EPAFs: Electronic Personnel Action Forms User Guide

Updated 12.03.2018

EPAFs: Electronic Personnel Action Forms

User Guide

EPAF: Table of Contents

Introduction

Approval Categories

Parts and Descriptions

Dates

Payroll Deadlines

New Hires - includes NEWUG EPAF process

Getting Started

Setting Up Default Routing Queue (NTRROUT)

Preparing to enter EPAF

Basic Steps: New Assignment

Basic Steps: Work Study

Basic Steps: Returning Employee (TimeClock Plus Users ONLY)

Edit Check Email

Basic Steps: Approving

Proxy Set Up

Reviewing EPAF actions

Canceling or Revising Jobs

Appendix EPAF Flow Chart

Roles and Responsibilities

Purpose Codes and Title Document

EPAF SSRS Reporting Tools

Error Messages

EPAF (Electronic Personnel Action Forms) Introduction

What is EPAF?

Electronic Personnel Action Forms (EPAF) is a Banner delivered product that allows the University of North Carolina Wilmington to process job assignment actions for temporary employees in a decentralized manner. EPAF uses routing queues based on type of employee and assignment to electronically gathered approvals. This information is used to generate an employee’s timesheet and to ensure that the employee is paid timely and accurately.

What assignment types go through EPAF?

• Assignments for undergraduate student employees • Assignments for graduate student employees (including course teaching) • Assignments for temporary SHRA employees • Assignments for temporary EHRA non-faculty employees • Supplemental compensation for permanent employees that cannot go through FLAC (Faculty Load &

Compensation)

What are the roles in EPAF?

• Originators/Preparers: An Originator is the designated departmental staff member authorized to create EPAFs. It is the originator’s task to correctly input the necessary information within the EPAF. This is a very important role as the originator is the first step in making sure that an employee’s job assignment is accurately set-up and maintained within Banner.

• Approvers: Once an EPAF is submitted, Approvers are the individuals authorized to review and approve the information within an EPAF. Often, there will be multiple Approvers required for a single EPAF as they contain information requiring review or approval from specific areas. For example, all EPAFs require the Department Head/Chair to approve the hire and rate of pay. Another example includes the Grants Office who reviews EPAFs specific to grants.

• HRAPPLY: HRAPPLY is the level an EPAF reaches once all approvals are obtained. The EPAF will hold in the apply status until processed as an action in Banner.

EPAF Approval Categories The EPAF Approval Category is the six-letter code for each EPAF Approval depending on what the type of employee being hired and what type of work the employee will do. There are unique characteristics of each category, including employee type (Grad Student, Undergrad Student, Work Study Student, Temp SHRA, Supplemental Pay for those employees not going through FLAC process), new or previous employee, approval routing, type of funding, and type of pay. Be sure to select the correct Approval Category.

If hiring this Employee Type:

EPAF Approval Code

EPAF Approval Description

Pay Type

When to use this EPAF

Temporary SHRA Employees (TS)

HOURLY Temp SHRA Hourly Assignment

Hourly Rate

Hiring Temp SHRA for the first time in this particular department in this particular position. Rehiring or extending an assignment for Temp SHRA.

TSHRGT Temp SHRA Hourly Grant

Hiring Temp SHRA for the first time in this particular department in this particular position AND the employee is working on a GRANT. Rehiring or extending a GRANT assignment for Temp SHRA.

Undergrad Student Worker (UG)

NEWUG Undergrad NEW EE Hourly Rate

Hiring an Undergrad for the first time at the University. Includes the I-9 process that must be completed before a job assignment can be added to a student. This EPAF establishes the student as an employee of the University. **Those departments responsible for processing I9s, please use NEWST EPAF to hire a new student employee.

UGHRLY Undergrad Hourly Assignment

Hiring an Undergrad for the first time in this particular department. Rehiring or extending an assignment for an Undergrad.

UGHRGT Undergrad Hourly GRANT

Hiring an Undergrad for the first time in this particular department AND the Undergrad is working on a GRANT. Rehiring or extending a GRANT assignment for an Undergrad.

WSHRLY Work Study Hourly Assignment

Hiring an Undergrad Work Study employee. This EPAF will be approved by the Financial Aid office first to ensure the student has an award on file.

UGFLAT Undergrad Salary Flat Rate

Flat Salary

Hiring an Undergrad for a flat rate assignment such as Note Taking or Student Government assignments specific to Disability Resource Services and Housing/Campus Life.

Graduate Student Worker (GR)

GRHRLY Graduate Hourly Assignment

Hourly Rate

Hiring a Graduate that is paid on an hourly basis.

GRHRGT Graduate Hourly GRANT

Hiring a Graduate that is paid on an hourly basis AND paid from GRANT funds.

GRFLAT Graduate Salary Flat Rate

Flat Rate

Hiring a Graduate that is paid a flat rate salary.

GRFLGT Graduate Flat Rate GRANT

Hiring a Graduate that is paid a flat rate salary AND paid from GRANT funds.

Supplemental Pay for Permanent Employees (EP and SE)

SALARY Supp Pay Permanent (SE, EP)

Flat Rate

Hiring an exempt SHRA (SE) or EHRA employee outside of Academic Affairs units to complete an additional assignment not included in their regular job description. See supplemental pay policy for more information.

SUPPGT Supp Pay Perm (SE, EP) GRANT

Hiring an exempt SHRA (SE) or EHRA employee outside of Academic Affairs units to complete a GRANT additional assignment not included in their regular job description. See supplemental pay policy for more information.

Temporary EHRA (TE)

TEJOB Temporary TE Assignment

Hiring temporary EHRA employee outside of Academic Affairs units. Non-teaching assignments only. All teaching assignments will process through FLAC.

TEGRT Temporary TE GRANT Assignment

Hiring temporary EHRA employee outside of Academic Affairs units that is working on a GRANT. Non-teaching assignments only. All teaching assignments will process through FLAC.

Employee Types: Definitions and Rules

• Temporary SHRA (TS): Temporary SHRA employees are hourly temps that a department can hire for a variety of positions on campus. Temp SHRA employees are in the employee class of TS and were assigned jobs through the HR 130 in HR Online. TS employees can work no more than 11 consecutive months and are subject to Affordable Care Act (ACA) monitoring.

• Undergraduate Employees (UG): Undergraduate employees are classified as UG employee class. They can be Work Assist or Work Study (financial aid). Undergraduate student workers are subject to Affordable Care Act (ACA) monitoring.

• Graduate Student Employees (GR): Graduate student employees, classified as GR, can work both salaried positions and hourly positions. Graduate student workers are subject to Affordable Care Act (ACA) monitoring.

• New Hires: A New Hire is an employee that has never worked for the University in the past. New hires are routed differently based on the type of employee they are.

EPAF: Parts and Descriptions

Job Assignment EPAFs Part 1: Job Details

1. Position Number/Suffix: A six-digit code assigned to each position with a specific FOAP account. For all EPAF’s, Pooled Positions will be used. Please see the Available Positions Report in SSRS for a complete listing of active positions with FOAP for your department.

a. The Suffix is the two-digit code assigned to each position assigned to an employee. The first time an employee is seated in a position, the suffix will be 00. Each time an employee is assigned that position number, the suffix will become the next sequence (00 changes to 01).

2. Dates: EPAF dates tell Banner when pay actions should begin in payroll. See EPAF Dates for detailed information about the different dates used in EPAF.

