ePAF (student, adjunct, part-time, overload)

Body

Issue/Question

You have hired a new student, adjunct instructor, or part-time employee and need to submit a work authorization, or ePAF, for them.

Environment

Adjunct Instructor
Student Employee
Work Study
Part-Time Employee

Cause

Human Resources has asked you to submit an ePAF for your new employee. This will give your employee a time sheet and job record.

Resolution

Accessing ePAFs in Banner 9:
1. Visit SNAP.SDBOR.EDU
2. Under "Personnel Action Notices" - select EPAFs
3. Click on "New EPAF"
4. HR will send you a Banner ID for your new employee - enter this in the "ID" box and tab over.
  1. If the Banner ID begins with "A" you will need to capitalize the letter.
5. Enter your Query Date
  1. The Query Date must be on or before your Job Effective Date. The recommendation is that you make the Query Date the same day that your new employee will begin working.
6. Select your Approval Category
  1. TEMJH: Part-Time Hourly (most student ePAFs)
  2. TEMJS: Part-Time Salaried (adjunct/overload, salaried students)
  3. FOAPPM: Fund Source Change Permanent
  4. FOAPTM: Fund Source Change Temporary
7. Click "Go"
8. If you are continuing a student employee's position, you should be able to select from their list of jobs.
9. If you are entering a new job, type in the position number, use suffix 00, then click "Go" at the bottom of the page.
Step 3: Employee Job Detail
1. Contract Type
  1. Primary = employee is only working in one position.
  2. Secondary = employee is currently employed in another position and you are adding a second position.
  3. Overload = full-time employee's ONLY. This is used to add additional positions to a full-time employee's record. This is typically used for faculty members that will be teaching additional courses.
2. Job Begin Date
  1. The first time this employee has worked in this position.
  2. If the employee has never worked for your department before, use their current start date.
  3. If the employee has worked previously using the same position number, you will need to use their first start date.
3. Job Effective Date
  1. The date the employee will begin working (current start date)
4. Personnel Date should match the Job Effective Date
5. Job Status = "Active"
6. Title is determined by the supervisor. Position titles need to make sense based on the job duties.
  1. Ex: "Student Office Assistant," Student Grounds Keeper," etc.
7. Regular Rate is used for hourly ePAFs and must equal at least minimum wage in the state of South Dakota. Please use the SD Dept of Labor website to verify minimum wage.
8. Annual Salary is used for salaries ePAFS and must equal the total amount they will be paid for their job.
  1. Ex: the employee will be paid $100/month for 9 months. The annual salary will be $900.
9. Step = 0 (zero)
10. FTE
  1. Students = 0 (zero)
  2. Part-time = Number of hours per week divided by 40 hours
    1. Ex: your employee is working 25 hours per week. 25/40 = 0.625 The FTE would be 0.625
11. Employer Code: BHSU, Black Hills State University
12. Job Change Reason: AB000, Hire Temp Appointment
13. Timesheet Org - Ask HR if you need a list
  1. Ex: 6DOHR1, 6VPEM1, 6BDGD1, etc.
14. Supervisor ID, Supervisor Position, Supervisor Suffix
  1. This is something that the department needs to know. You can reach out to HR and request the Banner ID and position number of the supervisor, if needed.
  2. Supervisor Suffix is always 00 (zero zero)
15. Hours Per Day
  1. Students: this is typically 2 to 4 hours
  2. Part-time: estimate based on hours per week. If an employee is working 25 hours/week, a safe estimation is 5 hours per day.
16. Hour Per Pay
  1. Students: this is typically 40 to 80 hours (if working 10 to 20 hours/week)
  2. Part-Time: multiply hours per week by 4 (25 hours/week would be 100 hours/pay period)
17. Factor: number of months the employee will work
18. Pays: number of pay periods the employee will work
19. Factor and Pay typically match
20. Time Entry Method
  1. Hourly: Employee Time Entry Via Web
  2. Salary: Payroll Time Entry
Step 4: Employee Job Labor Distribution
1. This is where you enter the FOAP (Fund, Organization, Account, Program)
2. COA = S
3. Percent must always equal 100. If you are using more than one FOAP, be sure that the total is 100.
4. Make sure that the effective date is the first day your employee will work! Otherwise, the system doesn't know how to pay them.
Step 5: Employee Job Default Earnings
1. Start by clicking "Add Row" if the boxes do not automatically pop up.
2. Effective Date = Job Effective Date (from step 3)
3. Earnings:
  1. Hourly: "EPF"
  2. Salary: "REG"
4. Hours or Units Per Pay
  1. Hourly: 1 (one)
  2. Salary: Enter the number of hours the employee will be work per month (from step 3)
5. Shift = 1 (one)
6. End Date
  1. Hourly: leave this blank!
  2. Salary: use one day past the end date.
    1. Ex: employee is working 02/22/2023 - 05/21/2023, your end date here is 05/22/2023.
Step 6: Employee Termination
