User Manual EPAF Student Hires
Contents
1. June 2015 Version 1 3 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 section we detail the Affiliated employee hiring category describing each field that is available on the form including a basic description of acceptable values and relevant examples Affiliated Faculty amp Staff are individuals who are financially independent of the university and associated to provide support or services to one or more university program without receiving monetary compensation Departments must complete the New Employee Data Form for those who are new to NMSU in order to establish an employment record in the banner system The EPAF must show an appointment end date no later than 12 months from date of hire Affiliated appointments may be renewed annually Affiliated hires will receive an Aggie ID for access to NMSU email access ID card library privileges etc Affiliated Faculty Policy 5 15 40 requires Provost Office approval for Affiliated Faculty hires In keeping with this policy please incorporate the following steps when hiring an Affiliated Faculty e Prepare a memorandum through the Dean Community College President VP to the Provost s Office e Inthe body of the memo please provide 1 Aclear statement of justification as to why it is in the university s best interest to grant affiliated faculty2. Item Current Value New Value Employee Status Not Enterable Active A Employee Class Code SR Student Regular ar gt Home Organization 440530 STUDENT ENGAGEMENT Q Distribution Orgn 440530 STUDENT ENGAGEMENT Q 7 Current Hire Date MM DD YYYY 08 24 2012 Home COAS Not Enterable N Distribution COA Not Enterable 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 All Affiliated hires use the ZP Employee Class Code 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 7 instead of s7 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 Page 10 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 3 Distribution Organization The Distribution Organization is the organization number for the hiring department Technically this field deter
3. www nmsu edu manual documents 07 29 09 policy manual final020110 pdf GLBA protects 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 June 2015 Version 1 3 Page 1 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
4. Add Not Selecte d Save 4 Click the Add checkbox 5 Click Save June 2015 Version 1 3 Page 27 Electronic Personnel Action Form EPAF EPAF Proxy Records Approval Level Dean VP D VP o Name Remove Add gt Ss MA Not E Save To remove a proxy From the EPAF Menu click EPAF Proxy Records As appropriate choose the Approval 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 Te DM uS Page 28 Version 1 3 June 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 Y Act as a proxy or a superuser and enter the following criteria to filter transactions Proxy For is Self Act as a Superuser Submitted From Date MM DD YYYY Submitted To Date MM DD YYYY Transaction age 25 _6o To act as a proxy 1 From the EPAF Menu click Act as a Proxy 2 From the 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
5. ean ie eR Ets 18 Search Transactioris tec tete eee ERREUR ER RRREE e Arg 19 Gicj amp cme c 20 Transaction status uie rtr reir e ehe repere e ERE Ee ESAEREN SEE MUN LER era an E EEEe De c ER er eau teens dues 20 Edita saved EPA d 21 Delete the EPAF ERR 21 FISTO tl AEE A E E EE E E E E 22 Return the EPAF for correction u ccceccccccccccccesesccceccesceseeeuecceecseeeueecesceceeeeseeueeseceeeeseseeeuuueeseueseuauensess 22 Mold the EPAE n eB EB eR a PT 22 Default Routing Queue a AD ettet un t Galle cete t eae ente tete uds 23 Set the default routing queue utere id dub e ree cud Ve teens 23 EPAE ApproVals eire ipei PM RE RAE PRO I CHR TE Mei RET 24 EPAF ApproverSumtafy ueste oce een ti acid 24 Viewing pending approvals retorica re t ERE elven aes 24 Important checks for approvers sess nnne ninh nana nsns nnne titia nass sns ta ann nis 25 Return an EPAF for cOrrectiOEi noie ct etae contra lake et Ee iR a aee EE T o nea Eb dee aeo decia ven 25 Approving an EPAF transaction ecce eet Re ERR PRETEREA ct circle s n 25 Filtet Transacti ns e o e ete e Rn e p NR toe T ERU aee ene RP eE 26 Proxy SEV UD evt A A e TA e AXa d A De dea veda Ye c Ve ceo evan Va eV a a Reign 27 A 29 Glossary of common terms A AA e e evento eee EE EROR 30 This Page Intenti
6. key OUT oia A cue idee itam ide uu eite ide cuu e e eiectus 2 PIXEL 2 efe S0 otr due 2 Field validation error checking ccccccccsssceceessececeesececseseeecsessecececsaeeeceesaeeecscsaeeeceeaaececsesaeeeeeeaeeeeees 2 HOW Brez ue CHz uii lC 3 What you should know before you begin the EPAF process ccccccccssssssssseeececessessneeeeeeeeessessaeeeeeesensees 3 Access EPAF through my nmsu edu using your DrOWSEL cssccccceceesesssnsceceeecessessaeaeeeeecessesenaeeeeeeseeeees 4 EPAF Categories n tnter eee Re Ya Ta Ee ee Ra eene Rd e ea a XE Ea bd e ee ba eee ba Ee ee ba Eve Hd dd Ee Ran Ede a 6 Ahfiliated Faculty scenes O 6 xuiliEi zonam R 6 Creating a Nsssnidde 7 How to determine the query date ccccccccssssssecccecesseseneeeeeeecesseseeaeseseesseeseauaeeeeeeuseesesasaeeeeeesseeseaaeas 8 Position Selection Scree m A aeania neeaae oade aea aaaea ea aaia pasie aa iia 8 Employee ds idc EE 10 Activate Hire Rehire NBAJOBS cccccccccesssssssccccccecsesssscseceecescecsesesseeeecceceesesuaeceeceecsesenuaeceeeeecsenenaees 12 Terminate NBAJOB c Aaaa AaS 14 Ro ting QUEUE SECO neret ea eiea e a eaa a eaa aea REEE eb E Ri 15 MIRI 17 Origirniator Surtitaly usc ia code inn 18 Sorting the transaction lui it id rade dene Ue Rege de 18 Viewing comments and warnings oie ee oret ee eer tone Se LEY eni UR voe etaed Se aee Di
