Embed Size (px)
Citation preview
Guidebook to Approve and Create Electronic Personnel Action Forms (ePAFs)
Table of Contents
Available ePAFs…………………………………………………..1
Approving ePAFs…………………………………………………2
Selecting a Proxy……………………………………………….10
Finding a Position Number………………………………..16
Creating ePAFs…………………………………………………..19
Creating a Default Routing Queue……………………..30
Available ePAFs
1. A djunct Re hire2. Change Funding3. Faculty Admin Stipend4. Faculty Award5. Faculty One Time Pay6. Faculty Salary Change7. Faculty Stipend8. Faculty Teaching Overload9. Federal Work Study Rehire10. Field Supervisor Rehire11. Grad Assistant Rehire12. Hourly Worker Rehire – Less than 50% FTE13. Monthly Staff Salary Change14. Research Assistant Rehire15. Resident Assistant Rehire16. Staff Admin Stipend17. Staff Award18. Staff One Time Pay19. State Work Study Rehire20. Student Award21. Student Assistant Rehire22. Summer Director / Chair23. Summer Research Faculty24. Summer Teaching Faculty25. Teaching Assistant Rehire
**Full Time Hires, New Hires, Terminations, and Hourly Rate Changes are not actionable ePAFs at this time and will be processed via F3.2 as per your regular routing procedures. A F3.2 will not be accepted if the personnel action exists in ePAF.**
Page 1
Approving ePAFs
Page 2
Click on Electronic Personnel Action Forms.
RETURN TO MENU SITE MAP HELP EXIT
Employee
Time Sheet
Leave Report Report time off {exempt employees I
Electronic Personnel Action Forms Benefits and Deductions Retirement, health, flexible spending, miscellaneous, Benefit Statement.
Direct Deposit Enter or change direct deposit information.
Pay nformation Direct deposit allocation, eamings and deductions history, or pay stubs.
Tax Forms W4 information and W2 Form
Jobs Summary Leave Balances Campus Directory Effort Certification Public Access Election (Release of Personal Information)
RELEASE: 8.9.1
© 2020 Ellucian Company L.P.and its affiliates.
Page 3
Click on EPAF Approver Summary.
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
EPAF Approver Summary EPAF Originator Summary New EPAF EPAF Proxy Records Act as a Proxy RELEASE: 8.12.1.5
© 2020 Ellucian Company L.P. and its affiliates.
Page 4
Page 5
Page 6
Page 7
Success!
If you see **Comments in the Links column, that means someone has put a comment on the ePAF. If you click on it, you will be taken to the comment.
Page 8
You can read the comment and enter your own. If you enter a comment, be sure to click “Save.”
That’s it. You’re done. Go on to the next one. ਐ�ਓ
Page 9
Selecting a Proxy as a Back-Up Approver
In some cases, you may want to designate a proxy to approve transactions for you. You can designate your own proxy as follows.
From the Employee Page on SSB, click on Electronic Personnel Action Forms.
Page 10
Click on EPAF Proxy Records.
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
Electronic
EPAF Originator Su New EPAF EPAF Proxy Records Act as a Proxy RELEASE: 8.12.1.5
© 2020 Ellucian Company L.P.and its affiliates.
Page 11
From the Drop-Down Menu, select the Approval Level for which you need to designate a proxy. Then click on Go.
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
.EPA.f...APPfQVL.. Svmmi!.rY
RELEASE: 8.1
ates.
Page 12
Click the drop-down menu and go down the list of names to find the person you want to designate as a proxy.
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
EPAF Proxy Records
Approval Level: IDean or Director, DEN-DR vI
D
Abel,Barbara B. (BBABELl)
Abernathy,Lucy K. (LKABERNATHY)
ACASTOR,STU_ (STU_ACASTOR)
Acharya,Rajju (RACHARYA2)
Acosta,Cherie S. (CACOSTAl)
Adame,Antionette K. (AADAME4)
Adams,Amber L. (ALPETERSON)
Adams,Krista M. (KMADAMS )
Adams,Nancy C. (NJADAMS )
Adams,Robert L. (RADAMS24)
Adekunel ,Adebodun 0.(STU_AADEKUNLE)
Adui kwu,Bridget A. (BTHRASH)
Adkins,Jessica N. (JCUNNINGHAM6)
Adkins,Ricky L. (RLADKINS)
Afolayan,LaTanya D. (LAFOLAYAN)
aforeman2,stu_ (STU_AFOREMAN2)
Aguilar,Gisela A. (GAGUILARll) v
.EPA.F..APPiover.S. .!.I.rnrn<J.rY Ret.!.lrn...to..E.. .PA.F...M. .e.nu
Page 13
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
RELEASE: 8.12.1.5
.EPA.F...A.PPIQYt;;L.S. I.Immi'.lrY Rt;;tmnJQ EPAFMt;;nu
© 2020 Ellucian Company L.P. and its affiliates.
Page 14
Your proxy is now selected and listed below. You may remove or add others as necessary.
Page 15
Finding a Position Number
You will need to know the position number before you can enter the ePAF.
If you don’t already know it, look at the spreadsheet on the Budget Department Website
https://www.lamar.edu/fina nce-and-operatio ns/fina ncial-serv ices/budget/index.ht ml
Scroll down. Under Budget Links, click on Position Number List by Index (xlsx).
Page 16
On the pop-up select Open with Microsoft Excel and click OK. It would be a good idea to save this file to your computer so you can easily access it. The Budget Department updates it every month.
Page 17
Filter for your index number and pick the one that matches the position you need.