3. Pay Information a. Regular Rate: Regular Rates are used for Temp SHRA, Undergrad Student employees

and Graduate Students performing hourly work assignments. If “not enterable” appears next to the Regular Rate, that particular EPAF is designed for flat rate.

o Work begins 5/15/20XX: enter Query Date 5/01/20XX, Job Begin Date populates 5/01/20XX and Jobs Effective Date populates 5/01/20XX

o Returning work enters 5/15/20XX: enter Query Date 5/01/20XX, Job Begin Date remains the same and Jobs Effective Date populates 5/01/20XX

• Personnel Date: The Personnel Date is the date that the employee actually begins working in

the department. This date will be blank in the job details page of the EPAF. o Work begins 5/15/20XX: enter Query Date 5/01/20XX, Job Begin Date populates

5/01/20XX, Jobs Effective Date populates 5/01/20XX, ENTER Personnel Date 5/15/20XX o Returning work enters 5/15/20XX: enter Query Date 5/01/20XX, Job Begin Date remains

the same, Jobs Effective Date populates 5/01/20XX, ENTER Personnel Date 5/15/20XX

• Termination Date: The termination date signifies the end of the assignment. Enter the last day of the month of when the employee’s position ends. All temporary assignments will have a future end date within EPAF.

o Banner will prorate flat rate assignments based on the termination date. Always use the last day of the month.

i. Temp SHRA employees, hourly rates are assigned per type of work they aredoing. For example, An Office Assistant I is paid $10.00 an hour. Enter the ratewithout a dollar sign (0.00).

ii. Undergrad Studentsiii. Undergrad Financial Aid Studentsiv. Grad Students working hourly assignments

b. Annual Salary: Annual salaries (assignment amount) are required for Graduate TA andRA assignments, Undergraduate flat pays (such as Note Taking or Student Governmentassignments), and Supplemental Pays for permanent employees not covered by FLAC(Faculty Load and Compensation). Enter the annual salary the employee should receivefor the assignment. If “not enterable” appears next to the Annual Salary, that particularEPAF is designed for an hourly rate.

4. FTE: Full Time Equivalent (FTE) measures the percentage of time assigned to a position, ex: 1.0 = full-time, 0.5 = half-time. Calculating FTE is important for several reasons. For hourly positions, HR uses this information as an estimate of time the employee is expected to work on an assignment. For salaried positions, HR uses this information as the time it takes the employee to complete the position. This information is also used in calculating average time worked in ACA.

a. Example: Employee works 20 hours per pay period. FTE is calculated by dividing the hours per week by 40. (20 / 40 = 0.5 FTE)

5. Title: Select the appropriate job title from a list of purpose codes provided through SSRS reporting portal. Choose the purpose code that best describes the work being done and enter the code exactly as it appears on the SSRS report (case matters). Once submitted, the purpose code will flip to the correct job title.

6. Contract Type: Contract Type describes whether the position is the employee’s primary or secondary position. All employees must have one primary position on file. For permanent employees, any supplemental pay assignment will be secondary in contract type. In most instances for temps, the contract type will be “S” for secondary, unless this is the first assignment ever assigned to the employee. “S” defaults since most temps have a primary job on record.

7. Factors and Pays: Factors are the actual pay periods an employee physically works in the fiscal year the assignment falls in. Pays refer to the number of paychecks within the assignment start and end dates.

a. For temporary employees, Factors and Pays are always the same.b. Hourly assignments will have 1/1 factors and pays.c. Salaried assignments will have factors and pays that correspond with the number of

months the assignment extends. Example: Assignment 8/1/2018 – 12/31/2018 would have factors and pays of 5/5.

8. Timesheet Org: The Timesheet Orgn code is the specific code assigned to the department for which this job will be operating under. This Org code drives WebTime entry rules for approvals. Enter the 5-digit code for the department that will approve the timesheet for this employee.

9. Other details: the Job Change Reason and Step are required for processing the EPAF. Each field is prepopulated and not enterable for the originator.

Part 2: FOAPL Information

Part 2 of the EPAF shows you the FOAPL information that is current on the position you have assigned to this employee. This information cannot be changed in the EPAF; it is view only. Verify that this is the correct FOAPL to use for the work the employee is doing. Void or Return for Correction if incorrect.

Part 3: Job Ending Details

1. Jobs Effective Date: in this section of the EPAF, the Jobs Effective Date is referring to when the position is ending. This should always be the last day of the month in which the employee’s assignment ends. See EPAF: Dates for detailed information on dates.

2. Job Status and Job Change Reason: Both fields are prepopulated with the termination and termination reason. Details are required for processing but are not enterable by the Originator.

Part 4 and 5: Routing Queue and Comments

1. Routing Queue: This is the approval path that the EPAF will take. Each approver listed is

mandatory and either the approver or a proxy must approve the EPAF prior to applying the record in Banner.

a. Departments can add approver levels to their EPAFs as they see fit. The default approver queue is the HR required approval levels.

2. Required Action for the Approver: Each approver has a required action. Please see the Setting Up Default Routing Queue for details on actions.

3. Comments Section: Enter any information that is pertinent for the approver to make an approval decision. Business Officers may require a specific format and information for approval. Please consult your unit for more information.

a. Comments are a permanent part of the EPAF and cannot be erased. b. Comments will be seen by all approvers and the originator for that particular EPAF.

New Undergraduate Hire EPAF New Student Record Details:

1. New Undergraduate Hire EPAF: ensures that the student is marked as an employee in Banner HR. This EAPF is only completed once on the student. Once set up as an undergrad student employee, the student can work anywhere on campus.

2. Employee Details: Information in these fields are required for employee set up and is the same for each undergrad employee on campus. Originators do not need to fill this portion of the EPAF out.

3. Current Hire Date: This is the date that the employee will begin working at the university. 4. I9 Form Indicator: The I9 form indicator acknowledges that the new hire paperwork is received. 5. I9 Date: The date the employee submits their I9 to HR for processing. 6. Routing Queue: As in other EPAFs, this is the approver queue that the EAPF makes before the

apply process. a. IMPORTANT NOTE: Students must come to HR to complete the I9 process BEFORE

BEGINNING WORK. A job assignment to pay the student employee will not be enterable until the student is an official employee at the university. This only happens after the I9 is completed.

EPAF: Dates Dates are important for an EPAF. Incorrect dates will cause WebTime Entry errors with timesheets and possible errors in Payroll.

• Query Date: The query date appears on the first page of the New EPAF action. The query date does not affect Banner system, but it does populate the Job Begin Date and the Effective Date in the EPAF that you are creating.

o Enter the first of the month that the employee will begin working as the Query Date. Work begins 5/15/20XX: enter Query Date 5/01/20XX.

• Job Begin Date: The Job Begin Date is the first time that an employee occupies a particular

position. This date will prepopulate on the job detail page of the EPAF from the information entered on the Query Date.

o New job assignments: the Begin Date is the first of the month that the employee begins work. Work begins 5/15/20XX: enter Query Date 5/01/20XX, Job Begin Date populates

5/01/20XX

o Returning student and temp SHRA employees: if using one of the Return EPAFs, the Begin date is unchanged and not enterable. This is because the employee was previously in this particular position and the Return EPAF is simply adding a new effective and termination date to the assignment. New work begins 5/15/20XX: enter Query Date 5/01/20XX. Begin Date will not

change.

• Jobs Effective Date: The Jobs Effective Date is the date that a payroll action will begin on this assignment. The Effective date will prepopulate on the job detail page of the EPAF from the information entered on the Query Date

EPAF: Payroll Calendar Deadlines Payroll Calendars The majority of EPAFs create job assignments that feed to payroll for processing payments. Please follow the guidelines below to ensure temporary assignments for all employees are entered and approved in a timely manner.

• Hourly Assignments: Temp SHRA, graduate hourly, and undergraduate assignments are paid on

the mid-month check, 15th of the month following hours worked. All EPAFs for hourly assignments must be entered and approved by the 26th of the beginning work month in order to pay by the 15th of the following month.

o Timesheets: Once the job record has been applied, the timesheet should be available to the employee. The timesheet will default with the first of the month that the employee begins work.

• Flat Rate Assignments: All flat rate assignments are paid on the current month cycle on the last

day of the month. Graduate, undergrad flat rate, and supplemental pays for permanent employees not going through FLAC must be entered and approved by the 17th of the month in order to pay at the end of the month.

