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EPAF Post Job Completion Manual

1. Item Current Value New Value Job Status Not Enterable A Contract Type Primary Job Begin Date MM DD YYYY Not Enterable 03 01 2015 July 2015 Version 1 1 Page 11 Electronic Personnel Action Form EPAF Remember The PEAEMPL section should only be completed if the position will be the primary job for the employee Leave the Current Hire Date blank unless this is the first job for this person at NMSU If secondary or overload job leave All PEAEMPL fields blank Activate Hire Rehire NBAJOBS Activate Hir8 Rehire NBAJOBS 999996 00 Temp Faculty Instr Credit Item Current Value New Value Job Status Not Enterable Contract Type Not selected Job Begin Date MM DD YYYY Not Enterable Jobs Effective Date MM DD YYYY Not Enterable Note that Employee Class code 4 A Acad Dept Head and Job Change Reason 5 are related as the employee class code determines the job change reason in L Pays Not Enterable Factor Not Enterable Job Location Not Selected Timesheet Orgn Job Change Reason Not Selected Contract Number Not Enterable N A 1 Contract Type The contract type is used to specify if the position that is being filled is a primary secondary or overload job for the employee to be hired Primary The primary job is the employee s primary function and employing department An employee can only have one primary job at a time and if they have more than one job one must be design
2. Save then Submit Before you can submit an EPAF for approval you must save the EPAF Click Save before Approval Category Faculty Temp Hire Rehire with End Date HFTHIR you Submit After you click submit the EPAF will validate If errors or warnings are generated you will see the error messages displayed at the top of the EPAF detail screen You will not be able to submit the EPAF until the VALIDATION or ERROR message type errors have been corrected Errors and Warning Employee PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Home Organization and Job Location must match Employee PEAEMPL VALIDATION Home Organization and Distribution Orgn must match Ignore validation messages with the message type WARNING In particular you will often see an encumbrance method warning message upon submission pictured below No action is required for WARNING type messages Errors and Warning Activate Hire Rehire NBAJOBS WARNING WARNING Encumbrance Method is Value Input and salary has changed indicates a required field If the EPAF has been successfully submitted you will see a success message at the top of the EPAF detail screen Electronic Personnel Action Form Y The transaction has been successfully submitted LF Enter the information for the EPAF and either Save or Submit Upon successful submission the EPAF will be routed to the Dean VP level approver The EPAF will now be on your EPAF Originator
3. regardless if it is a weekday or weekend In the Terminate NBAJOBS section below you will enter a termination date as the next business day The termination date cannot be the same as the job start date and it cannot be on a weekend 3 Title Select the title from the drop down 4 Employee Class Code The Employee Class code for the NBAJOBS record should match the Employee Class code for the PEAEMPL record if the job is the primary job for the employee Standard Employee Class Codes PSL Employee Class Codes N3 Staff FT Temp Non Exempt N8 PSL FT Temp Non Exempt N4 Staff PT Temp Non Exempt N9 PSL PT Temp Non Exempt E3 Staff FT Temp Exempt E8 PSL FT Temp Exempt E4 Staff PT Temp Exempt E9 PSL PT Temp Exempt SR Student Regular S7 PSL Regular Student SW Student Workstudy S8 PSL Student Workstudy Enter the Employee Class Code as appropriate You may also use the search feature to locate a value If you are manually entering the value be sure to use capital letters such as A3 instead of a3 Page 28 Version 1 1 July 2015 Electronic Personnel Action Form EPAF 5 Regular Rate The regular rate is the hourly rate of compensation for the employee See the Non Exempt and Exempt Salary tables for the proper compensation to use as the regular rate http hr nmsu edu employment salary 6 FTE Full Time Equivalency FTE is a numeric indicator of workload for an employee FTE must be greater than 0 00 but less tha
4. simultaneously Viewing comments and warnings You can view the comments and warnings recorded for an EPAF by selecting the link Comments or Warnings from the list of EPAF transactions This option will display all comments that were created by either the originator or approver Page 38 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Search Transactions You can search for transactions if you know the first name last name or ID of the person that is affected by the transaction You can also search by transaction number and limit the number of results displayed per page Note You will only be able to see EPAFs that you have originated or EPAFs that have been routed to you for approval To search for transactions 1 From the EPAF menu click either EPAF Approver Summary or EPAF Originator Summary 2 Click Search The EPAF search screen displays Transaction Search LP Enter the Last Name and or First Name of the person or an ID Or enter a Transaction number wildcard Search Criteria Last Name First Name Transaction Number Transactions per Page 95 3 Search using information about the person being affected by the EPAF by typing their name or ID in the fields as indicated You may also search using the EPAF transaction number if the transaction number is known 4 Click Go An EPAF search results screen will display showing all transactions that match your search criteria
5. 5 You can view the transaction detail for a transaction by clicking on the employee name July 2015 Version 1 1 Page 39 Electronic Personnel Action Form EPAF Current tab The current tab displays EPAF transactions that are saved or returned for correction Transaction status status Deseription OOO Waiting This status indicates that the transaction is in the process of being created and has not been submitted to the approval queue Pending Indicates that the transaction requires positive action by the approver s The transaction remains at this status until action is taken by the person required to take action on the transaction Correction originator or the approver Approved The transaction status is approved for the person when all the person s defined in the approval queue have approved the transaction The transaction remains at this status until the person defined in the queue with apply privileges applies the transaction to the database Complete The transaction status becomes Complete after the transaction has been applied to the database Partially This transaction status indicates that a portion of a transaction Completed has been applied to the database The apply person has indicated that the remaining portion of the transaction will be applied at a later date Disapproved The transaction has been disapproved by a person defined in the approval queue The individuals defined after them in the approval queue c
6. Date Last Paid Date Status Select J There are n jobs based on the Query Date All Jobs 60 1 Select a position number Before you begin the EPAF process you must first know the position number you will be affecting with the EPAF transaction The HLATES Post Job Completion Salaried Late Hiring with End Date EPAF is used to hire salaried employees therefore the position number that you select should be for a position that is compensated on a salary basis Faculty Temporary and Graduate Assistant Positions 999996 Temp Faculty Instr Credit 999995 Temp Faculty Instr NonCredit 999994 Temp Faculty Research 999993 Temp Faculty Public Service 918998 Faculty Supplemental Compensation contract type always Overload Only to be used when hiring someone who currently holds a Regular NMSU position and the job being hired for will exceed 1 0 FTE 918898 Staff Supplemental Compensation contract type always Overload Only to be used when hiring someone who currently holds a Regular NMSU position and the job being hired for will exceed 1 0 FTE 917555 Graduate Teaching Assistants 917777 Graduate Research Assistants 917888 Graduate Assistant Other 917444 Graduate Assistant Fellow 967999 Research Assistant PSL Page 8 Version 1 1 July 2015 Electronic Personnel Action Form EPAF 2 Click All Jobs and select a position suffix Specifying the correct position suffix is important because it helps to
7. Department originators are responsible for providing justification in the EPAF comments regarding why the action was not completed ahead of the job end date Both originators and approvers will be able to see the comments in the originator or approval summary screens respectively While a formal memorandum is not required EPAF comments are sufficient to document the reason that the hire was not processed in a timely manner departments may choose to maintain files on why employees were not hired and paid on time If internal memoranda are used they should be signed by the Dean VP and include the name and Aggie ID of the employee and the EPAF contract number Adding comments to an EPAF You can add multiple comments to an EPAF transaction however comments cannot be deleted once the form is saved If the EPAF has already been saved with comments will appear above the comment entry text field Comments may also be added to an EPAF by approvers If an EPAF is returned for correction the approver comments will provide information about why the EPAF was returned See the section titled Viewing Comments and Warnings pg 38 for additional information about viewing EPAF comments Your department may have internal standards for additional information to record in the comments section Any special notes or comments needed to assist with the hiring action should also be included Page 20 Version 1 1 July 2015 Electronic Personnel Action Form EPAF
8. July 2015 Electronic Personnel Action Form EPAF Job Location 940805 DACC WATER TECHNOLOGY PGM 940805 DACC WATER TECHNOLOGY PGM gt Timesheet Orgn 940805 a 940805 Job Change Reason TERM HSP Hire Spring Semester Contract Number Not Enterable FAR00476 234158 12 Timesheet Orgn The timesheet orgn is the organization number for the supervisor approver of the employee and is used as part of the Web Time entry process for employees that report hours worked The Timesheet Orgn field and Job Location field must be different The timesheet orgn must begin with the letter T 13 Job Change Reason The job change reason indicates the type of hiring action you are performing The job change reason determines the validation rules for the personnel date and effective date as well as the pays and factors This value will be automatically populated based on the employee class code you entered above July 2015 Version 1 1 Page 31 Electronic Personnel Action Form EPAF Terminate NBAJOBS The Terminate NBAJOBS section populates the NBAJOBS record with a job termination date Some fields are automatically populated and are not enterable erminate NBAJOBS 999996 00 Temp Faculty Instr Credit Item Current Value New Value Job Status Not Enterable T Jobs Effective Date MM DD YYYY Not Enterable Personnel Date MM DD YYYY Job Change Reason Not Enterable TERM 1 Jobs Effective Date for Terminate NBA
