include:

• What the individual will be doing
• Why access is needed
• Any supporting information (e.g., RITM number)

Some good examples:

• “P07 teacher needs access over summer to set up Canvas course and email students.”
• “Assisting in the Speech Clinic from May–July; needs access to clinical scheduling software.”
• “Unpaid research assistant in Biology lab; needs SPSS access to document findings.”
  • “Research Intern agreement submitted. RITM123456 included.”

Helpful Tips and Resources

• Ensure the EPAF title and the comment match
• Reach out to HR if clarification is needed
• Exceptions may apply depending on the situation
• Do not use a No Pay EPAF to continue employment under a different title
• Use appropriate documentation and approval queue routing when faculty titles are involved

ServiceNow Article – "No-Pay" EPAF Information

ServiceNow Article - IT Services by User Groups (Banner Roles)