Texas A&M AgriLife Administrative Services Human Resurces New Hires: Cmpleting the Paperwrk and Creating the EPA Dcument New Hires: Cmpleting the Paperwrk and Creating the EPA Dcument 1. Using the AG-421: New Emplyee Prcessing Checklist, have the emplyee cmplete the required paperwrk. An example new hire has been attached fr ur example emplyee. 2. Ensure that all relevant paperwrk has been cmpleted befre the emplyee leaves yur ffice. 3. It is nw time t start the EPA. One f the easiest ways t begin an EPA dcuments is t use the Create Dcument Functin n the main Canpy page. Yu have tw r three initial questins that must be answered befre yu begin the dcument. Is this actin fr a Wage psitin r a Budgeted psitin? Wage psitins pay an hurly rate f pay and are nt eligible fr benefits. Wage psitins have a PIN number that cnsists f the TAMUS wrkstatin cde (in ur case either A r X) and a randmly assigned 9-digit cde, starting with an 8. (Example: A800043768) Budget psitins can pay a mnthly r hurly rate. Budgeted psitins are entitled t TAMUS benefits, prvided they meet all ther criteria. (Example: A02418) Is this a new psitin, r am I taking actin n an existing psitin? New psitins are psitins where the PIN has nt yet been created. If the psitin is a wage psitin, and the persn des nt yet wrk fr TAMUS, it will als be a new psitin. New psitins will be assigned a new PIN number. If the psitin is budgeted and vacant, yu are taking actin n an existing psitin. If this is an existing psitin, d I knw the PIN number? If nt, use the search features f the system t find the crrect PIN number.
Step 1 Select the dcument CREATION TYPE: Next t the CREATE EPA DOCUMENT buttn is a drp-dwn list f the dcument create types. The fllwing illustratin shws the chices in that list. New Iteratin fr this PIN Use when yu have an existing psitin (including vacant) psitins and yu want t make a change t that psitin. This can include hiring smene int a vacant psitin, prmting smene int a vacant psitin, terminating smene frm an active psitin, perfrming a funding change t an existing psitin, amng ther changes. Insure that the psitin yu are perfrming the actin n is currently visible. New Wage Psitin Use this type fr wage psitins nly. Use when yu are hiring smene int a wage psitin. New Budgeted Psitin Use this type nly fr budgeted psitins. Use when yu have all apprpriate authrizatin fr the new psitin. Nte mst new hires will fall int the first tw actins nt this ne. Cpy PIN t Next Fiscal Year Yu can use this dcument type when yu are trying t bring a pin frward t the next fiscal year that was nt dne s during the budget prcess.
Step 2 Select the dcument type, ccupant and psitin titles: Please reference the EPA Dcument Type Flw Chart detail listings: Dcument Type Occupant Change Create r Reactivate Surce Funding Change Change Salary, Title, Percent Effrt, Term, r Prmte End f Term Eliminate Psitin Other Changes Recmmend Occupant Actin, actins dependent n what the Dc type is Current Occupant Actin, actins dependent n previus step. Psitin Actin, actins dependent n previus step. Step 3 Create the dcument: After making the apprpriate dcument actin type selectins, yur screen shuld lk smething like the fllwing illustratin. Nte This is fr a New Budgeted Psitin. If yu are satisfied with what yu see, press the Create Dcument buttn.
Step 4 Edit the dcument header: (example at the end f the packet) The dcument header is the sectin f the EPA that is nn-repeating (e.g. funding surce lines). Fr the EPA dcument, they are: EPA Dcument Infrmatin Fr New Hires, be sure t include educatin, r previus experience, shrt descriptin f duties, and Supervisr. New Students and Grads, include schl where they are enrlled, classificatin, majr, hurs enrlled, Supervisr, shrt descriptin f what they will be ding. Psitin Infrmatin (title, ADLOC, term) Occupant Infrmatin (emplyee infrmatin) Rate Infrmatin (salary, mnthly, r biweekly) Fill the dcument ut. Yu will be required t cmplete the fields dented in yellw. An example has been prvided. When yu are finished, press the Save Changes buttn as shwn belw. If everything is kay, yu will get a Recrd Has Been Successfully Mdified message.
Step 5 Navigate t the funding surces: Once the dcument header has been saved, navigate t the funding surce part f the dcument. D this by pressing the Edit link beside the surce line. Step 6 Edit the funding surces: The funding links are: Edit Edit this funding surce line Replicate Replicate (make cpy) f this funding surce line Delete Delete this funding surce When yu edit a funding surce, make the necessary changes t the funding line and press the Save buttn. If everything is kay, yu will get a Transactin Successful message s yu are able t cntinue. If smething is wrng, yu will get an errr message. Pssibilities include: 1. 11-digit Supprt Accunt XXXXXX XXXXX des nt exist Check fr key errrs, and make sure yu are using the crrect accunt, supprt accunt, and accunting analysis. Fr new accunts, make sure the accunt and supprt accunt are setup in FAMIS. If they are setup in FAMIS, call Payrll t make sure it is setup in BPP.
2. Insufficient Budget Make sure yu are nt verspending n an accunt. If yu knw what is causing the discrepancy, yu can Override Budget in the header f the EPA dcument. This culd be due t pending payrll crrectins, etc. 3. Surce percent effrts d nt equal annual term Check yur percent effrts n each surce line s they d nt exceed 100% Step 7 Validate the Dcument: Yu are nw ready t validate the dcument. Validating the dcument crss checks the funding surces and the dcument header. It als lks fr ther prblems in the dcument. Press the Validate buttn, as shwn abve. This als generates the Net Funding Surce Lines. Step 8 Verify and edit Net funding lines (ptin): If the dcument changes the funding requirements fr any accunt in this fiscal year, yu will see the net funding sectin f the dcument. If there are n changes, yu will nt see this sectin. Yu may verride the requirement accunts in this sectin. Fr AgriLife Research R&G Accunts (1XXXXX) yu must change the bject class cde t 1700. Fr AgriLife Extensin E&G accunts (1XXXXX-2X000) yu must change the bject class cde t 1600. If yu change the accunts, yu must hit the Edit link t change, and then the Save link t recrd any changes. When yu are finished, hit the Validate buttn again.
Step 9 Clsing the EPA dcument: The EPA dcument is nw ready t be clsed and submitted t the apprval prcess. Press the Clse buttn. Once the EPA dcument is in the ruting prcess, it will be assigned a ruting dcument number s yu are able t track where it is in the apprval prcess. These ruting numbers fllw a cmmn numbering system: They will all start with an E (fr electrnic) Fllwed by either a B (fr budgeted emplyees) G (fr graduate assistants) r a W (fr wage emplyees) Fllwed by an R (fr Ruting) Fllwed by a campus cde, in ur case 06 fr AgriLife Research, r 07 fr AgriLife Extensin Service Fllwed by the riginal 7-digit EPA dcument number Example: EWR060286421 Clicking n the ruting number will shw yu where the dcument is, in the electrnic ruting path. Cancel an EPA Dcument Canceling the EPA vids the dc and will nt send it int ruting Recall an EPA Dcument Allws the creatr t pull back the dc frm ruting s yu can Repen an EPA Dcument Make changes t an EPA and then re-rute it fr apprval