7. 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 In order to determine the contract type you need to collect information about the employee s job history If an employee currently has no active jobs you can specify Primary as the contract type If an employee currently has an active job you may specify secondary 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 Note The Overload contract type is not applicable to this approval category Page 12 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 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 3 Title The title appears as a drop down list with all available titles for this employee classification 4 Employee Class Code The Employee Class code for the NBAJOBS record should match the Em
8. status 2 The term not to exceed 12 months rank and other conditions and expectations of these honorary appointments 3 The criteria upon which the determinations are based vary depending upon the background of the appointee the nature of the discipline represented and the needs of the university In general persons appointed should have qualifications commensurate with the corresponding rank of tenure track faculty appointees 4 Once approval from the Provost Office is obtained provide a copy to HRS Employment Services in conjunction with the submission of the hiring action Indicate the EPAF contract number on the approved memo Affiliated non faculty Please incorporate the following steps when hiring an Affiliated non faculty e Prepare amemorandum through the Dean Community College President Vice President to the Assistant Director Employment Compensation Services MSC 3HRS e Inthe body of the memo please provide 1 Aclear statement of justification as to why it is in the university s best interest to grant affiliated non faculty status 2 The term not to exceed 12 months 3 Conditions expectations of the appointment Page 6 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 4 Once approval from the Assistant Director Enployment Comp Svcs has been granted the hiring action can be submitted through EPAF Indicate the EPAF contract number on the approved memo Affiliated Hire Rehire with End Dat
9. the F Enter the information for the EPAF and either Save or Submit OBJECTNAME bwpkepaf P_NewPersEpafDetl EPAF form Name and ID Pracilla A Brendelen 8000000XX Transaction Query Date May 1 2013 Transaction Status Approval Categ Gent Hire Rehire HSHIR Save Approval Types Account Distribution Routing Queue Transaction History indicates a required field June 2015 Version 1 3 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 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
10. 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 June 2015 Version 1 3 Page 21 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 EPAFs 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
11. Electronic Personnel Action Forms EPAF Hiring Affiliated Faculty and Staff 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 0 12 12 2013 Initial Version 1 1 8 4 2014 Modified version to include updates to user interface link to Administration and Finance forms 1 2 1 28 2015 Updated Current Hire Date information in PEAEMPL section 1 3 6 24 2015 Updated Browser support information IE is no longer supported Table of Contents Information Non Disclosure at NMSU 00 ec ceecceeeeececeeeceesaeceeaeeceeeeeeaeeseaaeceeaeecaeeeeaaeceeaaeseeeesaeeeeaaeeseaeeseeeess 1 What iS an EPAR dE 2 EPAF
12. Transaction Status Refers to the status of the EPAF transaction as a whole Page 30 Version 1 3 June 2015
13. access does not grant additional security June 2015 Version 1 3 Page 29 Electronic Personnel Action Form EPAF Glossary of common terms Approval Category Refers to the name of the EPAF and its purpose It must contain one approval type at the least Approval Level Refers to a step in the approval hierarchy through which the transaction must go through before applying changes to the database Approval Type Refers to the type of actions requested on the EPAF form Every 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 Approver 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 Originator 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 Queue Status Refers to the status of the transaction with regard to an individual defined in the routing queue Transaction Refers to the whole approval process from the moment it was initiated by the originator to the moment when changes are applied to the database
14. 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 Note Comments cannot be deleted Page 16 Version 1 3 June 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 Submit Save 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 mployee PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Home Organization and Job Location must match mployee 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 Messages Type Message TypeDescripiion gt gt O 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 A
