Who submits the EPAF and when?

An EPAF must be completed by the supervisor (or another employee who has been designated by them to do so) and submitted to the Student Emplyoment Office for each student that will be working in an ongoing basis during the academic year. Even if the student worked last year - or over the summer - an EPAF still needs to be submitted. Once the form is received and processed, the job will appear on the student's time entry BannerWeb page.

What are the benefits of EPAF'ing?

-Efficiency

-Viewable history for the supervisor

-Accuracy

-Searchable

-Information is tracked and validated

How do I get to the Electronic Personnel Action Form (EPAF)?

Log in to BannerWeb and select the Employee tab. You should see an option for 'Electronic Personnel Action Forms'. If you do not see this option, please contact SEO and ask to be given access.

What is a Default Routing Queue and how do I set this up?

By setting up your Default Routing Queue the EPAF, once submitted by you, will automactially go to the Student Employment Office for review and approval. Only once the EPAF has been completed will the student receive access to time sheets in order to submit the hours that they have worked for payment. Follow the below steps to set this up (this only needs to be done once!).

  1. Sign in to BannerWeb
  2. Select ‘Electronic Personnel Action Forms’ (This option will only appear if you’ve been granted access, if you don’t see this option please contact SEO.)
  3. Select ‘EPAF Originator Summary’
  4. Select ‘Default Routing Queue’
  5. Use the ‘Approval Category’ drop down menu to select ‘Add a Student Job, STUJOB’
  6. Select 'Go'
  7. Enter User Name ‘JENNA’ on the line titled ’85 – (HRISST) HRIS Student Approval’ and then tab so that the full name defaults in.
  8. Enter User Name ‘EKILPECK’ on the line titled ’90 – (HRIS) HRIS’ and then tab so that the full name defaults.
  9. Once you’ve confirmed that your screen looks exactly like the one shown below, click ‘Save and Add New Rows’.

Default Routing.png

How do I find my position number?

While in BannerWeb, select the Employee tab, then select Time Sheet. Choose the option to access your time sheets; your position number will display on the Time Sheet Selection page immediately following your title.

What is the 'Job Begin Date'?

The “Job Begin Date” is the date the student first began in the position. There can only be one begin date (for returning students the ‘Begin Date’ would be what’s listed in the Current Value column or as the ‘Start Date’ on the previous page – different employees have different access so not all supervisors can see the values in the Current Value column).

What is the 'Jobs Effective Date'?

The “Job Effective Date” is the date that we are making the position effective for the new academic year so that the student can enter hours for the dates that they’ve worked. There can be multiple effective dates if the student works in the position in multiple academic years.

If the correct effective date is not provided on the EPAF it can affect the student's time sheets. For example; Joe began working on Monday, 9/8/14 but the Jobs Effective Date that was entered on the EPAF was Wednesday, 9/10/14. Joe's time sheet will begin on Wednesday, 9/10/14 and he will not have the option to submit hours under Monday, 9/8/14 or Tuesday, 9/9/14.

What is the 'Regular Rate'?

This is the hourly wage that the student earns working in a specific position. For your reference, see the college's Wage Level Definitions and Student Wage Scale. The default rate in the 'Regular Rate' field is the level A wage for someone who has not previously qualified for a wage increase, either because they have not worked in that position before or have not worked more than 25 hours in that position in any given academic year.  If your position is not a level A on the wage scale, change this to the 1st year rate for the appropriate level.

What is a 'Timesheet Orgn'?

A timsheet org is a placeholder for time entry purposes. It is not the same as a budget org. If the timesheet org that the supervisor has access to is different than the timesheet org that the student was seated in, the supervisor will not have the ability to review or approve the student's timesheets.

How can I check the status of an EPAF?

You can view the status of any EPAF that you originated and saved in the EPAF Originator Summary. There you will find two tabs; Current and History. The Current tab will show you anything that is still in your queue (has not been submitted to our office). The History tab will show you anything that you have submitted and what its status is (i.e.; if it’s in SEO’s queue or if it’s been completed). See other FAQs for the various transaction statuses and what they mean.

What is "Transaction Status" and what do the different statuses mean?

Waiting - EPAF's that have not been submitted to SEO and are still in the Originator's queue. Originator must submit the EPAF otherwise SEO will not know that the student has been hired and will not give them access to timesheets. 

Returned for Correction - EPAF's that contain an error or incorrect data. SEO will make any necessary corrections and resubmit the EPAF. Originator takes no action.

Pending - The EPAF is pending SEO's approval. Originator takes no action.

Complete - The EPAF has been completed and the student now has access to timesheets.

Returned - The EPAF has been "Returned for Correction". Originator or SEO can correct and re-submt. 

Voided - The EPAF has been voided but its history remains available.

Overridden - The EPAF has been approved by a Super User.

Removed from Queue - The EPAF has been removed from the approval process (usually for correction).

How do I submit an EPAF that has a status of Waiting?

If you find an EPAF under the Current tab in your EPAF Originator Summary with a status of Waiting that means it has not been submitted to SEO. To submit it, click on the student's name to open the EPAF, then select Submit or Update then Submit.

What does "User does not have access to view current values" mean?

Depending on an employee's access, an EPAF Originator may or may not be able to see the values in the Current Value column of the EPAF (to the left of the New Value column). This message can be ignored; it's not necessary to see these values in order to submit the EPAF.