9. an a tegory and Go Once the page refreshes select the Approva er ID and action Approval Category Not Selected 7 Go Approval Queue Approval Level Us Required Action Not Selected Q Not Selected gt Not Selected gt a Not Selected Not Selected y Q Not Selected Not Selected gt Not Selected Save and Add New Rows 1 From the EPAF Menu click EPAF Originator Summary Click Default Routing Queue 3 From the Approval Category drop down list select the approval category for which the routing queue defaults will be set 4 Click Go Different approval categories may have different approval levels and required actions which will be pre populated into the approval level field and required action field respectively For each approval level you will select a user that will be the default value every time you use the approval category Note Approvers at various levels can be changed on a case by case basis as you are submitting the EPAF even if a default exists 5 Use the magnifying glass icon to select the user to populate in the approval level field 6 Click Save and Add New Rows Repeat the process for each approval category where you would like to set default values July 2015 Version 1 1 Page 43 Electronic Personnel Action Form EPAF EPAF Approvals Approval processing begins when an EPAF is submitted The transaction will appear under the approvers EPAF Approver Summary in Self
10. changes and populate the name of the approver Comment Originators are required to add comments to the EPAF in order to provide additional information about the transaction that is not otherwise recorded in the submission form The comments will be saved with the EPAF transaction and will be reviewed by EPAF approvers In order for a Post Job Completion action to be loaded into Banner both HR Services and the Dean VP level approvers must approve the action Department originators are responsible for providing justification in the EPAF comments regarding why the action was not completed ahead of the job end date Both originators and approvers will be able to see the comments in the originator or approval summary screens respectively While a formal memorandum is not required EPAF comments are sufficient to document the reason that the hire was not processed in a timely manner departments may choose to maintain files on why employees were not hired and paid on time If internal memoranda are used they should be signed by the Dean VP and include the name and Aggie ID of the employee and the EPAF contract number Adding comments to an EPAF You can add multiple comments to an EPAF transaction however comments cannot be deleted once the form is saved If the EPAF has already been saved with comments will appear above the comment entry text field Comments may also be added to an EPAF by approvers If an EPAF is returned for correction the approv
11. difference In fact we recently had a chance to visit with the executive Forgot Username director of the Boys and Girls Club of Las Cruces and have provided for you a short video below April Anaya shares with us how all those United Way dollars are making a difference for her organization and others as well Forgot Password Please take a moment to hear her story at http youtu be TwyDm5fBGg8 Registration and Schedule Information New User Create an account To improve sustainability starting spring 2012 NMSU will no longer print a paper version of the Course Schedule Learn more Regstration and Schedule Information NEED ASSISTANCE Useful Links and Contact Information Contact the ICT Help Desk by phone at 575 646 1840 or via Banner and Cognos and NMSU Frequently Requested Help email at help nmsu edu Banner INB and ERP Systems Password Resets Cognos Reporting Email Settings Devices and Troubleshooting Connecting your Device to the NMSU Network INB Password Resets and account Unlock call 575 646 4433 PC Maintenance For Staff Academic Calendar For Students ICT Help Desk Information about myNMSU and Email Virus Software Removal and Information Student Network Information https my nmsu edu 1 Enter your NMSU User Name and Password 2 Click on the Login button Page 4 Version 1 1 July 2015 Electronic Personnel Action Form EPAF SATE NM Uen Sd E 2 Home Student Employee F w QuickLaunch Navigatio
12. employee Leave the Current Hire Date blank unless this is the first job for this person at NMSU If secondary or overload job leave All PEAEMPL fields blank Activate Hire Rehire NBAJOBS Activiate Hire Rehire NBAJOBS 999999 00 Temp Staff NE Admin Item Current Yalue New Yalue Job Status Mot Enterable la Ja Contract Type Secondary y Job Begin Date MM OD Jobs Effective Date MM DD Y Po Personnel Date MM DD Title Not Selected Employee Class Code Regular Rate FTE Hours per Day Hours per Pay Pays Not Enterable Factor Not Enterable Job Location Mot Selected Timesheet Orgn Job Change Reason Not Selected Contract Mumber Luz88994 1 Contract Type The contract type is used to specify if the position that is being filled is a primary secondary or overload job for the employee to be hired Primary The primary job is the employee s primary function and employing department An employee can only have one primary job at a time and if they have more than one job one must be designated as the primary The primary job determines the type of benefits the employee is eligible for how the employee is reported how they are listed in the online phonebook and where pay checks will be sent etc Secondary A job the employee will be working in addition to their primary job Overload Used only if hiring regular staff for a temporary faculty posi
13. has only one PEAEMPL record even if they have more than one job In order to maintain consistent information for employees that are being rehired or have more than one position PEAEMPL should only be updated completely if this is the first job for this person at NMSU and it is only updated partially if the job will be the primary job for this person i e they have no active jobs If you are filling a position as a secondary or overload job because the employee already has current active jobs leave the entire PEAEMPL blank and you should continue on to the NBAJOBS section of the form The current information in this section populates PEAEMPL with information provided from Banner If you can t see the current values for the PEAEMPL record then you lack the necessary security to view the record details or no current PEAEMPL exists for this person Completing the PEAEMPL section for primary jobs Employee PEAEMPL For Primary Jobs Only 999992 00 Student Employee Item Current Value New Value Employee Status Not Enterable Active A Employee Class Code SR Student Regular a Home Organization 440530 STUDENT ENGAGEMENTA Distribution Orgn 440530 STUDENT ENGAGEMENTQ Current Hire Date MM DD YYYY 08 24 2012 Poo Home COAS Not Enterable N IN Distribution COA Not Enterable N IN 1 Employee Class Code The Employee Class is the most powerful rule from within Banner HR and its attributes trickle down to many other
14. must type the number rapidly on your keyboard Job Location 940805 DACC WATER TECHNOLOGY PGM 940805 DACC WATER TECHNOLOGY PGM Timesheet Orgn 940805 Q 940805 Job Change Reason TERM HSP Hire Spring Semester Contract Number Not Enterable FAR00476 234158 13 Timesheet Orgn The timesheet orgn is the organization number for department that is hiring the employee The Timesheet Orgn field and Job Location field should be the same number July 2015 Version 1 1 Page 15 Electronic Personnel Action Form EPAF Terminate NBAJOBS The Terminate NBAJOBS section populates the NBAJOBS record with a job termination date Some fields are automatically populated and are not enterable erminate NBAJOBS 999996 00 Temp Faculty Instr Credit Item Current Value New Value Job Status Not Enterable T Jobs Effective Date MM DD YYYY Not Enterable Personnel Date MM DD YYYY Job Change Reason Not Enterable TERM 1 Jobs Effective Date for Terminate NBAJOBS This value is automatically calculated based on the job change reason and Personnel termination date that you entered Skip this field and complete the Personnel Date field and the value will populate automatically 2 Personnel Date for Terminate NBAJOBS The Personnel Date for the termination record is the last day of employment in this position The Terminate NBAJOBS Personnel Date must be later than the Hire Re hire NBAJOBS Personnel Date Referenc
15. suffix 00 If Yes is the employee being rehired using the exact same organization number e If No increase the highest suffix number by 1 e If Yes do the payroll effective dates for the new job overlap with the payroll effective dates for the active terminated job Yes increase the highest suffix by one No Reuse the suffix of the most recently used position number 3 Click Go 4 Click Save Click save will populate the PEAEMPL section with information if a PEAEMPL record exists for this person Also clicking save will populate the NBAJOBS section with current information from Banner if the position that you are filling ts a rehire in your department This is important because you ll need this information to determine your next steps NMAC EN STATE Remember to Personal Information Student Financial Ad Ei Search 60 RETURN TO EMPLOYEE MENU SITEMAP HELP click Save before continuing to Electronic Personnel Action Form complete the a Enter the mnfornation for the EPAF and either Save or Subiret OBJECTHAME bwpkepal P_HewPersEpafDet Name and ID Pracilla A Brendelen B003000 X E P A F fo rm Transaction Query Date May 1 2013 Transaction Status Approval Catey gent HireRehire HSHIR Save Approval Types Account Distribution Routing Qu we Transaction History indicates a required field Page 24 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Employee PEAEMPL Each employee
16. than 0 00 but less than or equal to 1 50 Page 14 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Example FTE of 1 40 hours FTE of 5 20 hours 8 Hours per Day This value is automatically calculated and not enterable based on the FTE that you entered into the form Hours per Day indicates the average number of hours worked per day FTE X 8 Hours per Day 9 Hours per Pay This value is automatically calculated and not enterable based on the FTE that you entered into the form Hours per Pay indicates the number of hours worked per pay period FTE X 86 67 Hours per Pay 10 Pays This value is automatically calculated based on the job change reason and employment dates Pays are the number of pay periods over which the employee receives income 11 Factors This value is automatically calculated based on the job change reason and employment dates Factors are the number of pay periods when the income is generated and expensed 12 Job Location The job location is the organization number for the department that is hiring the employee The Job Location field and Timesheet Orgn field should be the same number The Job Location field is a dropdown list that displays values in ascending order by job location number You can quickly select the job location from the dropdown by selecting the job location list and typing the job location number Note that in order to move to the desired number using this method you