15. ck their approval queue periodically EPAF Approver Summary EPAF Approver Summary Givi In My Queue History Select the link under Name to access details of the transaction Y Filtering On Queue Status Go Pending 7 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 24 Version 1 3 June 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 Comments Comments are added to the EPAF transaction by the Originator when the EPAF is created Originators use the comments section to include additional information about the transaction not otherwise recorded in the available form fields Examine the comments to determine if sufficient information is provided in order to approve the transaction Return an EPAF for correction If the EPAF transaction lacks required details or contains errors you can return the EPAF for correction to th
16. ction Form Y The transaction has been successfully submitted 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 18 June 2015 Version 1 3 Page 17 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 Transaction V 1 Click the up arrow to sort the column in ascending udo 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 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
17. d Password 2 Clickon the Login button Page 4 Version 1 3 June 2015 Electronic Personnel Action Form EPAF w QuickLaunch Navigation v Employee Quick Links v Banner Self Service v RSS Edit Preferences Banner Self Service NMSU LaunchPad o B Time sheet aij Personal Information C Update Addresses an conta DR Leave Report Update Emergency more E NN Grant uickLinks gt Employee Eo Leave Balances Time Sheet q gt Self Service gt Leave Report J r Pay Informati Leave Balances H ay Information Pay Information wl w Quick Links mia all E NN collab a Reset Password 3 Oncelogged into myNMSU click on the Employee tab 4 Click on Employee to open Self Service Banner in a new window or tab WMA New Mexico State University STATE Personal Information Student Financial Aid ITUTO Search Go RETURN TO MENU SITEMAP 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
18. e HAFFL This section describes the process of completing an Affiliated Hire Rehire with End Date HAFFL approval category to hire Affiliated Faculty and Staff Creating a new HAFFL New Mexico State University STATE Search o RETURN TO EMPLOYEE MENU SITEMAP HELP EXIT Electronic Per Action Form EPAF Origina mary New EPAF Act as a Proxy wered by RELEASE 8 3 SUNGARD SCT HIGHER EDUCATION 1 From the Electronic Personnel Action Form screen click New EPAF New EPAF Person Selection Enter an ID select the link to search for an ID or generate an ID Enter the Query Date and se indicates a required field ID 800xxxxxx Pracilla A Brendelen Fa Query Date MM DD YYYY 11 27 2012 s AY Approval Category Not Selected _So 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 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 June 2015 Version 1 3 Page 7 Electronic Personnel Action Form EPAF 4 Select the Approval Category as appropriate In this case we are creating an Affiliated Hire Rehire with End Date HAFFL EPAF 5 Click Go How to determ
19. e EPAF Menu click EPAF Originator Summary Click Default Routing Queue 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 June 2015 Version 1 3 Page 23 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 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 che
20. e have about two weeks left in our campaign this year and are still more than 10 000 away from our 30 000 goal 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 difference In fact we recently had a chance to visit with the executive 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 Please take a moment to hear her story at http youtu be TwyDm5fBGg8 Registration and Schedule Information To improve sustainability starting spring 2012 NMSU will no longer print a paper version of the Course Schedule Learn more Registration and Schedule Information Useful Links and Contact Information Banner and Cognos and NMSU Banner INB and ERP Systems Cognos Reporting Frequently Requested Help Password Resets 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 1 Enter your NMSU User Name an
21. e originator of the EPAF To return the EPAF for correction From EPAF approver preview screen click Add Comment 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 4 Click Return for Correction to return the EPAF to the Originator Approving an EPAF transaction If the EPAF transaction 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 June 2015 Version 1 3 Page 25 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 Act as a proxy or a superuser and enter the following criteria to filter transactions Proxy For Self Act as a Superuser O pa Submitted From Date MM DD YYYY Submitted To Date MM DD YYYY Transactions Per Page 25 D To add a filter 1 From the EPAF Menu click Act as a Proxy 2 Set the submitted from date as appropriate to limit ret
