Hiring Temporary Staff Employees using Banner EPAFs

Version 1.0 – March 2016

© UNC Charlotte Human Resources

ContentsEPAF Defined...............................................................................................................................................3

EPAF Access.................................................................................................................................................3

Hiring Temporary Staff Employees..............................................................................................................4

Creating an EPAF.....................................................................................................................................4

Completing the Temporary EPAF form........................................................................................................6

Section 1: Employee Information............................................................................................................6

Section 2: Job Assignment Information...................................................................................................7

Section 3: Job Termination......................................................................................................................9

Section 4: Funding Information...............................................................................................................9

Section 5: Routing Queue......................................................................................................................10

Section 6: Comments.............................................................................................................................11

Finishing up….........................................................................................................................................11

Who to Contact.........................................................................................................................................12

Appendix...................................................................................................................................................13

Checking the status of your EPAF......................................................................................................16

Return for corrections.......................................................................................................................17

EPAF DefinedAn Electronic Personnel Action Form is a Banner Self Service form which allows you to submit recommendations for hire to the Human Resources office. Once the form is completed, submit it to the appropriate approvers. Once all approvers have approved the employment action, the EPAF is applied to Banner and the employee is set up for payroll.

Some advantages to using EPAFs:

Paperless process for newly hired temporary staff employees; this relaxes the workload for both your department and Human Resources / Payroll

Less chance of processing errors

EPAF AccessTo request EPAF access, please go to our website and complete the EPAF Access Request Form, found at https://hr.uncc.edu/webform/temporary-epaf-access

Once the request for access is processed and approved, you will be able to login to Banner Self Service to submit EPAF transactions. To access the EPAF menu, click on the Employee Information link or the Employee tab.

Figure 1 - Employee Information

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Click on the link for EAPF – Electronic Personnel Action Form. If you do not see the EPAF link, you do not have access to create an EPAF. Please go to https://hr.uncc.edu/webform/temporary-epaf-access to request access.

Figure 2 - EPAF Menu Item

Hiring Temporary Staff EmployeesThis guide will walk you through the process of creating an EPAF for a temporary staff employee.

Creating an EPAFFirst, select New EPAF (Figure 3).

Figure 3 - New EPAF

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Next, complete the form on the page (Figure 4). Input the employee’s UNCC ID number, or if you don’t know their ID number, click on the search icon to search by name.

The Query Date will always be the first day of the month, of when the employee starts work. For example, if the employee’s first day of work is August 25, the Query Date will be August 1.

If this is a new Hire, Make sure you select “Hire Non-Student Temporary Employee, N15” if they are hourly, or if they are salary then select “Hire Non- Student Temp (Salary), N18”. However, if they are a rehire then select “Rehire Non-Student Temporary Employee, N15R” or “Rehire Non-Student Temp (Salary), N18”. Then select ‘Go’.

Figure 4 – Query Date

Once you have selected the temporary you wish to hire, you will be presented with a screen to create a new job assignment (Figure 5):

Figure 5 - Create Assignment

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If this is a new hire, enter STMP15 in the position field and 00 in the suffix field (Figure 6). There should not be no other active jobs in the system.

Figure 6 - Create Assignment 2

If this is a rehire, look through the employee’s job record, by clicking on ‘All Jobs’ and find the highest suffix where the position is STMP15. Then in the ‘New Job’ record, type STMP15 for the position, and type the next available suffix for the STMP15 position. For example, if a highest suffix for STMP15 is 03, you will need to type 04 when creating the new assignment.

To continue creating a new assignment for the temporary, click the Go button.

Completing the Temporary EPAF formOn the next screen you will be presented with the form requiring all the information necessary about the employee’s new job (Figure 7).

Section 1: Employee Information

Figure 7 - Entering Base Employee Information

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Definitions of Item fields

Employee Class Code

This value indicates the type of temporary job. For this example, we are using 15, which represents a temporary hourly wage. This employee type must complete timesheets and have them approved by their supervisor. If you are hiring a temporary staff salary, non-student temp (salary), the value would be 18. They do not complete time sheets.

Home COASWhere the employee will work: currently the only supported value is 1, which indicates UNC Charlotte.

Home OrganizationThe organization number what department this employee will work/assigned access to buildings and drives. This is the five-digit organization number.

Employee StatusThe employee’s employment status. This will always be set to “A” or Active.

Current Hire Date This is the day the employee will begin work.

FT/PT Status This is indicates if the employee is Full Time or Part Time. 40-30 hours a week FT, 29 or less hours a week PT.