17. the EPAF Menu click Act as Proxy 2 Clear all date fields in the filter screen 3 Click Go Page 46 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Proxy Set up EPAF approvers can allow proxy access to their approver summary for other users in the system Note that in order to assign proxy access to another user the intended proxy must already have access to the EPAF system To add a proxy 1 From the EPAF Menu click EPAF Proxy Records Personal Information Student Financial Aid UNAS Search PO Go Electronic Personnel Action Form EFAF Approver Summary EPAF Originator Summary New EPAF Act as a Proxy RELEASE 8 5 As appropriate choose the Approval Level from the approval level dropdown list Select the name of the intended proxy from the Name dropdown list Note You can quickly select the name from the list by selecting the dropdown and typing the last name of the proxy Personal Information Student Financial Aid M0 Search _Go S Approval Level Dean VP D VP Remove Add Not Selec 4 Click the Add checkbox 5 Click Save EPAF Proxy Records O July 2015 Version 1 1 Page 47 Electronic Personnel Action Form EPAF Page 48 EPAF Proxy Records o Approval Level Dean VP D VP Name a Remove Add Not Selected nn Save To remove a proxy 1 2 3 4 From the EPAF Menu click EPAF Proxy Records As appropriate choose the Appr
18. this field blank The Current Hire date is the same as the personnel date for the position you are hiring This will be the date that the employee reports to work If a PEAEMPL record exists for the employee even if they don t have any active jobs and the PEAEMPLE is inactive the system will not allow you to enter or update the Current Hire Date field If you attempt to update the Current Hire Date field in this situation you will receive an error message Errors and Warning Messages Message Type Dase as Employee PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Current Hire Date must be left blank 3 indicates a required field Employee PEAEMPL For Primary Jobs Only Item Current Value New Value Employee Status Not Enterable Terminated A Employee Class Code E4 Staff P7 QC ISR Home Organization sil y e ATION SVCS 510038 Distribution Orgn 510038 EMPLOYMENT amp COMPENSATIC vcs A 510038 Current Hire Date MM DD YYYY 07 01 2013 03 01 2015 Home COAS Not Enterable N N Distribution COA Not Enterable N N Activate Hire Rehire NBAJOBS 999992 00 Student Aide Item Current Value New Value Job Status Not Enterable lA Contract Type Primary Job Begin Date MM DD YYYY Not Enterable 03 01 2015 July 2015 Version 1 1 Page 26 Electronic Personnel Action Form EPAF Remember The PEAEMPL section should only be completed if the position will be the primary job for the
19. transaction that you should gather ahead of attempting to originate an EPAF Specifically you should know the following details about the transaction or obtain this information before you create a new EPAF e AggielD ex 800XXXXXX of the person to be hired e Personnel date of the person to be hired the date the person will report to work e The position number for the position that will be filled If the person you are hiring does not have an AggielD please complete the New Hire form on the HRS Web site http hr nmsu edu managers newhire Some job aids and tools will also help Processing tools The Processing Toolkit is a collection of resources that provides details about hiring temporary faculty and graduate assistants including information about personnel dates position information and other related personnel action processing information http hr nmsu edu toolkits July 2015 Version 1 1 Page 3 Electronic Personnel Action Form EPAF Access EPAF through my nmsu edu using your browser The EPAF system is accessible through myNMSU The myNMSU portal allows you to use a single user name and password to access many of the electronic services at NMSU Welcome myCampus Mozilla Firefox Ele Edt View History Bookmarks Tools Help Ly _ EPAF Originator Summary x Gy Welcome myCampus x GANA c 28 Pracia 2 Most Visited NMSU Labs El NMSU Training Central QO Disable di Cookies css
20. work for this position The value entered for the Personnel date will be used to determine the Job Begin Date and Job Effective Date Reference the processing tools for acceptable values for academic term hires http hr nmsu edu toolkits Special Note If you are hiring for one day only the Personnel Date should be the date that the employee is starting the job regardless if it is a weekday or weekend In the Terminate NBAJOBS section below you will enter a termination date as the next business day The termination date cannot be the same as the job start date and it cannot be on a weekend 3 Title Select the title from the drop down 4 Employee Class Code The Employee Class code for the NBAJOBS record should match the Employee Class code for the PEAEMPL record if the job is the primary job for the employee Employee Class Reference Code Description Job Change Reason Options B Faculty FT Temp Academic Always HACD Academic Hire OMA Faculty PT Temp Academic Always HACD Academic Hire B3 Faculty FT Temp Annual AlwaysHANNLAnnualHire B4 Faculty PT Temp Annual Always HANNL Annual Hire Enter the Employee Class Code as appropriate You may also use the search feature to locate a value If you are manually entering the value be sure to use capital letters such as A3 instead of a3 July 2015 Version 1 1 Page 13 Electronic Personnel Action Form EPAF 5 Job Change Reason The job change rea
21. 1 O ee o 1 Selecta position number Before you begin the EPAF process you must first know the position number you will be affecting with the EPAF transaction The HLATEH Late Hire Hourly with End Date EPAF is used to hire salaried employees therefore the position number that you select should be for a position that is compensated on a salary basis Hourly Positions 999992 Student Employee 999998 Non Exempt Para Professional 999999 Non Exempt Administrative 968798 PSL Non Exempt Para Professional 968799 PSL Non Exempt Administrative July 2015 Version 1 1 Page 23 Electronic Personnel Action Form EPAF 999997 Temporary Staff Exempt 968899 PSL Temporary Staff Exempt 2 Click All Jobs and select a position suffix Specifying the correct position suffix is important because it helps to maintain a clear employment history for the employee records in Banner The position suffix is a two digit alpha numeric code that uniquely identifies the position into which the employee will be hired First you ll want to determine if you are re hiring an employee for a position in your department or if you are hiring an employee for a position in your department for the first time by examining the job history Click All Jobs to see the complete job history Now look at the job list and answer the following questions Has the employee ever been hired at NMSU using this position number according to their job history If No enter
22. Approve oo PAY Payroll a apply Not Selected Pf O fot Selected y Not Selected Pf O fot selected y Not Selected ff ot Selected gt Not Selected ff ot Selected Save and Add New Rows These EPAF s have a minimum of two levels of approvals HR Services and Dean VP The Payroll level does not approve or review the transaction in any way rather the Payroll level simply loads the EPAF records into Banner Only the approver selected for the HR Services and Dean VP level will review and approve the transaction 1 Enter the User Name for each level of approver a The search function can be used by clicking on the magnifying glass to the left of user name July 2015 Version 1 1 Page 19 Electronic Personnel Action Form EPAF b For HR Services Approval level you should select the correct HR Services Team Partner for your unit c For the Payroll approval level you may select any available approver on the search screen 2 Click Save and Add New Rows button to save your changes and populate the name of the approver Comment Originators are required to add comments to the EPAF in order to provide additional information about the transaction that is not otherwise recorded in the submission form The comments will be saved with the EPAF transaction and will be reviewed by EPAF approvers In order for a Post Job Completion action to be loaded into Banner both HR Services and the Dean VP level approvers must approve the action
23. Disclosure at NMSU New Mexico State University maintains the confidentiality and security of records in compliance with the Family Educational Rights and Privacy Act of 1974 FERPA the Health Insurance Portability and Accountability Act HIPPA and the Gramm Leach Bliley Act GLBA in addition to other federal and state laws These laws pertain to the security and privacy of personal academic medical and financial information along with identifying information such as social security numbers Family Educational Rights and Privacy Act of 1974 FERPA Policy http research nmsu edu compliance IRB resources html 3 FERPA protects students records FERPA requires post secondary educational institutions and agencies to conform to fair information practices in their handling of student data Among the provisions of the act are the requirements that data be used only for intended purposes and that those responsible for student data take reasonable precautions to prevent misuse of it Examples include Social Security Numbers grades date of birth etc Health Information and Portability Accountability Act HIPAA http research nmsu edu compliance IRB resources html 7 HIPPA protects all medical records and other individually identifiable health information used or disclosed in any form whether electronically on paper or orally Gramm Leach Bliley GLB Act http www nmsu edu manual documents 07 29 09 policy manual final020110 pdf GLBA pr
24. Electronic Personnel Action Forms EPAF Post Job Completion Hiring Using EPAF Confidential Business Information This documentation is proprietary information of Ellucian and New Mexico State University NMSU and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of Ellucian or NMSU All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Ellucian the Ellucian logo Banner and the Banner logo are trademarks of Ellucian Third party hardware and software product names and trademarks are owned by their respective third party owners providers and Ellucian makes no claim to such names or trademarks Use of this material is solely for the support of Ellucian Banner products and New Mexico State University Document Updates Version Date Notes 1 05 21 2015 DRAFT VERSION 2 06 03 2015 SME Review updates to verbiage and content sequencing Changed titles of EPAF categories 1 6 9 2015 Added statement of browser support Updated description of position suffix selection process 1 1 7 8 2015 Added statements regarding proper documentation of reason for late hire Provided additional information about submitting timesheets for hourly employees and how to do so Table of Contents Information Non Disclosure at
