Originating a Grad School Appointment Change EPAF

An EPAF is used to process personnel actions (i.e., hire, rehire, termination, and job changes) for an employee. The Grad School Appointment Change approval category is used to change a graduate student's percent of appointment and/or the special rate (per pay amount).

Follow these directions to originate a GA Appointment Change EPAF:

Select Person | Select Job | Item | Pay | Routing | Submit

Person Selection Page

1. From the Electronic Personnel Action Form menu, click New EPAF link.
   
2. The New EPAF Person Selection page is displayed. Type the employee's EID in the ID field and press the [Tab] key on the keyboard.
   
   
   Note: Alternately, click the Search button to search for them by name.
   
3. If the employee exists in Banner, their name is displayed. Using the Payroll Calendar as reference, type the Pay Period Begin date for the pay period the EPAF takes effect (e.g., 08/19/2012), in the Query Date field.
   
   
   Note: When determining the query date, consider the time needed to advance the EPAF through the approval routing queue. If it isn't through the queue by the Due Date on the Payroll Calendar it will need to be voided and re-created. See the Glossary of EPAF Codes & Fields for more information.
   
4. Click the Approval Category field pull-down arrow and select the desired personnel action from the list.
   
   
   Note: For example, if you are creating for a Graduate School hire - select GAHIR: Grad School Hire, GAHIR, for a Graduate School rehire - select GARHR: Grad School Rehire, GARHR, and for a Graduate School appointment change - select GAAPT: Grad School Appointment Change, GAAPT. See the Glossary of EPAF Codes & Fields for a list of personnel actions.
5. Click the GO button.
   

Top

Job Selection Page

1. The New EPAF Job Selection page is displayed. Click the All Jobs button.
   
2. A list of terminated jobs for the student employee is displayed. Click the Select button for the job which you want to make a percent of employment or pay change.
3. Click the Go button.
   

Top

Item Section

1. Type the date the appointment begins (i.e., the actual date you want the action to take effect) in the Personnel Date field.
   
   
   Note: This date is used by the Payroll department to determine if back-pay is necessary. By default, this is the start date for the semester. See the Academic Calendar for more information.
   
2. Type the desired appointment percent in the Appointment Percent field.
   
   Note: The appointment percentage defaults to 100. If the percent symbol (%) is typed in this field, an error message will be displayed when you attempt to save and submit the EPAF. For Graduate Assistants and Doctoral Fellows, the percentage will either be 50, 75, or 100. For Teaching Assistants, the percentage will always be 50.
   
3. Verify the Job Change Reason field displays PADJ, PAY ADJUSTMENT.
   
   Note: Select PADJ, PAY ADJUSTMENT for a pay adjustment with no change to the appointment percent. Select CPA, CHANGE TO % APPT for a combination pay adjustment and appointment percentage change.
   

Top

Pay Section

1. Using the Payroll Calendar as reference, type the Pay Period Begin date for the pay period the EPAF takes effect (e.g., 08/19/2012), in the Effective Date field.
   
2. Click the Earnings pull-down arrow and select 480, GA from the list.
   
   
   Note: Select 482, FWS for Federal Work Study positions or 484, GA_Miscellaneous for Minority GA positions. These earnings types are arranged through the Graduate School.
   
3. Type 1 in the Hours or Units Per Pay field.
   
   Note: If you are originating a Grad School Appointment Change EPAF, verify there is a 1 in the Hours or Units Per Pay field.
   
4. Type the per pay stipend amount in the Special Rate field.
   
   
   Note: The Special Rate is the stipend amount divided by the number of pay periods. If a dollar sign ($) or comma (,) is typed in this field, an error message will be displayed when you attempt to save and submit the EPAF. See the Graduate School's Stipend Calculation Job Aid for more information. If you are originating a Grad School Appointment Change EPAF, the previous rate may already be displayed in the field.
   
Note: Leave the End Date field blank. The pay and/or percent change is effective through the end of the original appointment termination date that was set on the hiring EPAF (e.g., April).

Top

Routing Queue Section

1. Verify the routing queue information is correct.
   
   
   Note: The routing queue populates based on your default routing queues. See Setting Up Default Routing Queues for more information.
   

Top

Save & Submit

1. Click the Save button.
   
2. If there are no errors, a Your change was saved successfully message is displayed and the transaction status is changed to Waiting. Click the Submit button.
   
   
   Note: Errors (not warnings) must be corrected before an EPAF can be successfully saved and submitted.
   
3. If there are no errors, a The transaction has been successfully submitted message is displayed and the transaction status is changed to Pending.
   
4. When you are finished, click the Return to EPAF Menu link at the bottom of the page.
   
5. Note: The Employee Personnel Action Form menu is displayed.
   

Top