Note: It is extremely important that the position number you choose is the right type. If you are looking for a Faculty Stipend, then make sure the position number is for a Faculty Stipend and NOT a Staff or Administrative Stipend. If you are looking for a One Time Pay for a staff member, then make sure the position number is for a Staff OTP and not a Faculty OTP. If you cannot find a position number that matches the type you need, c o n t a c t y o u r d i v i s i o n a l b u s i n e s s a f f a i r s c o o r d i n a t o r .
Page 18
Creating ePAFs
Once you have your posit ion number, you are ready to start your ePAF. Log into SSB. Click on Employee.
ACCESSIBi liTY SITE MAP HE LP EXIT
L. Robinson, to the Lamar University Self Service System! Last web access on Apr 20, 2020 at 10:48 am
Upda te or maritalstatus; review name or social security number change informa tion; Change your PIN; Customize your directory pro fiel .
Employee Benefits, leave or job data,paystubs, W2 and W4 data.
Finance Review financial documents,budget information, and purcha se order information
RELEASE: 8.9.1
© 2020 Ellucian Company L.P.and its affiliates.
Page 19
Click on Electronic Personnel Action Forms.
RETURN TO MENU SITE MAP HELP EXIT
Employee
Time Sheet Submit time sheet for student and hourly
Leave Report Report time off (exempt employees
Electronic Personnel Action Forms Benefits and Deductions Retirement,health, flexible spending, miscellaneous,Bene fit Sta tement.
Direct Deposit Enter or change direct depositinformation.
Pay nformation Direct deposit allocation, earnings and deductions history, or pay stubs.
Tax Forms W4 information and W2 Form
Jobs Summary Leave Balances Campus Directory Effort Certification Public Access Election (Release of Personal nformation)
RELEASE:8.9.1
© 2020 Ellucian Company l. P.and its affiliates.
Page 20
Click on New EPAF.
RETURN TO EMPLOYEE MENU SITE MAP HELP EXIT
New EPAF EPAF Proxy Records Act as a Proxy RELEASE: 8.12.1.5
© 2020 Ellucian Company L.P. and its affiliates.
Page 21
Page 22
Enter the position number. Suffix will be 00 unless there are active jobs,in which case, enter the next Suffix Number available. Click on Go.
X My 1\ppiO\.als Requ1S1 t100! X '-) S1yn In TalEntEd >< 1\ Nat•onallv F.ankEd ::::olleg X BudgEt lamar Umver!1t). X + - !5I X
RETURN TO EMPLOYEE MENU SrE MAP HELP EXIT
I nformation Enter or a new position number and enter the suffix, or select the link under Title.
10: Query Date:
RELEASE:8.9.0. 3
0 2020 Ellucian Com pany L.P. and its affil iates.
New EPAF
Return to EPAFlenu
Page 23
The screen below is what the ePAF For Student Rehire, Federal Work Study Rehire, and State Work Study Rehire look like.
The pre-filled blanks are default values. Not all can be changed.
Home Org and Distribution Org are almost always the same. If they are listed correctly, you do not need to enter anything in these boxes.
For Work Study, the Termination Date is no later than the last day of the Spring Semester (or the last day of the Summer Semester if student is working in summer.) For non-work study Student Assistants, the termination date is the last day of the fiscal year. This date is changeable depending on circumstances. You cannot cross fiscal years.
Job Begin Date, Pay Effective Date and Personnel Date are all the same. It defaults to query date. Change it to the first day of work.
In most cases the job will be Primary, unless another position comes up for the student when you enter the ID number, in which case the job is Secondary.
Enter the hourly rate into Regular Rate. It defaults to $10 for Work Study.
Time Sheet Orgn is probably the same as the Home Organization. This is where the student’s timesheet will reside. It’s very important that you give the correct one.
Scroll down to bottom of screen and click on SAVE.
Page 24
Scroll down and complete the routing queue.
You will need to select the User at each level. The next page will explain how to do so. In many cases, you will only have one choice for the user’s name.
To select the User Name:
Click on the magnifying glass by the User name in the approver level. A popup will occur in another window. Choose a name and click on Select.
In the comment box enter any comments you have about the hire.
Click on Save.
Page 25
Page 26
You have successfully submitted an EPAF once you see the text at the top.
Page 27
Faculty Stipend/Staff Stipend: Be sure you pick the position number for the correct employee type. Do NOT pick a position number for a Staff Stipend for a Faculty member or a Faculty position number for a Staff member. Employees’ paid on biweekly payroll cannot receive a stipend.
Title: either Staff Stipend or Faculty Stipend.
Annual Salary: Total amount of Stipend
Factor & Pays: Over how many months will the stipend be paid?
Termination Effective Date & Personnel Date: Will default to 8/31 if you don’t select one.
Page 28
OTP Monthly (Staff or Faculty): Remember to select the appropriate position number—Staff N u m b e r for staff, Faculty number for Faculty. Employees paid on biweekly payroll cannot receive OTP.
Job Begin Date, Pay Effective Date and Personnel Date are the first day of the month.
Annual Salary is the amount of the OTP.
Termination Date is the last day of the month.
Page 29
Creating a Default Routing Queue
In Self Service Banner, select the Employee tab and then select Electronic Personnel Action Forms.
Page 30
Select EPAF Originator Summary.
Select Default Routing Queue.
Page 31
Select the Approval Category and then select Go.
Page 32
Select the Approval Level you want to default. Next, click on the magnifying glass and select the individual approver from the Valid Values menu.
Page 33
Select Save. You will then see a message at the top of the screen that says “Your change was saved successfully.” Follow these steps with each Approval Category in order to save time when submitting ePAFs.
Page 34