25. F Remove an Index In some cases you may need to remove an index number used to fund a position You only need to remove indexes if more than one index was used in the past and the additional index is not needed If you need to change the index follow the procedure for changing an index as described on page 18 If you need to remove an index from the labor distribution follow these steps 1 Click the Remove checkbox associated with the index row that you would like to remove COA Index Fund Organization Account Program Activity Location Project Cost Percent Encumbrance Override End Date Remove a N a 107948 130005 101000 a 611300 0020 E Total 100 00 Default from Index Save and Add New Rows 2 Click Save and add new row Default Earnings Section The Default Earnings Section is automatically defaulted with the correct values Skip this section and proceed to the Routing Queue Section Routing Queue Section The routing queue specifies the approval levels and approvers for the EPAF transaction You can default the routing queue used for each EPAF Category to specify the approvers used for future transactions If you set up the default routing queue you can still specify different approvers if necessary for each transaction See the Default Routing Queue section pg 43 for additional details Routing Queue Approval Level User Name Required Action s HR1 HR Services aj approve 20 D WP Dean YP a
26. J Forms E Images information El Miscellaneous 2 Outines g Resize Y Tools ME view Source Options O Stumble al ikem El A shares lt ust D info i Likes i Tools NMSU os Ol myNMSU Through myNMSU students faculty and staff can access Scheduled Maintenance November 29 2012 registration grades Banner Self Service email time and leave ork Operation Center NOC will need to perform maintenance from 5 00 am 7 00 am Thursday November 29th on network reporting online learning phonebook and much more pt that was affected by the electrical outages over the Thanksgiving break Login bnly a momentary outage expected but NOC reserves the entire maintenance window ave any questions or concerns regarding the myNMSU or Banner downtime please contact the ICT Help Desk by phone at 575 k 546 1840 or via email at help nmsu edu Login Dear NMSU Community p d If you have not already taken a moment to participate in NMSU s 2012 United Way Campaign please visit assword http www nmsu edu unitedway We have about two weeks left in our campaign this year and are still more than 10 000 away from our 30 000 goal i Don t forget that any NMSU department that achieves 75 percent participation will be entered into a drawing for a departmental breakfast sponsored by Sodexo The breakfast will be held for the winning department Dec 7 Participation at any level makes an amazing
27. JOBS This value is automatically calculated based on the job change reason and Personnel termination date that you entered Skip this field and complete the Personnel Date field and the value will populate automatically 2 Personnel Date for Terminate NBAJOBS The Personnel Date for the termination record is the last day of employment in this position The Terminate NBAJOBS Personnel Date must be later than the Hire Re hire NBAJOBS Personnel Date Reference the processing tools for acceptable values for academic term hires http hr nmsu edu toolkits Special Note If you are hiring for one day only the Personnel Date in the Activate Hire Rehire NBAJOBS section above should be the date that the employee is starting the job regardless if it is a weekday or weekend In the Terminate NBAJOBS section you will enter a termination date as the next business day The termination date cannot be the same as the job start date and it cannot be on a weekend Page 32 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Labor Distribution Section The labor distribution section populates with information from Banner regarding the funding for this position For rehires you may need to simply verify that the information is correct however in other cases the index number or distribution percentages may need to be changed Labor Distribution 999996 00 Temp Faculty Instr Credit Current Effective Date 07 01 2014 COA Index Flad Organi
28. NMSU ccsccccccccccseesssecccccesseeesseeecccesssaeeuseeeceeeeesaeeuseeeeeeeesauaaseeeeeseesaaas 1 WV eC IS sell EPAF E nadan 2 BP Pi IC Fe CGY OS a ten 2 A a o PO A 2 o A 2 Field validation error check ii 3 HONTO access ERAS iio ee ee italia ee ee 3 What you should know before you begin the EPAF proces occcccooccnccnoccnncnnncnnnnnaconnonanonnonononnnonaronnonanonnos 3 Access EPAF through my nmsu edu USING your DrOWSET ccoooccncccncccncnnncnnnonanonnnnnacnnnnnnnonnonanonnnonarnnnonanonoss 4 o A e Pi EE o o E e A 6 HLATES Post Job Completion Salaried Late Hiring with End Date occccccoccnnncnocnnnnnaconnnnnacnnonanonnnonos 7 Creating a new LATE SEPA costados beincatiudanmantinessieameantenses 7 How to determine the guery datle sisters 7 POSITION selecHon Scree ceesre EE E 8 Emploves PEAEVIBE cerr E E E E E tenida 10 Activate Hire Rehire NBAJOBS ccoooccccconccccnonicccnonnarinnonacicnonnarononnarannonanrcnonnarinnonaricnonnnranonnarinnonanicnonns 12 Terminate BAJO DSi posan 16 Lapor DISTIN Se UON dis 17 Detault carnes e O a E E botado 19 ROUNE OWUC UC S OEO oren EE E E 19 COMMEN cee E E E E E esas E E E tos 20 SAVE EMCI SA A E E E E 21 HLATEH Late Hire Hourly with End Date ais 22 Creating a new HLATEH EPAF sosa iia 22 How to determine the query Gate ssssoseessseensssrrresrrressrrressrerssrrressrerosrrressreresereeseeeresereeserereseeeesseeee 23 Position Selection SCTeeN occcccccncconnncccnnnnnnnononan
29. Service Banner SSB Approvers act to validate and approve all EPAF transactions based on the approval queue that is required for the personal action that is being originated The approval queue is specified by the originator when the EPAF is created during the Origination process Banner EPAF does not generate email notifications when EPAF transactions are pending Approvers must check their approval queue periodically EPAF Approver Summary EPAF Approver Summary figs In My Queue History LF Select the link under Name to access details of the transaction v Filtering On Queue Status Select All Reset Save Viewing pending approvals 1 From the EPAF menu click EPAF Approver Summary The Current tab displays with a list of transactions awaiting your approval 2 Locate the transaction in the list that you want to evaluate If you have several EPAFs you can sort filter or search for the transaction that you want to find 3 Click on the name of the employee or transaction ID for the EPAF you want to evaluate The EPAF detail screen will open in preview mode read only Page 44 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Important checks for approvers Listed below are some important manual checks that you ll need to perform for each EPAF transaction Labor Distribution Section Index number Confirm that the correct index number is being used to fund the position Account Confirm that the correc
30. Summary screen under the History tab For additional information about viewing saved and submitted EPAFs see the section labeled Originator Summary pg 38 July 2015 Version 1 1 Page 21 Electronic Personnel Action Form EPAF HLATEH Late Hire Hourly with End Date Please Note In addition to submitting the action electronically you must submit paper timesheets for all hourly Post Job Completion hiring actions Timesheets should be submitted to Hadley Hall Room 17 Creating a new HLATEH EPAF NMAC Mexico State University STATE Personal Information NA Finance G0 RETURN TO EMPLOYEE MENU SITEMAP HELP EXIT Search l Electronic Personnel Action Form EPAF Originat New EPAF Act as a Proxy owered b RELEASE 8 3 SUNGARD SCT HIGHER EDUCATION 1 From the Electronic Personnel Action Form screen click New EPAF dicates a required field IDA goorn Madison Sampleton Query Date MM DD YTTT oso 1 2015 Late Hire Hourly with End Date HLATEH mpfoyee Job Assignments ype Position Suffix Title Time Sheet Organization Primary 96a799 oo Temp Non Exempt521040 UNIV FIN AID amp SCHOLARSHIP SWCS Ian 25 All Jobs 2 Enter the Banner ID of the employee that will be affected by the EPAF transaction e You can do a search for the Banner ID by clicking on the magnifying glass Employees can be looked up using their first and last names Banner IDs and or SSNs Page 22 Version 1 1 July 2015 Electro
31. They are then electronically routed to the appropriate approvers Once approved they are applied to Banner directly by a central process EPAF is fully electronic Web based and EPAF actions can be created and routed using Banner Employee Self services ESS which is accessible through myNMSU Access to EPAF is not granted to all NMSU employees it is only for those employees who have been designated in the system as EPAF originators and or approvers The type of EPAF you create depends on the change you are making Additional EPAFs will become available in the system as they are developed The different types of EPAFs are classified as Approval Categories In addition to general functions of EPAF this document describes the following Approval Categories for processing personnel actions e Post Job Completion Salaried Late Hiring with End Date HLATES e Post Job Completion Hourly Late Hiring with End Date HLATEH EPAF Key features Default values The EPAF system populates default field values based on the EPAF category selected as well as information obtained from Banner such as previous job and employee record information Most default values can be changed if needed however some values are automatically populated and cannot be changed Fields that cannot be changed are indicated as not enterable next to the field label Default values are a benefit because they save time when completing EPAFs for the most common types of trans
32. actions Lookup fields Lookup fields are used to search and select appropriate values for a field EPAF integrates with Banner data in order to help find a variety of values such as values related to employees organizations and positions Lookup fields are indicated by a magnifying glass icon a Page 2 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Field validation error checking EPAF uses a two stage validation check that examines entered values to determine if the values are valid given information about the transaction that you have provided For example EPAF validates effective and personnel dates based on the job change reason you have selected If an EPAF transaction fails validation a message will display indicating the details about the failed validation and how to resolve the issue There are three types of validation messages Error messages Validation messages and Warning messages Validation messages indicated as ERROR or VALIDATION must be corrected in order to submit the EPAF for approval Validation messages indicated as WARNING should be noted however you may submit the EPAF for approval if a warning message exists An error will prevent you from submitting the EPAF until the error is corrected but you can still save the EPAF if errors are present How to access EPAFs What you should know before you begin the EPAF process As you begin an EPAF the system will require specific information about the