Payroll Calendar for EPAF Transactions

Type of Assignment

Employee Class

Deadline for EPAFs

Timesheet Needed?

Pay Dates

Hourly Assignments

UG, GR, TS 26th YES 15th of following month

Flat Rate Assignments

GR, TE, Supp Pay (limited UG)

17th NO End of month

New Hire - EPAF Process

(UG, GR, TS, TE) Follow the appropriate path for establishing new student employees and temporary employees. New

hires must be established as an employee before you are able to enter a job assignment EPAF.

For all new employees, an I-9 will be required and possibly a criminal background check. The I-9 must be completed before entering any new hire EPAFs. Once the I-9 is complete, you will be able to enter the EPAF. Please see the links below for more information regarding I-9 and criminal background instructions. If your department processes I-9s in house, the student will not have to come to HR to complete.

I-9 Form I-9 Instructions Criminal Background Info & Form

• SHRA & EHRA Temporary Employees (TS/TE) The employee update form must be completed for any TS/TE job assignment. The I-9 will be required and possibly a criminal background check. The department will complete the Employee Update Form online and it will be submitted to HR. The employee will need to come to HR to fill out the I-9. Once this is done, the department will be notified and the EPAF can be completed.

Note that the TE EPAFs are only for EHRA employees outside Academic Affairs units. Non-teaching assignments only. All teaching assignments will process through FLAC.

• Graduate Student Employees (GR) New Hire graduate student employees require an employee update form, I-9, and may require a criminal background check. The Employee Update form link is on the New EPAF page. The department will complete the Employee Update Form online and it will be submitted to the Graduate School. The student will need to be sent to HR for I-9 processing.

• Undergraduate Employees (UG)

When a student worker is hired, they must be marked as an employee in Banner. This is done by using the New Undergraduate Hire EPAF. This will set the student up with an official employee record (PEAEMPL).The hiring department will be notified once the student has been to HR to complete I-9.

Before creating any EPAFs, make sure NTRROUT is set up correctly in Banner. For NTRROUT setup, please refer to the routing queue set up in the EPAF user guide. Collect all information needed to complete EPAF such as 850# and start date.

o Access the EPAF menu via the Employee Tab in SeaNet. o Select New EPAF o Enter 850# of employee and tab. Ensure this is the correct employee. o Enter Query Date – enter the first of the month that the employee will be working. This

will populate the Job Begin Date and Effective Date in the EPAF on the next screen. o Select Type of EPAF o Select Go o Enter Job Begin Date on EPAF – this is the first time that an employee occupies a

particular position. It will be populated from the Query date, but can be changed.

o Enter Jobs Effective Date – the date the payroll will begin on this job assignment. This also will be populated from the Query Date, but can be changed.

o Enter Personnel Date – the date the employee actually begins working in the department.

o You will also need to put in the rate, fte, title, and timesheet org number.

• Undergraduate Employees (UG) for in department I-9 Processing

o Access the EPAF menu via the Employee Tab in SeaNet. o Select New EPAF o Enter 850# of employee and tab. Ensure this is the correct employee. o Enter Query Date o Select EPAF type

o NEWST – For departments responsible for processing I9s. Only creates PEAEMPL record

o NEWJB – Creates PEAEMPL record and job assignment.

Fill out EPAF as listed above.

EPAF: Getting Started

Mandatory Training

Before gaining access to enter EPAFs, each originator must attend in person training. Available training sessions are listed on the Dare to Learn Academy website. Sessions are two hours in length and will give hands on experience in EPAF.

Approver training is self-directed with videos, guidelines, and support from EPAF Admins.

Access Request for both Originators and Approvers

Complete the HR Banner Access form and submit to [email protected] for proper set up and access. On the form, please include:

• EPAF Role: Originator or Approver

• Department name and Org number

• Types of actions to be submitted

• Whether or not you work with grant funded positions

Access includes:

• Banner Admin: NTRROUT for default approval queue set up and maintenance

• Banner Self-service: Access to EPAF main menu and entry

• SSRS Reporting Portal: HR Campus/EPAF folder for cheat sheets and management reports

Setting Up Default Routing Queue – NTRROUT In order to reduce the amount of data entry in self-service, default approval queues can be set up in the Banner Application NTRROUT page. Be sure to have a list of appropriate approvers for each type of EPAF to be created. The approval queue is unique to each originator and will need to be maintained anytime approvers change for the department.

• Navigate to Banner Application and enter NTRROUT on the home screen.

• The user name will prepopulate on the NTRROUT screen.

• Select the EPAF approval queue to set up.

• Select next block.

• The mandatory routing queue will populate the block. Enter the user name for each approver or click on the drop down arrow to view the approver list for that particular approval level. If the approver is not listed in the drop down, please contact HR.

• The Apply level will always be HRAPPLY.

• Save.

• Rollback on the form to select the next routing queue.

• Once all queues are set up, the information will prepopulate on the EPAF in self-service Banner.

EPAF Routing Queues: All EPAF’s go through an approval queue before they are applied to the system. This queue varies dependent upon the position type, individual college / department policies and approval type. As the EPAF travels down the Routing Queue after submission, it will change Status as it moves from queue to queue. You will see the following routing queue statuses:

• In Queue: The EPAF is waiting for the next person to approve. • FYI: This informational only, no approval is needed. • Pending: The EPAF has been submitted and is in the approver’s queue (the person or group who

has the EPAF). • Approved: The EPAF has been forwarded to the next approver in the queue. • Applied: The EPAF has been applied to the system (assignment is in Banner ready to go to

Payroll).

EPAF: Preparing to Enter EPAFs

Before entering any EPAFs, it is important to gather all needed information for the types of EPAFs that you are entering. Follow your department/unit’s preferred method to gather information for the employee’s assignment. Some departments use email, memo, or their own internal form. This step will help ensure that the EPAF is created without error.

Info needed for accurate EPAF entry:

• 850 of employee

• Type of employee (temp, undergrad student, graduate student, permanent employee)

• Type of work (grant or non-grant)

o EPAF Approval Category document will be helpful in deciding which EPAF to choose.

• Position number and FOAP being used

o Use the EPAF Active Positions with Funding report available on the SSRS portal HR Campus/Supplemental Compensation/EPAF folder

o NOTE: Pay close attention to the Employee Class and the Position Class when selecting position numbers. The position carries the ability to open timesheets for hourly positions or pay flat rate. Incorrect position numbers can cause over and under payments. Please see your Business Officer if you have questions.

• Dates of assignment

• Hours or time expected to work (FTE)

o FTE (Full Time Equivalent) is used to estimate the amount of time you expect the employee to work in a given week or month. The FTE calculator and FTE cheat sheet will provide information on how to determine the correct FTE for the assignment.

o NOTE: FTE cannot exceed 1.0

• Purpose code and rate of pay

o Use the EPAF Active Positions with Funding report available on the SSRS portal HR Campus/Supplemental Compensation/EPAF folder

• Additional Approvers if required by department

EPAF Basic Steps: Entering New Job Assignment (Basic steps work for UG, GR, TS, TE, and Supp Pay assignments)

This is the meat and potatoes of the EPAF process. When creating an EPAF to pay an employee, you are creating a job record that will feed to payroll. Accuracy of information, including correct position numbers, is of the upmost importance. Please see the Preparing to Enter EPAF documentation to ensure you are ready with the information being requested of you.

• Ensure NTRROUT is set up correctly in Banner. Change if needed.

• Gather all information needed to complete EPAF: 850#, employee type, position number, dates of pay, rate of pay, and job purpose.

• Access the EPAF main menu via the Employee Tab in SeaNet.

• Select New EPAF. • Enter 850# of employee and tab. Ensure this is the correct employee. • Enter the first day of the first month the employee will be paid for the Query Date.

o Remember, the Query Date will carry forward in the EPAF as the Job Begin Date and Effective Date.

