Originating a Grad School New Hire EPAF

An EPAF is used to process personnel actions (i.e., hire, rehire, termination, and job changes) for an employee.

Follow these directions to originate a GA New Hire EPAF:

Select Person | Select Job | Item | FOAP | Pay | End of Job | 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.
   

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Job Selection Page

1. The New EPAF Job Selection page is displayed. Type the desired position number in the Position field.
   
   
   Note: See the Finding and Hiring Graduate Student Employees page for a list of GA position numbers. Contact UACDC for hourly student employee position numbers.
   
2. Press the [Tab] key on the keyboard.
   
   
   Note: The job title and the Org code associated with the position number is displayed. If the Org code is incorrect, you will need to select a different position number.
3. Type 00 in the Suffix field.
   
   
   Note: If this is the employee's second job with the same position number, type 01 in the Suffix field.
   
4. Verify the Select button associated with the position number is selected.
   
5. Click the Go button.
   

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Item Section

1. Type your Org number in the Home Organization field.
   
   
   Note: Contact your budget manager for more information.
   
2. Type the date listed in the Current Value column in the Current Hire Date field.
   
   
   Note: If there is no date listed in the Current Value column, type the date the appointment begins (i.e., the actual date you want the action to take effect) in the Current Hire Date field. Generally, this is the start date for the semester. See the Academic Calendar for more information.
   
3. Verify the Contract Type field displays Primary.
   
   
   Note: An employee may have only one primary job, but can have multiple secondary jobs. If the employee already has a primary job, and error message will be displayed when you attempt to save and submit the EPAF. If this occurs, click the Contract Type pull-down arrow, select Secondary from the list, then reattempt to save and submit the EPAF.
   
4. If necessary, 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.
   
5. If necessary, 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.
   
6. Type the total stipend amount for employment (e.g., 7500) in the Annual Salary field.
   
   
   Note: 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.
   

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FOAP (Fund, Org, Account, and Program codes) Section

1. Verify the FOAP information is correct.
   
   
   Note: If the FOAP information is incorrect, it is likely that the position number selected on the Job Selection page is incorrect. See the Finding and Hiring Graduate Student Employees page to locate the correct position number based on the desired FOAP. If the position is funded by more than one source, additional FOAPs can be added and the percent changed to reflect the percentage of funding from each source. If a portion of the funding is covered by a grant, you will need to create a second EPAF using the GAHIR: Grad School Hire Grant, GAHIR or the GARHRG: Grad School Rehire Grant, GARHRG approval category. See the Person Selection Page for more information.
   

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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).

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End of Job Assignment Section

1. Verify the Jobs Effective and Personnel dates are correct.
   
   
   Note: The Jobs Effective Date is the last day of the pay period this action should take effect. By default, this is Pay Period End Date for the last week of the Winter semester. See the Payroll Calendar for more information. The Personnel Date is the actual date you want the termination to take effect. By default, this date is the last day of the Winter semester. See the Academic Calendar for more information.
   

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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.
   

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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.