33. an no longer need to take action on the item Void The originator or superuser has voided the transaction It is no longer a valid transaction The originator or superuser may void the transaction at any time during the approval process The originator or superuser are the only people that can void the original transaction Canceled This status will be used when you opt to cancel an entire transaction after it has been applied to the database Page 40 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Edit a saved EPAF After the EPAF is saved it becomes available on the current tab of the EPAF originator summary To edit a saved EPAF 1 From the EPAF menu click EPAF Originator Summary The Current tab displays 2 Locate the transaction in the list If you have several EPAFs you can sort filter or search for the transaction that you want to find 3 Click on the name of the employee or transaction ID for the EPAF you want to edit The EPAF detail screen will open in preview mode read only 4 Click Update to edit the EPAF transaction Delete the EPAF EPAFs that have been saved and have not been submitted for approval can be deleted Once an EPAF is deleted it is permanently removed and it will not appear on the originator summary screen To delete an EPAF 1 From the EPAF menu click EPAF Originator Summary The Current tab displays 2 Locate the transaction in the list If you have several EPAFs you can sor
34. approval type shows on the form as a separate section Examples of such types are the Job Details Information and the Job Labor Distribution types or sections Any user designated as part of the approval hierarchy to approve or reject an EPAF Effective Date The payroll effective date of the action This date cannot be before the last paid date If the real action date is prior to this date you must enter the next day The user initiating and submitting the EPAF transaction Personnel Date The date the action is effective the true effective date Query Date The first date of the month when the employee will report to work in the routing queue the originator to the moment when changes are applied to the database Transaction Status Refers to the status of the EPAF transaction as a whole Page 50 Version 1 1 July 2015
35. areas of the system The Employee Class is assigned to the Position Class NTRPCLS which is then assigned to the Position NBAPOSN NBAPBUD which is then assigned to the Job NBAJOBS It establishes earnings codes leave and benefit categories FT PT Status Pay ID time entry method and Pay salary hourly indicator Standard Employee Class Codes PSL Employee Class Codes N3 Staff FT Temp Non Exempt N8 PSL FT Temp Non Exempt N4 Staff PT Temp Non Exempt N9 PSL PT Temp Non Exempt E3 Staff FT Temp Exempt E8 PSL FT Temp Exempt E4 Staff PT Temp Exempt E9 PSL PT Temp Exempt SR Student Regular S7 PSL Regular Student SW Student Workstudy S8 PSL Student Workstudy July 2015 Version 1 1 Page 25 Electronic Personnel Action Form EPAF 2 Home Organization The Home Organization is the organization number for the hiring department You may use the search feature to locate the appropriate value for this field 3 Distribution Organization The Distribution Organization is the organization number for the hiring department Technically this field determines where paychecks will be sent if they are sent to a physical location You may use the search feature to locate the appropriate value for this field The Distribution Organization number must match the Home Organization number 4 Current Hire Date You only complete the Current Hire Date for the transaction if this is the first job for this person at NMSU Otherwise leave
36. ated as the primary The primary job determines the type of benefits the employee is eligible for how the employee is reported how they are listed in the online phonebook and where pay checks will be sent etc Secondary A job the employee will be working in addition to their primary job Overload Used only if hiring regular staff for a temporary faculty position May be used in cases where regular faculty are teaching a summer session overload In order to determine the contract type you need to collect information about the employee s job history Page 12 Version 1 1 July 2015 Electronic Personnel Action Form EPAF If the employee had no active jobs during the employment term for which the action is being initiated you can specify Primary as the contract type If the employee had an active job during the previous employment period you may specify secondary Only use the Overload Contract type if the employee being hired already had an active regular staff or faculty position during the time of the employment period for which the action is being initiated If the EPAF is submitted as a primary contract type and the employee currently has a primary job a validation error message will display indicating that the person already has a primary job In this case choose secondary contract type and clear all values from the PEAEMPL section to pass the validation check 2 Personnel Date This is the date that the employee reports to
37. ber follow these steps 1 Copy the account code you ll need to reenter this number later 2 Enter the new index number in the index number field 3 Click the Default from index button 4 Paste or key in the account code number from step 1 5 Click Save and add new row Adding an Index In some cases the position may be funded by more than one funding source If you need to add another index number to the labor distribution follow these steps 1 Enter the new index number in the index number field on the first blank row of the labor distribution list Click the Default from index button 3 Enter the account code number as appropriate Click Save and add new row Changing the labor distribution percentage If the position is funded by more than one index number you can change the percentage that each index will pay out for the position If you need to change the labor distribution percentages for the position follow these steps 1 Enter the percent to be distributed in the Percent field for the first index Note You must enter a whole number For example use 50 to indicate 50 not 5 2 Enter the percent to be distributed in the Percent field for the second index Additional indexes may be added to the labor distribution and the percentage should be indicated for each index The total of all distributions must equal 100 3 Click Save and add new row Page 18 Version 1 1 July 2015 Electronic Personnel Action Form EPA
38. cnnnnnnnnnonnnnnnnnnnnnnnnonnnrnnnnnnnnnrnnnnnnnnnnnnnnrnnnnnnnnnnnnnonnnninnnnss 23 Emploves PEAEWVIPE near rtd toas 25 Activate Hire Rehire NBAJOBS ccoooccccconccccnonicccncnnorinnonacinnonnarononnarannonanrcnonnarannonaracnonnaranonnaricnonanicnonns 27 Terminate INBAJO BS asaiesascersaeacetvenspteeacasacctmtenas A E Dr ea araia baedoseecetcenenades 32 L bor Distribution is 33 Detau lt Eatrames eco tdcas add dto sine 35 Routing OU SUE Seco ainda aa aaa 35 COMME aa er ee rrr 36 SAVE TINCT SUMISO wed ud lennleanuicsapnecaustsaeees 37 OPiZINGLOl SUMINI Y riada 38 Sorting The Transaction Mi Arle A es 38 VIEWING COMMENTS ANG Warnings urinaria aida 38 SAU CU ANS acuoOns ro tacae ces T tt ccna sno N icees Srnec N reeene eae 39 CUENTA A A Sa 40 Transacionsta tl e eta tes e nd le al dd o eo A O ay 40 o ta SAV COMIC ANE CORP nn a a 41 Delete TMG EPA Mania 41 History TA oa TE 42 Return the EPAFTO COMECUON ara AAA 42 VOI CS rta 42 Default Routing QUA A A 43 Set tnederauit TOWNE QUe 43 EP AAD DE OW aS sasetavecoreces E a cueecsesermas vanes aeuacetaeue nce E A 44 EP AF Approve SUMMA Va ia 44 Viewing pending aD DIOV Sn A A Ad Ae 44 Important CHECKS TOF SpDPTOVErS isaac 45 Return an ERARIO COPEC os 45 APprovine an EPARFTrINS CUOTA o deere 45 aio e On O cases eaganueniagenes 46 PEO rn ostia 47 ACASO aa 49 GIOSSALY OF COMMON TENSA A AS A ES 50 This Page Intentionally Left Blank Electronic Personnel Action Form EPAF Information Non
39. ction contains all required details and no errors are found you can approve the transaction in order to move the transaction to the Apply transaction status To approve the EPAF transaction from EPAF approver preview screen click Approve July 2015 Version 1 1 Page 45 Electronic Personnel Action Form EPAF Filter Transactions Filters apply to both the current and history tabs Filters allow you to view only those records that meet your filter parameters directly through your Originator or Approver Summary screens You can filter transactions by date and choose the number of records to display per page Proxy or Superuser or Filter Transactions CP Act as a proxy or a superuser and enter the following criteria to filter transactions Proxy For E Self Act as a Superuser Submitted From Date MM DD YrrrY Submitted To Date MM DDYrYrY Transactions Per Page 25 f Ka EK To add a filter From the EPAF Menu click Act as a Proxy Set the submitted from date as appropriate to limit returned results in your summary screen that are greater than the date entered 3 Set the submitted to date as appropriate to limit returned results in your summary screen that are less than the date entered 4 Set the number of results to display per page by selecting an option from the transactions per page drop down list 5 Click Go Once a filter is applied it will remain until you remove the filter To remove a filter 1 From
40. e Assistant Temporary Faculty and Supplemental compensation actions The HLATEH EPAF category is used to process hourly Post Job Completion EPAF transactions including actions for Temporary Staff and Student Employees Please Note Internet Explorer is not support We recommend alternate browsers such as the latest versions of Mozilla Firefox Google Chrome or Apple Safari Page 6 Version 1 1 July 2015 Electronic Personnel Action Form EPAF HLATES Post Job Completion Salaried Late Hiring with End Date Creating a new HLATES EPAF NMAC ACAENA STATE Personal Information MEA Finance Search 60 RETURN TO EMPLOYEE MENU SITEMAP HELP EXIT Electronic Personnel Action Form EPAF Originat New EPAF Act as a Proxy owered b RELEASE 8 3 SUNGARD SCT HIGHER EDUCATION 1 From the Electronic Personnel Action Form screen click New EPAF ia a required field ID 900kW WHn John Jacob Exampleton Query Date MMZ DD YYYY loa a 1 2015 Approv Late Hire Salaried with End Date HLATES 50 Employee Job Assignments Type Position suffixiTitie Time Sheet Organization Primary 719227 joo Uniw Training Spec Sr 530350 CENTER FOR LEARNING amp PROF DEV All Jobs 2 Enter the Banner ID of the employee that will be affected by the EPAF transaction e You can do a search for the Banner ID by clicking on the magnifying glass Employees can be looked up using their first and last names Banner ID