• Select the appropriate EPAF category and click Go.

• Under the New Job row, enter the position number and suffix number. o Remember, the search feature can be used to search for active positions available to the department. o The All Jobs button at the bottom of the table can be selected to see all jobs the employee has held.

This will help determine what suffix to use when assigning a position again. o When rehiring an employee, remember to one-up the suffix to create a new job record.

If the last position suffix is 01, then the new EPAF position suffix should be 02. The first time an employee is assigned a position, the suffix is 00.

• Click Go. • Once in the EPAF detail page, ensure that the Job Begin Date and the Effective Date are the first of the month in

which the employee will begin work. o This information will prepopulate for you based on the Query Date. o If this EPAF is for a flat rate assignment, the date will prepopulate with the appropriate payroll month.

NOTE: Do not enter a month in which payroll has already processed. This will short change the employee.

• Enter the actual day the employee will start the job in the Personnel Date. • Enter in the appropriate details of the job record on the rest of the open/enterable fields.

o Use the EPAF Purpose Code and Title SSRS report to ensure correct purpose code is entered in the Job Title field.

o Use the FTE Cheat Sheet to enter the estimated FTE of the job assignment. NOTE: FTE cannot exceed 1.0

o NOTE: For salaried job assignments, factors and pays must be filled out. Please put the total number of months that you are paying the employee into both fields. Example: Assignment runs Aug 1 – Dec 31, 5 months. Enter 5 for factors and 5 for pays.

o

• Verify that the FOAP information is correct for the work being performed.

• Enter the last day of the month that the employee will be paid.

• Review the Routing Queue for appropriate approvals. o If your department requires additional approvals, please enter the additional approver in the EPAF.

• Add any comments that are required for the EPAF. • Click Save.

• Review for errors and make any final corrections. o Save again if changes were made. o Ensure green check mark appears at the top of the EPAF.

• Once reviewed, click Submit. o Ensure the green check mark and Submitted Successfully message appears at the top of the EPAF. o Address any EPAF errors that may appear in Seanet.

• Once submitted, an edit check email will be sent to the originator. Review the EPAF email for any edit check errors.

o If errors appear, return the EPAF for correction and fix errors (or delete the EPAF and select the appropriate EPAF category).

o If no errors appear in the edit check email, the originator is ready to approve. • Originator’s Approval: From the EPAF main menu, select the EPAF Approver Summary.

• In the Current tab, find the EPAF(s) to approve.

• Check the box under the Action column for the EPAF (next to Required Action). • Click Save.

o The EPAF will now go to the next approver in the Approval Queue.

EPAF Basic Steps: Entering Work Study Assignments

• Ensure NTRROUT is set up correctly in Banner. Change if needed.o ORIGIN – your domain nameo DEPTHD – your designated department head or chairo FINAID – PIPKINLo APPLY - HRAPPLY

• Gather all information needed to complete EPAF: 850#, position number, dates of pay, and rate of pay.o Position Numbers for Work Study: W15550

• Access the EPAF main menu via the Employee Tab in SeaNet.• Select New EPAF.• Enter 850# of employee and tab. Ensure this is the correct employee.• Enter the first day of the first month the employee will be paid for the Query Date.

o Remember, the Query Date will carry forward in the EPAF as the Effective Date.• Select the WSHRLY category for Work Study Hourly Assignment and click Go.• Click the All Jobs button located at the bottom of the table.

o If the student has held a Work Study position in the past, please look for the highest suffix. Enter the position number W15550 and one up the last suffix.

o If the student has never held a Work Study position, enter W15550 and Suffix 00.• Click Go.• Once in the EPAF detail page, ensure that the Effective Date is the first of the month in which the employee will

begin work.• Enter in the appropriate details of the job record on the rest of the open/enterable fields.

o Enter the day the student started working in your department as the Personnel Date.o Enter an appropriate rate of pay based off of the matrix provided by Financial Aid.o Use the FTE Cheat Sheet to enter the estimated FTE of the job assignment.o Enter Purpose Code for Work Study in the Title field: WS01o Enter YOUR DEPARTMENT NUMBER in the Timesheet Org. This will ensure that your department is able

to see the work study timesheet. • The Termination date is prepopulated for you and is the last day of the month when the semester ends.

o New EPAFs are required for Work Study assignments each term.• Review the Routing Queue for appropriate approvals. (See notes above.)• Add your Department Name to the comment section so that Financial Aid can see who is hiring the student.• Click Save.• Review for errors and make any final corrections. Save again if changes were made.• Once reviewed, click Submit.

o Ensure the green check mark and Submitted Successfully message appears at the top of the EPAF.o Address any EPAF errors that may appear in Seanet.

• Once submitted, an edit check email will be sent to the originator. Review the EPAF email for any edit checkerrors.

o If errors appear, return the EPAF for correction and fix errors (or delete the EPAF and select theappropriate EPAF category).

o If no errors appear in the edit check email, the originator is ready to approve.• From the EPAF main menu, select the EPAF Approver Summary.• In the Current tab, find the EPAF to approve. Click Approve.• The EPAF will now go to the next approver in the Approval Queue.

EPAF Basic Steps: Returning UG or TS Employee

TimeClock Plus Users Only In order to reduce the steps needed to enter the returning students in both Banner and TimeClock Plus, two EPAF categories have been created to reinstate undergraduate and temporary SHRA employees into their former position: TSRTN and UGRTN. IMPORTANT: There is very limited job detail information that can change on the returning EPAFs. If you find that the funding has changed for this work, the rate of pay for temp SHRA has changed, or the job title needs to change, then you cannot use the returning EPAFs. Please select the HOURLY or UGHRLY (or appropriate grant EPAF) to enter the new assignment. Grad students and Temp EHRA/Faculty do not have a returning EPAF option. Before you begin:

• Ensure NTRROUT is set up correctly in Banner. Change if needed. • Gather all information needed to complete EPAF: 850#, position number, dates of pay, and rate of pay.

Starting the EPAF:

• Access the EPAF main menu via the Employee Tab in SeaNet. • Select New EPAF. • Enter 850# of employee and tab. Ensure this is the correct employee. • Enter the first day of the first month the employee will be paid for the Query Date.

o The Query Date must be the day after the o Remember, the Query Date will carry forward in the EPAF as the Effective Date.

• Select the appropriate RETURNING EPAF category. o UGRTN: Returning Undergraduate o TSRTN: Returning Temporary SHRA

• Before clicking Go, select All Jobs. o Review the list of jobs and determine which job you would like to re-start. o IMPORTANT NOTE: The Query Date must be the day after or later than the end date of the assignment

that you are re-starting. • Once you have verified that the query date is correct, click Go.

o NOTE: You are not selecting the position to restart on the New EPAF page. You are clicking the All Jobs button to verify the query date you are entering is correct.

Selecting the correct assignment to restart: • Click the All Jobs button located at the bottom of the table. • Find the position that will be re-started and click the radio button in the Select column.

o IMPORTANT NOTE: Do not type in the position number and suffix on the “New Job” line. Instead, look at the available position that the employee held, find the latest position in your department, and select the radio button in the far right column. See screenshot below.

• Click Go.

Job detail information:

• Notice that you do not need to enter the Job Begin Date on this EPAF. This date feeds in from the first time this employee sat in this position.

• Ensure that the Effective Date is the first of the month in which the employee will begin work. • Enter in the appropriate details of the job record on the rest of the open/enterable fields.

o UNDERGRAD ONLY: Change the hourly rate if needed. NOTE: If you are increasing the rate of pay for a Temp SHRA, then you CANNOT use the TSRTN.

You must enter a new HOURLY EPAF for the person and select the appropriate purpose code/rate of pay for the assignment.

o Use the FTE Cheat Sheet to enter the estimated FTE of the job assignment. o Enter the last day of the month that the employee will be paid for the new termination date.

