1 Hourly EPAF Instructions, Cheat Sheets, and other Helpful Reminders This sheet is instructions on how to utilize this packet and guidelines for submitting successful EPAFs. It is my recommendation that you keep this sheet of notes handy at your desk and refer to it often when doing contract EPAFs: Table of Contents: 1. Introduction, Cheat Sheets, and other Helpful Reminders... Page 1 2. EPAF Error Troubleshooting..... Page 2 3. EPAF Starting Screens and Name Searches.. Pages Terminating an Hourly Employee s Position (HTERM) Pages Changing the Pay Rate of an Hourly Employee (HRPAY). Pages Modifying the Account Information (Labor Distribution) of an Hourly Employee (HACCT) Pages Creating New Hourly Positions (HRNEW, NSNEW, and WSNEW sample shown is a regular student position)*... Pages History Features of EPAF System (finding a form in process).. Pages Instructions & Cheat Sheets Electronic Personnel Action Forms (EPAFs) allow campus users to use the Banner system to submit pay information for campus employees. This system allows for greater portability of forms as users need only have access to the Internet to create/submit/view forms. It also allows for a history of forms to be kept and better security with data locked within Banner. By going to an electronic format, time of processing is generally increased as well as accountability. Throughout this packet are various blue boxes and red text. Pay particular attention to these as they will help you understand employment classification, account numbers, and troubleshoot within the forms. Examples of them are as such: Cheat Sheet for Hourly Payroll Account Numbers: 6240 Work-Study Student Employees 6260 Regular Hourly Student Employees 6280 Non-Student Hourly Employees Cheat Sheet for Hourly Position Numbers: WSXXXX Work-Study Student Employees (x s correspond with the current Financial Aid year) HS9999 Regular Hourly Student Employees HN9999 Non-Student Hourly Employees *We have only shown a sample of how to create a regular hourly student position within this tutorial packet. Work-Study and Non-Student Hourly Position EPAFs are done similarly but with a few changes that are detailed below: Differences between the regular hourly HRNEW EPAF and the non-student hourly NSNEW EPAF: The position number used will be HN9999. Be sure when doing your all jobs search that you are using the right suffix number. Some student workers return back to work after graduation or between classes as non-students so they may have up to suffix number 05 with HS9999 positions, but their first non-student job will be HN , etc. The 4-digit account number will be 6280 for non-student hourly employees. Differences between the regular hourly HRNEW EPAF and the work-study student WSNEW EPAF: The position number used will be WSXXXX depending on the aid year (e.g. for , it s WS1213; for , it s WS1314, etc.). This is the only hourly job type where the position number changes each year. Because the position number changes each year, the suffix numbers also reset each year. So at the first of each new fall semester, students first workstudy job will have suffix 00. A student may only have one open work-study position at a time. Thus, if you query for a student and find they already have a current work-study position for the year, you may not hire them on work-study. There are two accounting lines for work-study jobs: one 75% line paid by the WKSTDY index/account. You will complete the 25% line for your department acct info. The 4-digit account number will be 6240 for work-study hourly employees. This is used for both accounting lines. Work-study EPAFs require additional approval from Financial Aid to determine aid eligibility and properly allocate your department work-study funds.
2 EPAF Trouble-Shooting with Errors New Date should be >= query effective date you are putting in begin/effective dates that are BEFORE your query date. The only ways to fix this is to delete the form, use a different query date, and start over OR use dates equal /after your query date. This is why it is so imperative to change the query date to the first day of the month before you even get to the actual form to complete. Remember, all start dates should be the 1 st or 16 th of the month; termination dates should be either the 15 th or last day of the month. Invalid Date this is typically because you didn t use the right date format. All dates in EPAFs must be MM/DD/YYYY (include the backslashes). Date must equal date the date fields within the form (job begin, jobs effective, and/or new effective) do not match. They must match. Account Code must be filled in if you used an index and saved for the first time within the form, Banner automatically deletes the 4 digit account number. You have to put the account number in (see above page of cheats for these), save, and then try resubmitting. User ID must be entered for Routing Queue you have a blank line within your routing queue. Each EPAF Initiator is set up by HR to have specific personnel approve their forms. Most departments never have to put in names for their routing queue. If you are not set up as an EPAF Initiator, your routing queue won t have any names in it. Please contact your EPAF Initiator to have them complete the forms (there is at least one in every area on campus). They are set up to do this and it will work fine for them. Contact Human Resources if your department does not have an EPAF Initiator or you don t know who that person is. ID is not defined as an employee you have tried doing a form for a person who has never worked on campus. A person search early in the process would have told you this prior to spending time trying to do an EPAF. You cannot complete an EPAF for this person until HR receives the employee s tax documents. End Date must be later than Begin Date + others this typically means that when trying to create a new position, you selected a position and suffix number that had already been used for that employee. Delete the form and be sure during the All Jobs search, you use a position & suffix number that have never before been used. Multiple New Date cannot be after Employee s Termination Date errors this employee has not worked for us in more than one year. As such, before the EPAF can be submitted, they must complete a new I9 with the Human Resources office. Send them to our office and leave your EPAF in your queue. Once the I9 has been completed, we will notify you and you can submit the EPAF. The errors should disappear. Lots and lots of error messages on just about everything HELP! Most likely, you didn t confirm that a position & suffix number appeared at the top for the new job you are creating or the existing job you are modifying. Scroll to the top of the EPAF and see if there is a position & suffix number listed in bold black text (examples found on page 15, 27, 39, etc). If there is nothing listed, then Banner doesn t have any job to link your data to, hence the error messages. You will need to start the process over; pay particular attention to the job selection screen to ensure that a position & suffix number pull in.