41. e the processing tools for acceptable values for academic term hires http hr nmsu edu toolkits Special Note If you are hiring for one day only the Personnel Date in the Activate Hire Rehire NBAJOBS section above should be the date that the employee is starting the job regardless if it is a weekday or weekend In the Terminate NBAJOBS section you will enter a termination date as the next business day The termination date cannot be the same as the job start date and it cannot be on a weekend Page 16 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Labor Distribution Section The labor distribution section populates with information from Banner regarding the funding for this position For rehires you may need to simply verify that the information is correct however in other cases the index number or distribution percentages may need to be changed Labor Distribution 999996 00 Temp Faculty Instr Credit Current Effective Date 07 01 2014 COA Index Flad Organization Account Program Activity Location Project Cost Percent Encumbrance Override End Date New Effective Date MM DD YYYY Not Enterable 07 01 2014 Index Fund Organization Account Program Activity Location Project Cost Percent Encumbrance Override End Date a 107948 130005 101000 a 611300 0020 100 00 Total 100 00 Y Job Labor Distributions defaulted from the working Position Labor Distributions for fiscal year 2015 position 999996 Default from I
42. ent if they are sent to a physical location You may use the search feature to locate the appropriate value for this field The Distribution Organization number must match the Home Organization number 4 Current Hire Date You only complete the Current Hire Date for the transaction if this is the first job for this person at NMSU Otherwise leave this field blank The Current Hire date is the same as the personnel date for the position you are hiring This will be the date that the employee reports to work If a PEAEMPL record exists for the employee even if they don t have any active jobs and the PEAEMPLE is inactive the system will not allow you to enter or update the Current Hire Date field If you attempt to update the Current Hire Date field in this situation you will receive an error message Errors and Warning Messages Employee PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Current Hire Date must be left blank 3 indicates a required field Employee PEAEMPL For Primary Jobs Only Item Current Value New Value Employee Status Not Enterable Terminated A Employee Class Code E4 Staff P pt Q sR Home Organization 511 ZATION SVCS ue Distribution Orgn 510038 EMPLOYMENT amp COMPENSATI kS VOS 510038 Current Hire Date MM DD YYYY 07 01 2013 03 01 2015 Home COAS Not Enterable N N Distribution COA Not Enterable N N Activate Hire Rehire NBAJOBS 999992 00 Student Aide
43. er comments will provide information about why the EPAF was returned See the section titled Viewing Comments and Warnings pg 38 for additional information about viewing EPAF comments Your department may have internal standards for additional information to record in the comments section Any special notes or comments needed to assist with the hiring action should also be included Page 36 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Save then Submit Before you can submit an EPAF for approval you must save the EPAF Click Save before Approval Category Faculty Temp Hire Rehire with End Date HFTHIR you Submit After you click submit the EPAF will validate If errors or warnings are generated you will see the error messages displayed at the top of the EPAF detail screen You will not be able to submit the EPAF until the VALIDATION or ERROR message type errors have been corrected Errors and Warning Employee PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Home Organization and Job Location must match Employee PEAEMPL VALIDATION Home Organization and Distribution Orgn must match Ignore validation messages with the message type WARNING In particular you will often see an encumbrance method warning message upon submission pictured below No action is required for WARNING type messages Errors and Warning Activate Hire Rehire NBAJOBS WARNING WARNING Encumbrance Method is Value Inp
44. etail the Post Job Completion EPAF HLATES and HLATEH categories that are currently available describing each field that is available on the form including a basic description of acceptable values and examples that are relevant for each category The Post Job Completion process in EPAF is used in cases where unforeseen circumstances prevent departments from hiring an incumbent in a timely manner using standard hiring procedures prior to the job end date Performing a Post Job Completion hiring action is a last resort and should be used sparingly Again take special note that in order to begin the origination process for this type of action the incumbent must have already completed their job If the termination date for the employee is still in the future you must use the standard hiring procedures defined for that employee type These EPAFs have been created with some unique features which will eliminate manual payroll processes allowing the automated Payroll System to work In order for a Post Job Completion action to be loaded into Banner both HR Services and the Dean VP level approvers must approve the action Department originators are responsible for providing justification in the EPAF comments regarding why the action was not completed ahead of the job end date Two types of Post Job Completion actions are available The HLATES EPAF category is used to process salaried Post Job Completion EPAF transactions including actions for Graduat
45. maintain a clear employment history for the employee records in Banner The position suffix is a two digit alpha numeric code that uniquely identifies the position into which the employee will be hired First you ll want to determine if you are re hiring an employee for a position in your department or if you are hiring an employee for a position in your department for the first time by examining the job history Click All Jobs to see the complete job history Now look at the job list and answer the following questions Has the employee ever been hired at NMSU using this position number according to their job history If No enter suffix 00 If Yes is the employee being rehired using the exact same organization number o If No increase the highest suffix number by 1 o If Yes do the payroll effective dates for the new job overlap with the payroll effective dates for the active terminated job Yes increase the highest suffix by one No Reuse the suffix of the most recently used position number 3 Click Go 4 Click Save Click save will populate the PEAEMPL section with information if a PEAEMPL record exists for this person Also clicking save will populate the NBAJOBS section with current information from Banner if the position that you are filling is a rehire in your department This is important because you ll need this information to determine your next steps NME GCSE ALAS aaile Remember to Personal Information Stude
46. n w Employee Quick Links w Banner Self Service Edit Preferences Banner Self Service ES LaunchPad E Time Sheet l Personal Information r Update Addresses and Phones PO Leave Report Update Emergency Contacts more EB Quicklinks Leave Balances a aan E gt Self Service gt Leave Report Leave Balances Fay information Pay Information w Quick Links more A Reset Password 3 Once logged into myNMSU click on the Employee tab 4 Click on Employee to open Self Service Banner in a new window or tab NMRGQIANSIODE AIN STATE Personal Information Student Financial Aid AZT OES Search Go RETURN TO MENU SITE MAP HELP Employee Time Sheet Leave Report Request Time Off Electronic Personnel Action Forms Benefits and Deductions Retirement health miscellaneous and benefit statement Pay Information Direct deposit allocation earnings and deductions history or pay stubs Tax Forms W4 and W2 information Jobs Summary Leave Balances Direct Deposit Effort Certification and Labor Redistribution Salary Letter Tuition Waiver Dependents Tuition Waiver Employee Spouse Update Preferred First Name RELEASE 8 8 1 5 Select Electronic Personnel Action Forms July 2015 Version 1 1 Page 5 Electronic Personnel Action Form EPAF EPAF Categories Categories are used to select specific data entry forms related to the personnel action you want to perform In the following sections we d
47. n or equal to 1 50 Example FTE of 1 40 hours FTE of 5 20 hours 7 Hours per Day This value is automatically calculated and not enterable based on the FTE that you entered into the form Hours per Day indicates the average number of hours worked per day FTE X 8 Hours per Day 8 Hours per Pay This value is automatically calculated and not enterable based on the FTE that you entered into the form Hours per Pay indicates the number of hours worked per pay period FTE X 86 67 Hours per Pay 9 Pays This value is automatically calculated based on the job change reason and employment dates Pays are the number of pay periods over which the employee receives income 10 Factors This value is automatically calculated based on the job change reason and employment dates Factors are the number of pay periods when the income is generated and expensed 11 Job Location The job location is the organization number for the department that is hiring the employee The Job Location field and Timesheet Orgn field must be different Job Location is a 6 digit numeric field The Job Location field is a dropdown list that displays values in ascending order by job location number You can quickly select the job location from the dropdown by selecting the job location list and typing the job location number Note that in order to move to the desired number using this method you must type the number rapidly on your keyboard Page 30 Version 1 1
48. ndex Save and Add New Rows Labor Distribution Effective Date The effective date for the labor distribution is initially defaulted to the query date that you selected when the EPAF was created When the NBAJOBS Hire Re hire section is completed the Labor Distribution Effective Date will automatically change to the job effective date If the query date for the EPAF is later than the desired labor distribution effective date an error will occur and you ll need to delete the current EPAF and start a new transaction Errors and Warning ssag es Labor Distribution ERROR New Job Labor Distribution Date should be gt query effective date indicates a required field July 2015 Version 1 1 Page 17 Electronic Personnel Action Form EPAF Index and Account Code If you are rehiring the employee for a position within the same department the index number for the labor distribution will automatically populate with the previously used index number If this is a new hire for your department a default index number will be automatically populated into the index number field You cannot submit the transaction with the default index number for your department so an appropriate index to fund this position should be selected In any event you should always verify that the index number is the correct funding source for the position whether the transaction is for a new hire or a rehire Changing an Index If you need to change the index num