• Review the Routing Queue for appropriate approvals. • Add any comments that are required for the EPAF. • Click Save. • Review for errors and make any final corrections. Save again if changes were made. • Once reviewed, click Submit.

o Ensure the green check mark and Submitted Successfully message appears at the top of the EPAF. o Address any EPAF errors that may appear in Seanet.

• Once submitted, an edit check email will be sent to the originator. Review the EPAF email for any edit check errors.

o If errors appear, return the EPAF for correction and fix errors (or delete the EPAF and select the appropriate EPAF category).

o If no errors appear in the edit check email, the originator is ready to approve. • From the EPAF main menu, select the EPAF Approver Summary. • In the Current tab, find the EPAF to approve. • Click the box under the Approve column for the EPAF. • Click Approve.

o The EPAF will now go to the next approver in the Approval Queue.

Additional Considerations

Increases for Students occurring PRIOR to the end date of the current assignment: If you want to give an increase to a student prior to their current job ending, you have 2 choices: Use UGHRLY or Ask for the current job to be ended early and use the UGRTN.

Use UGHRLY:

• Enter 850, Query Date of the first of the month that you want to pay the employee, and select the UGHRLY EPAF.

• Enter the position number in the New Job field and one up the suffix (looking at All Jobs, determine what the next appropriate suff is for this position).

• Enter the rest of the EPAF how you normally would. Save and submit. • Have the student record hours under this new position/suff assignment in order to get the correct pay rate.

Use UGRTN:

• Using the recap sheet, indicate what position should be ended early. Send to HR for processing. • Once the job has been updated with the new end date in Banner, you can enter the UGRTN EPAF. • Enter UGRTN student with query date of the first of the month you want to pay the employee. • Select the position number that you want to reactivate. ENSURE THE END DATE HAS BEEN CHANGED. • Enter the rest of the EPAF as you normally would including the rate change. • The student would then continue to use the same position to record time, but Banner now has the new rate.

EPAF: Edit Check Email

The edit check email is triggered when the EPAF is submitted and was designed for 3 things:

1) It changes the purpose code entered in the title field to the correct title (UH01 flips to Undergrad Hourly Work Assist)

a. For SHRA temp employee actions, the rate of pay is also flipped to match the job title. See the EPAF Purpose Code and Title report in the SSRS web portal for a complete list of all titles and rates of pay.

2) It checks important details (edit checks) of the EPAF to ensure accurate jobs are being recorded

3) It signals the next approver that an EPAF is needing their action

It is imperative that originators and approvers review the email for accuracy. If there is a RED error on the email, please return the EPAF for correction to the Originator. Approving EPAFs with errors will result in inaccurate job data and possible payroll complications including short paying employees.

Details of the edit check email:

1. Employee name and 850 associated with the EPAF

2. Transaction Number: the EPAF transaction number. Can be used to locate the EPAF in SeaNet.

3. Routing Queue of EPAF: tells you who needs to approve the EPAF.

4. Appropriate Approver and Originator: This check looks at the org security associated with each approver and originator to the org of the position. Only originators and approvers are allowed to enter/approve EPAFs within their org.

5. Budget Check: This check looks at the fund of the position and compares the salary to budgeted amount on salaried positions. IMPORTANT NOTE: EPAF does not encumber salary amounts. If you are entering multiple EPAFS against the same fund, please run the available SSRS reports to compare total salary amounts going through EPAF with available funding in Banner.

6. Employee Class: This check matches the employee class with the employee class associated with the position.

7. Active Student: This check ensures that a student is attempting hours during the given period.

8. Financial Aid: This check ensures that a student has an active Financial Aid award. The Work Study EPAF (WSHRLY) will route to the Financial Aid office for approval as well.

9. Payroll Cut Off: This check ensures that the EPAF will process with the current pay period. Refer to the EPAF Payroll Deadlines document for more information.

10. Comments: Forwards any comments entered on the EPAF.

EPAF Basic Steps: Approving Job Assignments

• Log into SeaNet (Banner Self-service) using your preferred method. o Follow the link on the approval email o MySeaPort portal o Faculty/Staff tab on UNCW homepage o Uncw.edu/banner (select Self-Service)

• Once logged in, select the Employee Tab. • Select EPAF.

• Select Approver Summary.

• There are 3 tabs in the EPAF Approver Summary: Current, In My Queue, and History. o Current: This tab shows EPAFs that are ready for your approval. o In My Queue: This tab shows EPAFs that someone is working on but have not be submitted to you for

approval yet. o History: This tab shows all EPAFs that you have approved.

• In the Current Tab, review EPAF needing your approval. o Click on the person’s name to open the job details of the EPAF.

o Review items that you are responsible for approving.

Actions for EPAF Approval • Approve: Approves the EPAF and sends the action to the next approver/apply status. • Disapprove: Disapproves the EPAF. This action will not process. • Return for Correction: Returns the EPAF to the originator for corrections. ***When

using this action, enter a comment in the comment box prior to returning for correction. The preparer can then take the appropriate action to correct the error and resubmit.

• Choose the appropriate action that you want the EPAF to take (approve, disapprove, return for correction). • Return to the EPAF Approver Summary to view the next action.

o On the approver summary, you also have the ability to mass approve actions. Click the Select All (if all EAPFs on your list have been reviewed and are ready for approval). Click Save. All EPAFs in your queue have been approved.

EPAF: Setting Up Proxies for Approvers

EPAF Proxy page allows you to specify one or more users to approve EPAFs in your absence. Based on the number of approval levels for which you have been set up as an approver, you can nominate separate individuals as your proxies for each approval level. For example, if you are a Chair/Department Head and PI, you can nominate two separate individuals as your proxy at each level.

When a transaction has been approved by a proxy, the name field displayed in SeaNet will show the proxy name, proxy ID, and the original user. This allows anyone viewing the EPAF to see that the record was approved by a proxy, as well as the name of the person who approved it.

Proxies must have org security for the unit in which they are approving. Please have each proxy fill out the HR Banner Access form for set up.

To Set Up a Proxy:

• From the EPAF main menu, select EPAF Proxy Records. • Select the approval level that you want to set up a Proxy for and click GO.

o You will need to select each Approval Level separately to set up proxies. • Under the Name section, select the appropriate proxy by using the drop down and check ADD.

o If you do not see the person you want to select as proxy on the list, please contact [email protected]. The proxy will need to submit an HR Banner Access form for set up.

• Click Save. • Select another name from the drop down if you would like to set up another proxy for the same approval level. • When finished setting up proxies for this approval level, click Return to EPAF Main Menu in the center of the

screen.

To Delete a Proxy:

• From the EPAF main menu, select EPAF Proxy Records. • Select the approval level that you need to delete a Proxy from and click GO. • You will see a list of individuals that you have selected to be your proxies for this level. • Under the Name section, click the box under REMOVE for the person you want to delete. • Click Save. • When finished removing proxies for this approval level, click Return to EPAF Main Menu in the center of the

screen.

EPAF: Reviewing EPAF Actions in SeaNet

There are 2 Summary pages located on the EPAF main menu: EPAF Originator Summary and EPAF Approver Summary. Both summaries provide information on the status of each EPAF.

EPAF Originator Summary

The EPAF Originator Summary page is available to all originators to check the status of their EPAF transactions. The summary page displays only those EPAF transactions that you have originated within the specified time frame set up by HR (6 months).

Current Tab:

• Shows current list of EPAFs that you can take action on. o Return for Correction: indicates that the EPAF has been returned to the Originator for some type of

correction. Review the comments in the EPAF to address any issues before resubmitting. o Waiting: indicates that the EPAF is in the process of being created and has not been submitted to the

approval queue.