3 To access EPAFs, you will need to log into Banner Self-Serve. Once you have logged in, you should go to the main menu. Click on the employee link.
4 Under the Employee tab, you will then click on the EPAF Administration Link. Access to this link is given on an individual basis. Only EPAF Originators, Approvers, and Administrators will have access to view/create electronic hiring forms.
5 Under EPAFs, there are two or three options. To create a new electronic form, click on New EPAF.
6 At this point, you will need to do a query to find the employee you will be creating an EPAF for. To do this, click on the magnifying glass next to the ID box.
7 It is here you do an employee search. You can search by name, T-Number (ID), or Social Security Number. Click on Go after you entered a field. For our example, we re going to search for Anna Beasley & Krutika Patel. We ll first try Anna. I ve inserted her last name below:
8 As you can see, the search says that no records are available under that name. So there are no employees in the system with the last name of Beasley. Anna will need to do her first job in the paper process with Human Resources. After Payroll has entered her job, she will then appear in future queries.
9 Now, let s try searching for Krutika Patel. Her last name has been typed in below: (we recommend using last names as some individuals go by nicknames or their middle name)
10 The search yielded three names, which means there are 3 Patels that have worked on campus. We can see that Krutika Patel is on our list and through her b- day, can confirm she s the one we intend to hire. We can do electronic forms for her. Click on her name and it will insert her ID so we can complete an EPAF.
11 Now, Krutika s name has been inserted. Change the query date to the first day of the month and select which EPAF you will be doing. There are 6 EPAF forms for hourly employees: the top three options are modifications of current jobs while the bottom three create new positions. This packet will go through each form, starting with terminations. Select the Terminate an hourly employee s position and hit Go. Cheat Sheet for Query Dates: The query date will always default to the current date. We HIGHLY recommend that you update this date to the first day of the month in which you are making the EPAF effective. This will save you from annoying errors/limitations later in the EPAF process.
12 We will now select the position we want to terminate. For this type of EPAF, we will need to select an existing job. All the employee s open jobs are listed as well as a spot for a new job. Move the select bubble to the job you wish to terminate then hit go.
13 Insert a termination date below (typically the 15 th or last day of the month in the pay period in which they last worked) as well as the job change reason (termination, voluntary quit, switch to workstudy/regular, etc). You can see below the various approvals the form will go through. These signatures should be the same you would obtain if you were doing the paper forms. Your area s intermediate authority will have access to the form, but not be required to approve the termination. Below this form (not shown) is a comment box if you want to add a comment. After completing the fields, click on save.
14 You will get a message saying your change was saved successfully. Now you will have the option to submit. Once it has been submitted, your area s intermediate authority may review the form and it is sent to Human Resources for approval.
15 Now we will give an hourly employee a pay raise. From the initial EPAF selection screen, select Change the pay rate of an hourly employee and click Go. Cheat Sheet for Query Dates: The query date will always default to the current date. We HIGHLY recommend that you update this date to the first day of the month in which you are making the EPAF effective. This will save you from annoying errors/limitations later in the EPAF process.
16 We will now select the position we want to terminate. For this type of EPAF, we will need to select an existing job. All the employee s open jobs are listed as well as a spot for a new job. Move the select bubble to the job you wish to terminate then hit go.
17 You will need to insert the pay increase date below (this can be any date AFTER the last paid date), any title changes associated with the pay increase, and the new pay rate. You can see below the various approvals the form will go through. Your area s intermediate authority will approve the form before it goes to administration. Below this form (not shown) is a comment box if you want to add a comment. After completing the fields, click on save.
18 You will get a message saying your change(s) was saved successfully. Now you will have the option to submit. Once it has been submitted, your area s intermediate authority will need to approve it before it goes to administration.
19 Now we will modify an hourly employee s labor distribution. From the initial EPAF selection screen, select Modify current acct (labor distribution) for hourly employee and click Go. Cheat Sheet for Query Dates: The query date will always default to the current date. We HIGHLY recommend that you update this date to the first day of the month in which you are making the EPAF effective. This will save you from annoying errors/limitations later in the EPAF process.
20 We will now select the position we want to terminate. For this type of EPAF, we will need to select an existing job. All the employee s open jobs are listed as well as a spot for a new job. Move the select bubble to the job you wish to terminate then hit go.