49. nic Personnel Action Form EPAF 3 Enter the Query Date defaults to today s date See the section labeled How to determine the query date for additional details about how to select the appropriate query date for the transaction How to determine the query date The query date is used to find jobs and display the job status for each job as of the query date entered The query date is also used to default values on the EPAF detail screen Caution The query date defaults to the current date and this is never the correct selection for this process since employment dates for this hire have already passed The query date must be earlier than or equal to the effective date for the job To ensure that the query date is earlier than the effective date select the first day of the month in which the employee began their job For example if an employee started working on 01 26 2015 set the query date to 01 01 2015 4 Select the Approval Category as appropriate In this case we are creating a Late Hire Hourly with End Date HLATEH EPAF 5 Click Go Position Selection Screen On the position selection screen you determine the position number and suffix for the action Query Date Nov 01 2014 Approval Category Late Hire Ho w end date HLATEH Acti an Hire ota NBAJO A ciri Surti Time Sheet Organization Start Date Last Paid Date Status Select Maa ATEA OOOO MO 1 AR e pe Non Exempt 521040 UNIV FIN AID amp SCHOLARSHIP SVCS Jun 0
50. nt Financial Aid IIT click Save before Se h Go e E RETURN TO EMPLOYEE MENU SITEMAP HELP continuing to Electronic Personnel Action Form complete the F Enter the information for the EPAF and either Save or Submit OBJECTHAME bwpkepal P_NewPersEpalDetl EPAF form Name and ID Pracilla A Brendelen 8000000 Transaction Query Date May 1 2013 Transaction Status Approval Catey dent Hire Rehire H5HIR Save Approval Types Account Gestmbuton Routing Qu we Transaction History indicates a required field July 2015 Version 1 1 Page 9 Electronic Personnel Action Form EPAF Employee PEAEMPL Each employee has only one PEAEMPL record even if they have more than one job In order to maintain consistent information for employees that are being rehired or have more than one position PEAEMPL should only be updated completely if this is the first job for this person at NMSU and it is only updated partially if the job will be the primary job for this person i e they have no active jobs If you are filling a position as a secondary or overload job because the employee already has current active jobs leave the entire PEAEMPL blank and you should continue on to the NBAJOBS section of the form The current information in this section populates PEAEMPL with information provided from Banner If you can t see the current values for the PEAEMPL record then you lack the necessary security to view the record details or no curren
51. otects private non public information of individuals Private non public information consists of information such as name Social Security Number date and location of birth gender credit card numbers and driver s license numbers Within NMSU employees are authorized access to University records only to the extent necessary to perform their official university duties and are responsible for protecting such information against unauthorized access or disclosure The New Mexico State University Policy Manual Chapter 2 General Operating Policies Section 2 90 contains specific information related to disclosure of records and information Examples in this manual may have personal data altered or blacked out to ensure privacy Electronic Personnel Action Form EPAF What is an EPAF An Electronic Personnel Action Form EPAF is used to originate electronic documents needed to process personnel actions such as hiring transactions and changes to existing job data EPAF is a Banner module that was designed to accommodate a more efficient approval signature process for centralized and decentralized HR operations or actions It improves and simplifies the process for completing and approving a wide range of Personnel Action Forms PAFs for all employee types EPAF actions are originated electronically by the various departments within the university to communicate employment decisions about their employees to the HR and Payroll department
52. oval Level from the approval level dropdown list Click the Remove checkbox next to the name of the user whose access should be removed Click Save Version 1 1 July 2015 Electronic Personnel Action Form EPAF Act as a Proxy If you have been assigned proxy access by another user you can view the approver summary for that user and act on their behalf Proxy or Superuser or Filter Transactions lt P Act as a proxy or a superuser and enter the following criteria to filter transactions Proxy For E Self 2 Act as a Superuser Submitted From Date MM DD YrrrY Submitted To Date MM DD YY Transactions Per Page 25 To act as a proxy 1 From the EPAF Menu click Act as a Proxy 2 Fromthe Proxy For dropdown list choose the user from the list of users 3 Click Go Note Your Proxy access will be enabled for the entire session Any actions taken by you when acting as Proxy will be recorded under your name not the name of the proxy Proxy access simply allows you to view information available under another user s approver summary Proxy access does not grant additional security July 2015 Version 1 1 Page 49 Electronic Personnel Action Form EPAF Glossary of common terms Refers to the name of the EPAF and its purpose It must contain one approval type at the least must go through before applying changes to the database Approval Type Refers to the type of actions requested on the EPAF form Every
53. pprovers for the EPAF transaction You can default the routing queue used for each EPAF Category to specify the approvers used for future transactions If you set up the default routing queue you can still specify different approvers if necessary for each transaction See the Default Routing Queue section pg 43 for additional details Routing Queue Approval Level User Name Required Action s HR1 HR Services aj approve 20 D WP Dean YP a Approve oo PAY Payroll a apply Not Selected Pf O fot Selected y Not Selected Pf O fot selected y Not Selected A A ot selected Not Selected A A ot selected Save and Add New Rows These EPAF s have a minimum of two levels of approvals HR Services and Dean VP The Payroll level does not approve or review the transaction in any way rather the Payroll level simply loads the EPAF records into Banner Only the approver selected for the HR Services and Dean VP level will review and approve the transaction 1 Enter the User Name for each level of approver a The search function can be used by clicking on the magnifying glass to the left of user name July 2015 Version 1 1 Page 35 Electronic Personnel Action Form EPAF b For HR Services Approval level you should select the correct HR Services Team Partner for your unit c For the Payroll approval level you may select any available approver on the search screen 2 Click Save and Add New Rows button to save your
54. s and or SSNs 3 Enter the Query Date defaults to today s date See the section labeled How to determine the query date for additional details about how to select the appropriate query date for the transaction How to determine the query date The query date is used to find jobs and display the job status for each job as of the query date entered The query date is also used to default values on the EPAF detail screen Caution The query date defaults to the current date and this is never the correct selection for this process since employment dates for this hire have already passed July 2015 Version 1 1 Page 7 Electronic Personnel Action Form EPAF The query date must be earlier than or equal to the effective date for the job To ensure that the query date is earlier than the effective date select the first day of the month in which the employee began their job For example if an employee started working on 01 26 2015 set the query date to 01 01 2015 4 Select the Approval Category as appropriate In this case we are creating a HLATES Post Job Completion Salaried Late Hiring with End Date EPAF 5 Click Go Position Selection Screen On the position selection screen you determine the position number and suffix for the action Query Date Nov 01 2014 Approval Category Student Hire Rehire HSHIR Activate Hire Rehire NBAJ 40BSS Search type Position SuffidTitle_____ Time Sheet Organization Start Date End
55. s you can sort or search for the transaction that you want to find 4 Click on the name of the employee for the EPAF you want to return for correction The EPAF detail screen will open in preview mode read only 5 Click Return for Correction to move the EPAF back to your current tab Void the EPAF EPAFs that have been saved or have been submitted for approval can be voided by the originator Once an EPAF has been voided it will remain on the EPAF originator summary screen under the History tab 1 From the EPAF menu click EPAF Originator Summary The Current tab displays Locate the transaction in the list If you have several EPAFs you can sort or search for the transaction that you want to find Click on the name of the employee for the EPAF you want to void The EPAF detail screen will open in preview mode read only Click Void to remove the EPAF from approval queues and move the transaction to the history tab Page 42 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Default Routing Queue Default routing queues can be set up by approval category Mandatory levels are set up automatically but you can manually populate the Dean VP approval user and the Payroll approval user Default routing queues are available for each EPAF approval category If you use more than one EPAF approval category you need to set the defaults for each category used Set the default routing queue EPAF Default Routing Queue T Select
56. son indicates the type of hiring action Job Change Reason Can apply to the following you are performing The job change reason determines the Employee Class validation rules for the personnel date and effective date as Codes HFA Cil C2 HSP C1 C2 Spring Term Hire HSUM1 C1 C2 Summer Term Hire Summer mini term 1 HSUM2 C1 C2 Summer Term Hire Summer mini term 2 HSUM3 Ele Summer Term Hire Summer mini term 3 HSUM C1 C2 Summer Term Hire Entire Summer HPART EL C2 Part of Term Hire HACD A3 A4 Academic Hire HANNL B3 B4 Annual or Prorated Hire 6 Annual Salary For most job change reasons the annual salary will be the total amount of money the employee will be paid for the job In the case of a prorated job change reason i e HANNL Hire Annualized Prorated for those employees that work on an annual basis and are not performing duties within an academic term use the Prorated Salary Calculator to calculate the Requested Base Salary RBS Only use the RBS as the annual salary for employees with the prorated job change reason HANNL Prorated Salary Calculator If you are processing a prorated transaction the RBS calculator will help you to determine the RBS for the prorated employment Access the RBS calculator online at the following address http hr nmsu edu managers hrcalc ebprbs html 7 FTE Full Time Equivalency FTE is a numeric indicator of workload for an employee FTE must be greater