History Tab:

• Shows all EPAFs that you have submitted. o Pending: indicates that the EPAF requires action by the approver(s). o Approved: indicates that all approvals for the EPAF have been received. o Complete: indicates that the EPAF has been applied to Banner. o Disapproved: indicates that the EPAF has been disapproved by an approver in the routing queue. A new

EPAF will need to be created and resubmitted for approval. o Voided: indicates that the originator or HR has voided the EPAF. The EPAF is no longer valid. Only the

originator or HR can void an EPAF. o Canceled: indicates that the EPAF has been canceled after it has been applied to Banner. Please see

EPAF: Canceling Jobs for complete details.

How to use the EPAF Originator Summary page:

• Review any EPAFs in the Current tab o Finish or Void any EPAF in the Waiting status. o Review and correct any EPAF in the Returned for Correction status.

• Review where EPAFs are in the approval process. o Each approver will receive an email indicating that they have an action to take on an EPAF. If close to the

payroll deadline, reach out to the approver on the Pending status EPAFs. o Review the list for any Disapproved EPAFs that will need to be changed/reentered. o Verify that EPAFs are Approved and/or in the Complete status by the payroll deadline each month to

ensure employees will be paid on time.

EPAF Approver Summary

The EPAF Approver Summary page is accessible by all users designated as an EPAF approver in SeaNet.

• Current Tab: this tab shows all EAPFs that require an approval action. • In Queue Tab: this tab shows EPAFs that will be routed to you in the future. The EPAF could still be in the

originator’s queue to be worked on or sitting in another approver’s queue to be acted on. • History Tab: this tab shows any EPAF that has been previously acted on.

EPAF Canceling or Revising a Job Record (Applies to all EPAFs that have been Applied to Banner as a Job Record)

When an EPAF is in the applied status in SeaNet, it is an official job record in Banner that will be sent to payroll for processing. HR will need to be notified if anything changes to applied EPAF records.

Canceling an Applied EPAF: A cancelation occurs when the EPAF has been applied but has not been paid against. Steps to Cancel an Applied EPAF:

• Locate the EPAF in the Originator Summary. • Click on the person’s name to enter into the EPAF detail page. • Screenshot the EPAF details. • On the screenshot, enter the reason for cancelation, and gather the same signatures that appear in the routing

queue. • Send the screenshot with reasons and signatures to [email protected] for processing. • Once HR processes the cancelation, the originator is ready to send through the correct EPAF information.

Revising an Applied EPAF: A revision occurs when the EPAF has been applied AND has been paid against. Revisions are typically used when the assignment ends early due to the employee leaving the university or due to a change in rate. Steps to Revise an Applied EPAF:

• Locate the EPAF in the Originator Summary. • Click on the person’s name to enter into the EPAF detail page. • Screenshot the EPAF details. • On the screenshot, enter the reason for cancelation, and gather the same signatures that appear in the routing

queue. • Send the screenshot with reasons and signatures to [email protected] for processing. • Once HR processes the revision, the originator is able to enter the new assignment with the new rate or send

employee termination information to HR.

Appendix

Review Edits

Enter Dates & Job Details

Submit

What EPAF action to take?

Send Employee Record Update for TS and TE to HR

for processing

Enter EPAF info & submit. Send student and proper

documentation (I-9) to HR for processing

What you need: EE Type

Begin DateI-9 Date

What you need: 850 #Dates

Posn # (fund) Rate of Pay

EE type How the EE will be paid

New Hire

Choose correct EPAF category based on information above

EPAF (UG only)

Update Form (TS, TE)

Approve

Job Assign for existing EE

HR will approve UG New Hire EPAF

UG Employee Ready for new job assignment within

1 business day

HR will process TS/TE background

checks

HR will notify dept that employee is

set up

Go to Job Assignment Workflow

Some departments have the ability to

process I-9s in house.

Follow up with next approvers

All GR EE update forms must be sent to the Graduate School for

processing


Grad School sets up new GR in

Banner


Update Form (GR)

Last edit 5/2/2018

EPAF ROLE AND RESPONSIBILITIES

EPAF Role Responsibility/Task Tool

Originator Choose EPAF Training Documentation

Choose correct position Create cheat sheet for each department (SSRS report that can be run anytime needed)

Enter correct dates Training Documentation

Calculate and enter appropriate FTE Training Documentation

Enter correct title code Cheat sheet for purpose codes and rates of pay (SSRS report that can be run anytime needed)

Enter timesheet org Training Documentation

Enter Contract type Training Documentation

Verify correct FOAP is being used Verify from position cheat sheet

Enter job termination date Training Documentation

Enter Correct approvers Set up on NTRROUT to automatically populate on each EPAF. HR: upon initial set up, verify approvers are on FTIFATA for department.

Enter additional information on the Comment section

Complete as directed by the Business Officers in each unit. Add any additional information that approvers may need to see (supervisor info or type of work for example).

Responsible for reviewing EPAF edit check email for errors Return EPAF for corrections to resolve errors and resubmit for processing

Receives edit check email (see additional documentation)

Department Chair/Head

Approve hires on non-grant assignments

Approve appropriate rate of pay and FTE (hours working in department)

Approves FOPAL/position being used

Responsible for returning EPAF for correction if errors appear on email


Dean/VC Approves budget on non-grant assignments

Responsible for returning EPAF for correction if over budget


Last edit 5/2/2018


PI Approves the hire on grant positions

Approves appropriate rate of pay and FTE (hours working on the grant)

Responsible for returning EPAF for correction if errors appear on email


Grants Approves budget on grant assignments

Approves employee is appropriate to be hired to work on grant

Responsible for returning EPAF for correction if over budget


Financial Aid Approves student has award for the semester

Approves FTE and rate of pay is appropriate for Work Study assignment

Responsible for returning EPAF for correction if over aid allotment


Supervisor Approves direct report is available to engage in supplemental assignment outside of home department


HR Approver Ensures supplemental assignments for permanent employees are not included in permanent position

Comment in EPAF/edit check email

Employee meets FLSA requirements Banner

Responsible for returning EPAF for correction if not approved for work assignment (include comment)


Last edit 5/2/2018


Sample of Edit Email:

Subject: ACTION REQUIRED: Log into SeaNet to review new EPAF

Body:

(ee id) EE Last Name, First Name

Please approve EPAF in SeaNet (hyperlink to SeaNet login screen) if no errors are shown in this email or return EPAF for correction to the Originator. Please include what errors need to be corrected in the Comment section of the EPAF prior to returning for correction.

Approved Department for Originator: APPROVED or The Originator of this action is not authorized to submit assignments for this department. Please return for correction.

Approved Department for Approver: APPROVED or The Approver of this action is not authorized to submit assignments for this department. Please return for correction.

Payroll Cutoff: APPROVED or This EPAF is outside of the payroll cutoff date. Please return for correction and update the Effective Date to the first of next month.

Budget: APPROVED or This action exceeds budget. Please return for correction.

Employee Class: APPROVED or This employee does not match the job assignment. Please disapprove the action and choose a different EPAF.

Active Student: APPROVED or This student is not an active student. Please disapprove the action and choose a different EPAF.

Financial Aid Award: APPROVED or This student does not have an active financial aid award. Please disapprove the action and choose a different EPAF.