Section 2: Job Assignment Information

Figure 8 – Create Assignment

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Definitions of Item fields

Job Begin DateFor Payroll purposes, his is the start date for the employee, which is always the first day of the month in which the employee is hired.

Contract TypeIf the employee currently has no other active job, set this field to Primary. If they do have another active job, set this field to Secondary.

Jobs Effective Date Same as the Job Begin Date.

Personnel Date This is the date in which the employee will actually begin work.

Title The employee’s job title.

Job Status The employee’s job status. This will always be set to “A” or Active.

Step Not Used

Regular Rate The employee’s hourly pay rate. Enter without $ (ex. 7.25)

Timesheet OrgThe organization number where this employee will work. This is the five-digit organization number. Should be the same as the Home Organization in the Base Employee Information section.

Supervisor ID The employees’ supervisor’s UNCC ID number.

Job Change ReasonWill always read as E100 if this is a new temporary hire, or E102 if this is a reappointment.

FTE

Full Time Equivalent is the number of hours the employee will work per week.

40 hrs – 1 25 hrs - .625 10 hrs -.2535 hrs - .875 20 hrs - .5 5 hrs - .12530 hrs - .75 15 hrs - .375 1 hrs -.025

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Section 3: Job Termination

Figure 9 - Entering End Date

Jobs Effective Date For Payroll purposes, this is the end date for the employee, which is the last day of the month in which the employee worked.

Personnel Date This is the ACTUAL last day of work for the employee. Example, If their last day of work is 3/25/2016, then the effective date is 3/31/20016

Job Status This will always read as T, for Terminated.

Job Change Reason Will always read E103.

Section 4: Funding InformationOn this screen, you must have your fund number and account number available. Type the fund number in the INDEX field on the form, then click the “Default from Index” button below.

Figure 10- Entering Funding Information

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Then retype the account number (915900) into the “Account” field (Figure 11).

Figure 11 - Entering Funding Information

Section 5: Routing QueueIn this section you will designate approvers for the EPAF (Figure 12). All Temporary Staff EPAF transactions must be approved by the appropriate users before they can be applied to the Banner HR database and be added to payroll. Depending on your department’s policies, you may also need to add additional approvers. At least one approver beyond the initiator is recommended before an action is moved to HR.

Select the following mandatory approvers for each Temporary EPAF:

Non-Student Employment – Jim Rodgers or Rachel Pierson-Bonin Human Resources – AppWorx (BANWORX) Payroll – Patricia Bailey

Figure 12 - Routing Queue Information

To add an additional approver, under approval level and select (DEPT) Department. Then click on the search icon for a pop window of approved User Names. You can also enter their name in the search box and click ‘Go’. Then highlight their name and click ‘Select’. (Figure 13)

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Figure 13 – Selecting a Dept. approver

Under ‘Required Action’, chose if they should ‘Approve’. They can also be listed as FYI, which means they do not have to approve it, but can review it.

Figure 14 - Routing Queue Information

Section 6: CommentsIn the comments section, provide a brief description regarding the employee’s job responsibilities.

Finishing up…Once the EPAF form is complete, click on the Save button, correct any errors that may appear. Warning messages can be ignored, but you cannot submit the EPFA if there are errors. Then

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click on the submit button, and correct any additional errors. The EPAF will be applied by the Human Resources department, which is checked every day at 10am and 3pm.

Who to ContactIf you have any questions regarding EPAFs, please go to http://hr.uncc.edu/recruitment-and-hiring/temporary

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AppendixWhat a completed EPAF looks like

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This is what you may see when submitting your EPAF.

The status is pending until approved by all approvers, including HR. You can ignore warnings, but not errors.

What a completed Non-Student Temp (Salary) EPAF looks like.

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Checking the status of your EPAFClick on EPAF Originator Summary to see the EPAFs that you have submitted for approval.

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Click on the History tab to show the status of the EPAF. Under ‘Transaction Status’, to see where your EPAF is in the process.

Return for correctionsAs you will see this EPAF was retuned for corrections. By clicking on the EPAF originator Summary, it is listed under current history.

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Click on Comments, under the Links box to see the reason for the return.

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If the reason for submitting is fixable, add a comment and save. Go back to the current tab and click on the employee’s name. Click Update to make the changes.

If you are unable to fix the requested changes, you can ‘Void’ the EPAF at this point. You will then need to start the process over to submit a new one.

Once your changes are made, click Save, then Submit.

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