22. ection Transaction status Status Description 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 Return for Correction This status indicates that an EPAF has been returned for correction by the 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 Disapproved The transaction has been disapproved by a person defined in the approval queue The individuals defined after them in the approval queue can 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 statu
23. fox Ele Edt View History Bookmarks Tools Hep Ly EPAF Orignator Summary nmsu edu eb myca nome Most visited NMSU Labs El NMSU Training Central disable d Cookies css J Forms E Images information 5j Mscelanecus Outines yf Resize Y Toolse B View Source Options Osude ars dime 4 shares lt gt Ust 2 Info 4 ukes Tools NMSU myNMSU Through myMMSU students faculty and staff can access registration grades Banner Self Service email time and leave reporting online learning phonebook and much more Login Login Password Forgot Username Forgot Password New User Create an account NEED ASSISTANCE Contact the ICT Help Desk by phone at 575 646 1840 or via email at helpGnmsu edu https my nmsu edu Scheduled Maintenance November 29 2012 jork Operation Center NOC will need to perform maintenance from 5 00 am 7 00 am Thursday November 29th on network that was affected by the electrical outages over the Thanksgiving break niy 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 6 1840 or via email at hepgnmsu edu Dear NMSU Community If you have not already taken a moment to participate in NMSU s 2012 United Way Campaign please visit http www nmsu edu unitedway W
24. 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 f the person you are hiring does not have an AggielD or they have never worked for the university please complete the New Employee Data form on the HRS Web site http hr nmsu edu managers newhire Access is required to use the EPAF system Please download complete and route the security form to gain access to the system http af nmsu edu forms Some job aids and tools will also help Processing Toolkit The Processing Toolkit is a collection of resources that provides details about hiring Affiliated Faculty and Staff using EPAF http hr nmsu edu toolkits June 2015 Version 1 3 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 Please Note Internet Explorer is not support We recommend alternate browsers such as the latest versions of Mozilla Firefox Google Chrome or Apple Safari Welcome myCampus Mozilla Fire
25. he 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 Page 8 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 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 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 is a rehire in your department This is important because you ll need this information to determine your next steps Remember to click Save before T Ese RETURN TO EMPLOYEE MENU SITE MAP HELP continuing to New Mexico State University STATE Personal Information Student Financial Aid TITS Electronic Personnel Action Form complete
26. ine 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 may not always be what you want 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 for which the employee will be hired For example if an employee will begin work on 11 15 2014 set the query date to 11 01 2014 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 Ty NBA ATE Tite Time Sheet Organization Start Date End Datel Last Paid Date status select ou 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 Description Position Number Affiliated Faculty 918997 Affiliated non faculty 918897 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 t
27. kup 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 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 Page 2 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 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 transaction that you should
28. le 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 Page 14 Version 1 3 June 2015 Electronic Personnel Action Form EPAF 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 24 for additional details Routing Queue Approval Level User Name Required Action po yv oemve CC o Japos 89 pay Payrall OT 0 fa not Selected El a Not Selected E Not Selected Q Not Selected Not Selected a Not Selected Not Selected Save and Add New Rows a Not Selected y The Affiliated Hire EPAF has two routing queue levels including Dean VP Approves the transaction Payroll Applies the transaction to the database The Payroll level does not ap
29. mines 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 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 Type hh Message Type Decent ttt S ER PEAEMPL amp Activate Hire Rehire NBAJOBS VALIDATION Current Hire Date must be left blank Lm indicates a required field Employee PEAEMPL For Primary Jobs Only Item Current Value New Value Employee Status Not Enterable Terminated A Employee Class Code Home Organization Distribution Orgn 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 Statu
30. onally Left Blank Electronic Personnel Action Form EPAF Information Non 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