21 This form has two sections: one for changing the timesheet ORG and one for the account information. If the new account has the same ORG number as the last account, then only complete the bottom section. The approval route is the same as for a pay change. Your area s intermediate authority will approve the form before it goes to administration. Below this form (not shown) is a comment box if you want to add it. After completing the fields, click on save. Cheat Sheet for Hourly Payroll Acct Numbers: 6240 Work Study Employees 6260 Regular Hourly Employees 6280 Non-Student Hourly Employees Only complete these if you are changing the timesheet ORG These are the fields you need to complete at a minimum (remember to insert the date of the change as well!) Note: if you insert a new index and hit save, your account # (4 digit) will disappear. You will have to add it and hit save again.
22 You will get a message saying your change(s) was saved successfully. Now you will have the option to submit. Once it has been submitted, your area s intermediate authority will need to approve it before it goes to administration.
23 Now we re going to create a regular hourly position (HS9999). From the initial EPAF selection screen, select Create a new regular hourly position and click Go. Cheat Sheet for Query Dates: The query date will always default to the current date. We HIGHLY recommend that you update this date to the first day of the month in which you are making the EPAF effective. This will save you from annoying errors/limitations later in the EPAF process.
24 To create a new position, we need to determine the next suffix number to use. To do this, we need to see what other HS9999 jobs she s had on campus. You can see that our example student, Amy, is not working on campus currently. To see all of her previous hourly positions, click on the all jobs link.
25 You can see that Amy has had 4 jobs since Reviewing her termination dates, she has worked in the last year so she does not need to complete I9 recertification. To give her a new hourly HS9999 position, we need to use the next suffix number after 01 (since 01 was the last HS9999 suffix being used), which would be 02. Thus, her new hourly position will have the position of HS9999 and a suffix of 02. Type in the position number: Note: With the release of Banner 8, this screen format is new. You may experience some issues with the screen flashing when your cursor goes over the position & suffix number boxes. While a bit obnoxious, this is normal. Reminder #1: ALL regular hourly positions will have the position # of HS9999. The suffix # will be unique for the position. HS9999 is a pooled position (more than one person can use the position #). Thus, many employees can have the HS but an individual employee can only have one HS , one HS , etc. Reminder #2: ALL workstudy jobs will have the position # of WSXXXX depending on the aid year. The suffix #s for workstudy jobs changes with each year so most of the time, the suffix # for workstudy positions you will use is 00.
26 You will notice as you began typing in the position & suffix that the all jobs summary disappears. Type in the full position & suffix numbers, then hit go. Note: When you type in the position number, the system will automatically generate a temporary title and time sheet organization. These are defaults that you will override on the following screens.
27 You will be brought to this screen. The first thing to do is check that the correct position & suffix number populated from the previous screen. If they have not, go back and recomplete the last print shot. Since the position is new, there are several fields you need to complete. A summary of each field is given below. Once you have put in these fields, click on save. Position & Number Found at the top of the page done via a query of past jobs. Start Date of the Job Start Date of the Job Select Primary if no current job; secondary if they have another job open Job Title for the position Hourly Pay Rate Use EPAF Payroll Calculator Use EPAF Payroll Calculator ORG # the department uses to approve time T-Number of supervisor who will approve the timecards
28 Our screen for Amy s new Purchasing job will look like this once you save it. This is only the first section of the form. DO NOT SUBMIT AT THIS TIME!
29 Scroll down on the page and you ll see the accounting section of the form. The form will show default account THIS IS NOT YOUR ACCOUNT. You will need to override the accounting information with your own department account and click on save again. You can also see the approval queues for this form. There are 2 departmental approvals (initiating and intermediate), and the rest are administrative approvals. All of the new job forms will require the originator/initiating authority to save, submit, and approve the form before it goes to the intermediate authority. Same date as start date for the position Account Number information for the position
30 Scroll down to the bottom of the page and there is a comment box you can use if applicable. It also shows who created the form and has a place to submit the form. If you have completed all the fields and have no comments, you will click on submit at this point.
31 You will receive the following if your EPAF was successfully submitted: you will notice a section on errors and warnings. If you have any message types that are error, then your EPAF was not submitted and you must fix the errors, save the form, and resubmit it. Warning messages are ok; this form was submitted.
32 Since this form is to create a new job, you must now go and approve the form before it goes to the intermediate authority. From the EPAF Main Menu, click on EPAF Approver Summary (should you ever forget this step, you will receive an reminding you from
33 You will see all EPAFs that are waiting for your approval. You can see the new job EPAF for Amy below. To approve the form, there are two options. You can 1) click in the action box, which will produce an X, then click save or 2) click on Amy s name, taking you to a job summary. For this example, we ll click on the name.
34 You will see a complete summary of the form. Review the information then click on Approve. If changes need to be made, click on return for correction and it will be sent back to you for updating.
35 To see where a form is in the approval process. From the EPAF main menu, click on EPAF Originator Summary.
36 This screen will show any current forms you are working on but have not submitted. To see forms already submitted, click on History.
37 This screen shows all the forms you ve submitted for approval in the last 30 months. Let s see where Amy Humphries position is. Click on her name.
38 Once on the next screen, scroll down to the bottom and you will see a summary and the approval queue. You can see that the form is waiting to be approved by the intermediate authority. They will have received an to approve the form, but now you can track exactly where the form is.