EPAF Comments:

(any comments that the originator entered in the EPAF will show up here)

Employee Group Purpose Code Job Title Rate of Pay

Undergrad Hourly (UG) UH01 UNDERGRAD HOURLY WORK ASSISTUndergrad Flat Rate (UG) UF01 RESIDENT LIFE ASSISTANT YEAR 1Undergrad Flat Rate (UG) UF02 RESIDENT LIFE ASSISTANT 2 PLUSUndergrad Flat Rate (UG) UF05 SGA PRESIDENTUndergrad Flat Rate (UG) UF06 SGA VICE PRESIDENTUndergrad Flat Rate (UG) UF07 ACE CHAIRUndergrad Flat Rate (UG) UF08 SGA TREASURERUndergrad Flat Rate (UG) UF09 SGA BOARD MEMBERUndergrad Flat Rate (UG) UF10 ACE BOARD MEMBERUndergrad Flat Rate (UG) UF11 SGA CHIEF OF STAFFUndergrad Flat Rate (UG) UF12 DSS NOTE TAKER/ONE COURSEUndergrad Flat Rate (UG) UF13 ACE VICE PRESIDENTUndergrad Flat Rate (UG) UF14 UNDERGRADUATE FLAT PAYUndergrad Flat Rate (UG) UF15 RESIDENT LIFE ASSISTANT VUndergrad Flat Rate (UG) UF16 SGA BOARD MEMBERUndergrad Flat Rate (UG) UF17 DSS NOTE TAKER/PART TIMEUndergrad Flat Rate (UG) UF18 DSS NOTE TAKER/TWO COURSESUndergrad Flat Rate (UG) UF19 DSS NOTE TAKER/THREE COURSESUndergrad Flat Rate (UG) UF20 DSS NOTE TAKER/FOUR COURSESUndergrad Flat Rate (UG) UF21 ATHLETIC EVENT STUDENT WKER 1Undergrad Flat Rate (UG) UF22 ATHLETIC EVENT STUDENT WKER IIUndergrad Flat Rate (UG) UF25 QEP FOCUS GROUP PARTICIPANTFederal Work Study (UG) WS01 WS WORK STUDY GENERALFederal Work Study (UG) WS02 WS AMERICA READS #30140Federal Work Study (UG) WS03 WS AMERICA COUNTS #30140Federal Work Study (UG) WS05 WS CAMPUS RECREATION #40120Federal Work Study (UG) WS06 WS CNTR LEADERSHIP #40110Federal Work Study (UG) WS07 WS CSLP LIBRARY #30800Federal Work Study (UG) WS08 WS RESIDENCE LIFE #40010Federal Work Study (UG) WS09 WS COMMSVC/LIB/DISFederal Work Study (UG) WS10 WS SEAHAWK #40132Federal Work Study (UG) WS11 WS WELLNESS #40212Grad Student (GR) G001 GRADUATE HOURLYGrad Student (GR) GR01 GRADUATE TAGrad Student (GR) GR02 GRADUATE RAGrad Student (GR) GR03 GRADUATE INSTRUCTIONAL OTHERGrad Student (GR) GR04 GRAD COURSE TEACHINGGrad Student (GR) GR05 GRAD COURSE TEACHING LATE PAY

Purpose Code & Title ReportUse when creating an EPAF to ensure the correct purpose code and title is selected. IMPORTANT NOTE: Purpose Codes are

case sensitive.

Purpose codes with specific Rates of Pay (either hourly rates or flat salary amount) will automatically update on the EPAF once submitted.

Job Titles will automatically update on the EPAF once submitted.


Grad Student (GR) GR08 GRAD COMMSVC/LEG/ARTS/MDGrad Student (GR) GR09 GRAD INSTRUCTION MGMTGrad Student (GR) GR10 GRAD INSTRUCT BUS AND FIN OPRGrad Student (GR) GR11 GRAD INSTRUCT COMP/ENG/SCIENGrad Student (GR) GR12 GRAD INSTRUCTION LIBRARYTemporary SHRA (TS) T010 LABORER/LANDSCAPE 10.00Temporary SHRA (TS) T011 FACILITIES TECH BUILDING TRADE 10.00Temporary SHRA (TS) T012 FACILITIES TECH MECHANICAL TRD 14.00Temporary SHRA (TS) T020 OFFICE SUPPORT I 10.00Temporary SHRA (TS) T030 OFFICE SUPPORT II 12.00Temporary SHRA (TS) T040 OFFICE SUPPORT III 15.00Temporary SHRA (TS) T050 PROGRAM ASSOCIATE I 10.00Temporary SHRA (TS) T060 PROGRAM ASSOCIATE II 12.00Temporary SHRA (TS) T070 LIBRARY ASSISTANT 10.00Temporary SHRA (TS) T0100 HOUSEKEEPER 9.00Temporary SHRA (TS) T0101 HOUSEKEEPER NIGHT SHIFT 9.50Temporary SHRA (TS) T105 PARKING CONTROL OFFICER 10.00Temporary SHRA (TS) T110 PROPERTY GUARD I 9.00Temporary SHRA (TS) T115 PROPERTY GUARD II 9.50Temporary SHRA (TS) T116 PROPERTY GUARD III 10.00Temporary SHRA (TS) T117 SEC OFFICER/BACKUP SHUTTLE DR 12.00Temporary SHRA (TS) T118 PRIMARY SHUTTLE DRIVER 15.00Temporary SHRA (TS) T120 PARKING CONTROL OFFICER II 11.00Temporary SHRA (TS) T200 REASEARCH AIDE 8.00Temporary SHRA (TS) T210 RESEARCH TECH I 10.00Temporary SHRA (TS) T220 RESEARCH TECH II 10.00Temporary SHRA (TS) T221 LIBRARIAN 15.00Temporary SHRA (TS) T230 RESEARCH TECH III 12.50Temporary SHRA (TS) T231 RESEARCH ANALYST 13.00Temporary SHRA (TS) T232 RESEARCH ANALYST II 15.00Temporary SHRA (TS) T233 RESEARCH/FEDERAL CONTRACT 10.10Temporary SHRA (TS) T240 UNDERSEA RESEARCH DIVER 20.00Temporary SHRA (TS) T250 COMPUTING TECH SUPPORT 10.00Temporary SHRA (TS) T251 COMPUTING TECH SUPPORT I 11.00Temporary SHRA (TS) T252 COMPUTING TECH SUPPORT II 12.00Temporary SHRA (TS) T253 AUDIOVISUAL OPERATOR 11.00Temporary SHRA (TS) T254 COMPUTER CONSULTANT 16.00Temporary SHRA (TS) T270 THEATRE TECH 10.00Temporary SHRA (TS) T280 THEATRE TECH II 12.00Temporary SHRA (TS) T290 THEATRE TECH III 15.00Temporary SHRA (TS) T500 DISPATCHER 10.50Temporary SHRA (TS) T501 POLICE OFFICER 15.00Temporary SHRA (TS) T600 RECREATION WORKER I 8.00Temporary SHRA (TS) T601 RECREATION WORKER II 10.50Temporary SHRA (TS) T602 CAMP DIRECTOR 15.00


Temporary SHRA (TS) T604 CAMP DIRECTOR IV 10.50Temporary SHRA (TS) T700 YOUTH PROGRAM BUS DRIVER I 10.00Temporary SHRA (TS) T701 YOUTH PROGRAM BUS DRIVER II 10.50Temporary SHRA (TS) T702 YOUTH PROGRAM CAMP I 8.00Temporary SHRA (TS) T703 YOUTH PROGRAM CAMP II 8.50Temporary SHRA (TS) T704 YOUTH PROGRAM CAMP III 9.00Temporary SHRA (TS) T705 YOUTH PROGRAM CAMP IV 9.50Temporary SHRA (TS) T706 YOUTH PROGRAM CAMP V 10.00Temporary SHRA (TS) T707 YOUTH PROGRAM CAMP VI 10.50Temporary SHRA (TS) T708 YOUTH PROGRAM CAMP VII 11.00Temporary SHRA (TS) T709 YOUTH PROGRAM CAMP VIII 11.50Temporary SHRA (TS) T710 YOUTH PROGRAM CAMP IX 12.00Temporary SHRA (TS) T711 YOUTH PROGRAM CAMP X 12.50Temporary SHRA (TS) T712 YOUTH PROGRAM CAMP XI 13.00Temporary SHRA (TS) T713 YOUTH PROGRAM CAMP XII 13.50Temporary SHRA (TS) T714 YOUTH PROGRAM CAMP XIII 14.00Temporary SHRA (TS) T715 LEAD INSTRUCTOR/YOUTH PROGRAMS 15.00Temporary SHRA (TS) T800 TUTOR 11.50Temporary SHRA (TS) T810 COUNSELOR/PSYCHOLOGIST 20.00Temporary EHRA/Faculty (TE) TE07 RESEARCHTemporary EHRA/Faculty (TE) TE08 PUBLIC SERVICE WORKSHOPTemporary EHRA/Faculty (TE) TE12 COUNSELINGTemporary EHRA/Faculty (TE) TE14 COACHINGTemporary EHRA/Faculty (TE) TE15 ADMIN NON INSTRUCTIONALSupplemental Pay for Permanent EE M004 COUNSELINGSupplemental Pay for Permanent EE M007 RESEARCHSupplemental Pay for Permanent EE M008 PUBLIC SERVICE WORKSHOPSupplemental Pay for Permanent EE M011 COACHINGSupplemental Pay for Permanent EE M012 ADMIN NON INSTRUCTIONAL