31. originator or approver Page 18 Version 1 3 June 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 From the EPAF menu click either EPAF Approver Summary or EPAF Originator Summary 2 Click Search The EPAF search screen displays Transaction Search Enter the Last Name and or First Name of the person or an ID Or enter a Transaction number wildcard earch Criteria Last Name First Name Transaction Number Transactions per Page 25 So 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 Click Go An EPAF search results screen will display showing all transactions that match your search criteria 5 You can view the transaction detail for a transaction by clicking on the employee name June 2015 Version 1 3 Page 19 Electronic Personnel Action Form EPAF Current tab The current tab displays EPAF transactions that are saved or returned for corr
32. ployee Class code for the PEAEMPL record if the job is the primary job for the employee All Affiliated hires use the ZP Employee Class Code 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 numbers The Job Location field is a dropdown menu 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 menu 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 5 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 the different numbers The timesheet orgn must begin with the letter T June 2015 Version 1 3 Page 13 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 Terminate NBAJOBS 918997 00 Affiliated Faculty Item Current Value New Value Job Status Not Enterable Fr Jobs Effective Date MM DD YYYY Not Enterable Personnel Date MM DD YYYY Job Change Reason Not Enterab
33. prove or review the transaction in any way rather the Payroll level simply loads the EPAF records into Banner 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 b For the Dean VP level choose the approver in your organization that is designated to approve your department s transactions 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 June 2015 Version 1 3 Page 15 Electronic Personnel Action Form EPAF Comment Originators 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 at the Dean VP approval level Both originators and approvers will be able to see the comments in the originator or approval summary screens respectively 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 the comment contents will not display in the comment field In order to see previously saved comments click the note button next to the comment field Comment Notes button Comments may also be
34. s Not Enterable lA Contract Type Primary Y Job Begin Date MM DD YYYY Not Enterable 03 01 2015 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 June 2015 Version 1 3 Page 11 Electronic Personnel Action Form EPAF Activate Hire Rehire NBAJOBS Activate Hire Rehire NBAJOBS 918997 00 Affiliated Faculty Item Current Value New Value Job Status Not Enterable a Contract Type Not selected esce i Job Begin Date MM DD YYYY Not Enterable Jobs Effective Date MM DD YYYY Not Enterable Personnel Date MM DD YYYY Title Not Not Selected E Employee Class Code Not Enterable Annual Salary Not Enterable FTE Not Enterable Hours per Day Not Enterable Hours per Pay Not Enterable Pays Not Enterable pa Factor Not Enterable p Job Location Not Selected Timesheet Orgn Job Change Reason Not Enterable HAFFL 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
35. s will be used when you opt to cancel an entire transaction after it has been applied to the database Cancelling a transaction after it has been applied will have no effect on the transaction in Banner Page 20 Version 1 3 June 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 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 delete The EPAF detail screen will open in preview mode read only 4 Click Delete to delete the
36. 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 22 Version 1 3 June 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 Approval Category Not Selected o Approval Queue Approval Level e Required Action Not Selected Not Selected Not Selected E af Not Selected y Not Selected Q Not Selected y Not Selected sj a Not Selected y Save and Add New Rows 1 From th
37. urned results in your summary screen that are greater than the date entered 3 Setthe submitted to date as appropriate to limit returned results in your summary screen that are less than the date entered 4 Setthe 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 the EPAF Menu click Act as Proxy 2 Clear all date fields in the filter screen 3 Click Go Page 26 Version 1 3 June 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 Jai tv Search Go Electronic Personnel Action Form EPAF Approver Summary EPAF Originator Summary New EPAF Act as a Proxy RELEASE 8 5 2 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 Search _Go EPAF Proxy Records Approval Level Dean VP D VP Name emove
38. within the university to communicate employment decisions about their employees to the HR and Payroll department 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 service 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 how to process Affiliated Faculty and Staff hiring actions 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 transactions Lookup fields Loo
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