57. t filter or search for the transaction that you want to find 3 Click on the name of the employee or transaction ID for the EPAF you want to delete The EPAF detail screen will open in preview mode read only 4 Click Delete to delete the EPAF transaction permanently Note You cannot delete an EPAF if it has been submitted for approval Only saved EPAFs can be deleted In order to otherwise make a submitted EPAF inactive you should void the EPAF which may require that you return the transaction for correction to yourself For additional information about returning EPAFs for correction and voiding transactions please see the History tab section below July 2015 Version 1 1 Page 41 Electronic Personnel Action Form EPAF History tab The history tab displays EPAF transactions that have been submitted for approval In addition EPAFs that have been voided will also appear under the history tab Return the EPAF for correction An originator can return an EPAF for correction after it has been submitted for approval in order to make updates or to void the transaction Once the EPAF has been returned for correction it will move to the Current tab of the originator summary screen Note You can only act on EPAFs that you have originated To return an EPAF for correction 1 From the EPAF menu click EPAF Originator Summary The Current tab displays 2 Click the History tab 3 Locate the transaction in the list If you have several EPAF
58. t PEAEMPL exists for this person Completing the PEAEMPL section for primary jobs Employee PEAEMPL For Primary Jobs Only Item Current Yalue New Value Employee Status Not Enterable Active Employee Class Code El Staff FT Reg Exe Home Organization 530350 CENTER FOR L Distribution Orgn 530350 CENTER FOR LE E Current Hire Date MM OD 01 25 2006 C Home COAS Not Enterable N Distribution COA Not Enterablej N 1 Employee Class Code The Employee Class is the most powerful rule from within Banner HR and its attributes trickle down to many other areas of the system The Employee Class is assigned to the Position Class NTRPCLS which is then assigned to the Position NBAPOSN NBAPBUD which is then assigned to the Job NBAJOBS It establishes earnings codes leave and benefit categories FT PT Status Pay ID time entry method and Pay salary hourly indicator Code Description C2 S6 i SG i Faculty PT Other PSL Graduate Assistant RA TA Graduate Assistant RA TA Page 10 Version 1 1 July 2015 Electronic Personnel Action Form EPAF 2 Home Organization The Home Organization is the organization number for the hiring department You may use the search feature to locate the appropriate value for this field 3 Distribution Organization The Distribution Organization is the organization number for the hiring department Technically this field determines where paychecks will be s
59. t account is being used for this type of expenditure Comments Comments are added to the EPAF transaction by the Originator when the EPAF is created Examine the comments to determine if sufficient information is provided Comments should include enough information about the transaction to allow the department to determine the type of work conducted for this position Course number section The course prefix course number and section number for the course or courses for which the employee will be paid Credit hours The total number of credit hours to be taught for which the employee will be paid Calculation for pay rate Write out the calculation for the total compensation for the employee by multiplying the credits units by the rate of compensation If the employee is not working in New Mexico the comments must include Employee working in name of the state Return an EPAF for correction If the EPAF transaction lacks required details or contains errors you can return the EPAF for correction to the originator of the EPAF To return the EPAF for correction 1 From EPAF approver preview screen click Add Comment 2 Add comments to the transaction with sufficient information that would enable the originator to identify and correct the error or omission in the EPAF transaction 3 Click Save to save the comments Click Return for Correction to return the EPAF to the Originator Approving an EPAF transaction If the EPAF transa
60. the Percent field for the first index Note You must enter a whole number For example use 50 to indicate 50 not 5 2 Enter the percent to be distributed in the Percent field for the second index Additional indexes may be added to the labor distribution and the percentage should be indicated for each index The total of all distributions must equal 100 3 Click Save and add new row Page 34 Version 1 1 July 2015 Electronic Personnel Action Form EPAF Remove an Index In some cases you may need to remove an index number used to fund a position You only need to remove indexes if more than one index was used in the past and the additional index is not needed If you need to change the index follow the procedure for changing an index as described on page 18 If you need to remove an index from the labor distribution follow these steps 1 Click the Remove checkbox associated with the index row that you would like to remove COA Index Fund Organization Account Program Activity Location Project Cost Percent Encumbrance Override End Date Remove a N a 107948 130005 101000 a 611300 0020 E Total 100 00 Default from Index Save and Add New Rows 2 Click Save and add new row Default Earnings Section The Default Earnings Section is automatically defaulted with the correct values Skip this section and proceed to the Routing Queue Section Routing Queue Section The routing queue specifies the approval levels and a
61. tion May be used in cases where regular faculty are teaching a summer session overload In order to determine the contract type you need to collect information about the employee s job history July 2015 Version 1 1 Page 27 Electronic Personnel Action Form EPAF If the employee had no active jobs during the employment term for which the action is being initiated you can specify Primary as the contract type If the employee had an active job during the previous employment period you may specify secondary Only use the Overload Contract type if the employee being hired already had an active regular staff or faculty position during the time of the employment period for which the action is being initiated If the EPAF is submitted as a primary contract type and the employee currently has a primary job a validation error message will display indicating that the person already has a primary job In this case choose secondary contract type and clear all values from the PEAEMPL section to pass the validation check 2 Personnel Date This is the date that the employee reports to work for this position The value entered for the Personnel date will be used to determine the Job Begin Date and Job Effective Date Reference the processing tools for acceptable values for academic term hires http hr nmsu edu toolkits Special Note If you are hiring for one day only the Personnel Date should be the date that the employee is starting the job
62. ut and salary has changed indicates a required field If the EPAF has been successfully submitted you will see a success message at the top of the EPAF detail screen Electronic Personnel Action Form Y The transaction has been successfully submitted LF Enter the information for the EPAF and either Save or Submit Upon successful submission the EPAF will be routed to the Dean VP level approver The EPAF will now be on your EPAF Originator Summary screen under the History tab For additional information about viewing saved and submitted EPAFs see the section labeled Originator Summary pg 38 July 2015 Version 1 1 Page 37 Electronic Personnel Action Form EPAF Originator Summary The originator summary displays EPAF transaction information for EPAFs that have been submitted for approval or saved The list only includes transactions that you have submitted Transactions by other departments or other originators in your department will not display in this list Sorting the transaction list You can sort the EPAF transaction list by column heading Click the arrows in the column to be sorted in order to sort the transactions PAF Transactions A Name A ID A Transaction 4 Type of Change Y La 1 Click the up arrow to sort the column in ascending order 2 Click the down arrow to sort the column in descending order Note You can only sort by one column at a time you cannot sort using multiple columns
63. your department a default index number will be automatically populated into the index number field You cannot submit the transaction with the default index number for your department so an appropriate index to fund this position should be selected In any event you should always verify that the index number is the correct funding source for the position whether the transaction is for a new hire or a rehire Changing an Index If you need to change the index number follow these steps 1 Copy the account code you ll need to reenter this number later 2 Enter the new index number in the index number field 3 Click the Default from index button 4 Paste or key in the account code number from step 1 5 Click Save and add new row Adding an Index In some cases the position may be funded by more than one funding source If you need to add another index number to the labor distribution follow these steps 1 Enter the new index number in the index number field on the first blank row of the labor distribution list Click the Default from index button 3 Enter the account code number as appropriate Click Save and add new row Changing the labor distribution percentage If the position is funded by more than one index number you can change the percentage that each index will pay out for the position If you need to change the labor distribution percentages for the position follow these steps 1 Enter the percent to be distributed in
64. zation Account Program Activity Location Project Cost Percent Encumbrance Override End Date New Effective Date MM DD YYYY Not Enterable 07 01 2014 Index Fund Organization Account Program Activity Location Project Cost Percent Encumbrance Override End Date a 107948 130005 101000 a 611300 0020 100 00 Total 100 00 Y Job Labor Distributions defaulted from the working Position Labor Distributions for fiscal year 2015 position 999996 Default from Index Save and Add New Rows Labor Distribution Effective Date The effective date for the labor distribution is initially defaulted to the query date that you selected when the EPAF was created When the NBAJOBS Hire Re hire section is completed the Labor Distribution Effective Date will automatically change to the job effective date If the query date for the EPAF is later than the desired labor distribution effective date an error will occur and you ll need to delete the current EPAF and start a new transaction Errors and Warning ssag es Labor Distribution ERROR New Job Labor Distribution Date should be gt query effective date indicates a required field July 2015 Version 1 1 Page 33 Electronic Personnel Action Form EPAF Index and Account Code If you are rehiring the employee for a position within the same department the index number for the labor distribution will automatically populate with the previously used index number If this is a new hire for

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