1. Job Effective Date: date of termination/last working day
2. Personnel Date: match Jobs Effective Date above
3. Job Status: Terminated
4. Job Change Reason
  1. Student: TV012, Completion of Student Employment
  2. Part-Time/Overload: TV013, Completion of Temp Appointment
Routing Queue
1. Budget (75), Human Resources (105), and SPC (150) MUST be on all ePAFs!
  1. Budget (75) - must approve
    1. Student (BSxxxx, BWxxxx): Anita Haeder
    2. Part-Time (BExxxx): Don Coble
  2. COORD SPC (85) - must be FYI
    1. System Payroll is requesting that all ePAFs be sent to Jessica Dold as an FYI.
  3. Human Resources (105) - must approve
    1. Cassie Maser
  4. System Payroll Center (150) - must apply
    1. ZZ_RIS - ZZ_RIS, ZZ_RIS
2. Department Specific/FYI - this is optional and based on your department requirements.
  1. Hiring Manager (50)
  2. Administration VP/CEO (55)
3. Special Options
  1. Financial Aid (65) - must approve
    1. Federal Work Study students ePAFs (BWxxxx) must be approved by Alyssa Blake
    2. Research Accounting (70) - all Grant Funded ePAFs must be approved by the grants office
Comments, Save, Submit
1. Comments are helpful, but not always required. A comment can help clarify why you are hiring someone or why you are paying them a certain rate.
2. Please show your work, not just a formula. Enter the exact numbers and the calculation for overload positions.
3. Make sure you use the exact amount, don't round!
4. Please make sure you put if an adjunct is masters/terminal/PhD prepared.
5. When you have added the information for your ePAF, click "Save"
  1. If you have errors, fix them and then resave. You must resave before you can submit!
  2. If you have no errors, a submit button will appear. Don't forget to submit!
Common Errors
1. Query Date should be the date of hire unless you are paying a salaried amount.
  1. Salary ePAFs require the full months - make query date mm/22/20yy
2. If the student employee already has a position on campus, you will need to enter their new job as "secondary."
3. Default Earnings
  1. EPF codes are active for one day (ex: 02/22/2023-02/23/2023)
  2. SOL/SUG/SUP/REG codes are active for full months (ex: 02/22/2023 - 03/22/2023)
4. Federal Work Study students cannot work before the beginning of the a semester OR after the end of a semester.
  1. Ex: if the semester is scheduled for 08/23/20xx through 12/14/20xx, your FWS ePAF can only run during those dates.
  2. You can submit an institutional work study ePAF for dates before and after the semester.
5. If an ePAF has been applied to Banner and it needs to be deleted, you must cancel it in the EPAF history AND notify HR so we can delete the JOBS record.
6. Make sure the suffix for supervisors is 00 (zero zero).
7. Student's must make at least minimum wage - this changes each year.
Tricks of the Trade
1. If you receive the message "Start date cannot be before end date," you will need to contact HR and request a record activation.
  1. Phone: 605-642-6549
  2. Email: BHSUHumanResources@bhsu.edu
2. If you need to add/change/delete a FOAP line, add the new line first, then change/delete the existing lines.
3. Warnings are okay - you can submit the ePAF.
4. Errors are not okay! - contact HR if you are unable to fix an error.
Adjunct ePAF Pointers
1. TEMJS
2. Annual Salary = total amount they will be paid over the semester
3. FTE = use the adjunct flow chart
4. Factor/Pay = use the adjunct flow chart
5. Time Entry Method = Payroll Time Entry
6. Step 5 Default Earnings
  1. Effective Date = beginning of semesters
  2. Earnings = REG
  3. Hours = hours per pay listed in step 3
  4. End Date = one date after the pay period fo the semester (ex: May 22, 20xx)
Overload/Stipend ePAF Pointers (Teaching only)
1. TEMJS = suffix on their primary position
2. Annual Salary = 0 (zero)
3. FTE = 0 (zero)
4. Factor/Pays = however many months they will be paid
5. Time Entry Method = Payroll Time Entry
6. Step 5 Default Earnings
  1. Effective Date = beginning of pay period
  2. Earnings = SOL, Supplemental Pay - Overload
  3. Hours = 1 (one)
  4. Special Rate = total monthly payment (ex: $15,000 over 3 months means the special rate would be $5,000 per month)
  5. End Date = one day after the pay period of the last month they will be paid
Supplemental Pay ePAF Pointers (FT staff that is adjuncting)
1. TEMJS - suffix on primary position
2. Annual Salary = 0 (zero)
3. FTE = 0 (zero)
4. Factor/Pays = however many months they will be paid
5. Time Entry Method = Payroll Time Entry
6. Step 5 Default Earnings
  1. Effective Date = beginning of pay period
  2. Earnings = SUP, Supplemental Pay
  3. Hours = 1 (one)
  4. Special Rate = total monthly payment (ex: $15,000 over 3 months means the special rate would be $5,000 per month)
  5. End Date = one day after the pay period of the last month they will be paid
ePAF Upload to Banner
1. ePAF cycles run from the 29th of the month through the 20th of the next month. All ePAFs should be entered and circulating by the 12th of each month!!
2. An out of cycle run should be limited to emergencies.