EPAF: SSRS Reporting Tools Located in the HR Campus / Supplemental Compensation / EPAF Folder

Report Name Report Purpose Filtering Parameters

EPAF Active Positions with Funding This report shows all active positions in an admin org, grouped by employee class. Shows FOAP info on each position.

Use this report to help determine what position to use when hiring a temp, student, or grad student.

5 digit admin org

EPAF Purpose Code and Titles Lists purpose codes, jobs titles, and rates of pay for use in EPAF.

In the job detail section of the EPAF, enter the Purpose Code (case sensitive) in the Title field. Once submitted, the purpose code will change to the appropriate job title.

For SHRA positions: Please note that rates of pay are specific for each job title.

No filter, report pulls all available purpose codes, rates, and titles.

EPAF Total Graduate Assignment Report

This report shows all job assignments going through EPAF for grad student flat pays. Report is: separated by funding source and totaled by funding source.

Important for Dept Heads and Dean/VC level approvals. Snapshot of total amounts going through EPAF per month.

5 digit Hiring Org

Job Begin Date

Pending EPAF Details for Mass Approvals

Returns all EPAFs in pending status for the approver (parameter filter). Shows basic EPAF information to help Approvers see all pending actions in one place with more information than is available in SeaNet EPAF Approver Summary screen.

User domain (user name – @uncw.edu)

Direct Supervisor Lookup This report gives the direct supervisor to permanent employees. Use this report when entering Supplemental Pay assignments for permanent employees who cannot go through FLAC (Faculty Load and Compensation). Enter the supervisor in the routing queue on the bottom of the EPAF.

Contact [email protected] if the supervisor is not available in the drop down.

Employee 850#

EPAF Error Messages

ERROR MESSAGE: What to do:

Annual salary divided by the job factor does not equal the assign salary.

Review factors and pays assigned in this EPAF.

Remember to count the number of months that you are paying the person and enter that number as both the factor and pay.

Base Job Begin Date cannot be after position end date. Void/delete the EPAF.

More than likely, a position/suff is being reused when you should have one‐upped the suffix. When you get ready to enter the position and suffix, be sure to click ALL JOBS to view every position that the employee has held on campus.

Base Job Begin Date must be entered. Void/delete the EPAF.

Possible incorrect EPAF category was selected.

Base job cannot begin before the position. Check position dates. Void/delete the EPAF.


Base Job End Date cannot be after Position End Date. Void/delete the EPAF.

Issue with the position. Double check the active position list to ensure you are using a current/active position.

Base Job not found for Job Labor. Void/delete the EPAF.


Begin Date Cannot be later than Jobs Effective Date. Void/delete the EPAF.


Cannot change the Required Action of a Mandatory Approval Level code.

Review the Routing Queue and NTRROUT.

Mandatory approvals cannot be deleted.

Cannot delete a Mandatory Approval Level record. Review the Routing Queue and NTRROUT.


Cannot delete record. Must be originator or superuser. Please contact the Originator of the EPAF to delete the transaction.

Cannot override a Mandatory Approval Level code. Review the Routing Queue and NTRROUT.


Cannot submit. User must be Originator or Superuser. Please contact the Originator of the EPAF to submit the transaction.

Comments changed, press SAVE before leaving current window. Click SAVE to continue.

Current Hire Date is required. Cannot complete the EPAF for this employee.

TS and TE: Fill out Employee Update form and find out from HR if a new I9 is required.

GR: Fill out Employee Update form for GR and find out form HR if I9 is required.

UG: Find out from HR is I9 is required and then submit NEWUG EPAF for PEAEMPL set up.

Day is not valid for month specified. Check your dates: Banner date format is MM/DD/YYYY.

Effective Date must be greater than the Last Paid Date of XXX. Void/delete the EPAF.


Effective Date must be greater than Last Paid Date of XXX. Void/delete the EPAF.


Employee is terminated. No changes are allowed. Cannot complete the EPAF for this employee.




End Date must be later than Begin Date. Check your dates.

Factors cannot be greater than the payroll ID’s number of pays per year.

Review factors and pays assigned in this EPAF.


Factor must be between 1 and value of Pay field. Review factors and pays assigned in this EPAF.


Factor must be entered. Review factors and pays assigned in this EPAF.


First name, SSN/SIN, Birth Date or Gender incomplete. Cannot complete the EPAF for this employee.




FTE for this assignment is greater than 1. Review FTE. Use the FTE calculator to determine the appropriate FTE for the assignment.

Future dated Job record must be deleted before ending a Job. Void/delete the EPAF.


I9 Date and I9 Expiration Date must be entered. Double check dates on the NEWUG EPAF.

I9 Date must be entered. Double check dates on the NEWUG EPAF.

I9 Date must be prior to the i9 Expire Date. Double check dates on the NEWUG EPAF.

I9 Date not allowed when I9 Form Indicator Not Received. Double check dates on the NEWUG EPAF.

ID does not exist press LIST for nameID search. Cannot complete the EPAF for this employee.




ID does not exist. Cannot complete the EPAF for this employee.




ID is not defined as an employee. Establish Employee record. Cannot complete the EPAF for this employee.




Invalid date. Check your dates: Banner date format is MM/DD/YYYY.

Invalid User ID for this Level Code. Press LIST for valid User IDs. Use the drop down on the User ID field to locate the correct approver. If the approver is not on the list, please contact [email protected].

Invalid User ID, not defined on GOAEACC. Call HRIS. This user is not set up in Banner Self Service.

Job Begin Date cannot be after Employee’s Termination Date. Cannot complete the EPAF for this employee.




Job Effective Date cannot be prior to Job Begin Date. Void/delete the EPAF.


Level with an Apply action must exist on Routing. Review the routing queue and ensure that Apply Level and HRAPPLY are listed. If not, add them.

New Effective Date cannot be after Employee’s Termination Date. Cannot complete the EPAF for this employee.




Not a valid active position. Void/delete the EPAF.


Number of pays must be entered. Review factors and pays assigned in this EPAF.


Position and suffix must be entered before continuing. Enter a position and suffix OR select radio button next to a position you want to reactivate IF you are using a Returning EPAF.

Query Date must be entered before continuing. Enter a query date.

NEWUG: Query Date is the Hire Date.

ALL JOB ACTIONS: Query Date is the first of the month that you are hiring them in.

Submit cannot be completed. REVIEW ERRORS.

Text too long, maximum length is XXX. Reduce comment or text to fit in the system guidelines.

This employee already has a primary job. Review Contract Type.

Select Secondary.

This employee is terminated on the Employee Form. Cannot complete the EPAF for this employee.




Transaction submitted. GREAT! The transaction has been submitted and is in the next routing queue on the list.

Transaction successfully applied. GREAT! The transaction is entered into Banner and will begin paying/be available for time entry.

User not defined as Proxy on NTRPROX. Call HRIS. The user you are trying to select is not set up in the Proxy menu.

Documents

EPAFs: Electronic Personnel Action Forms User Guide