Transcript Document
Student Employment Training & Development EPAF (Employee Personnel Action Form) Electronic Hiring Step 1: • To begin the EPAF process you will have your student complete the 2014 – 2015 Student Employment packet. Student Employees can find the packet on the front page (Welcome Page)of their MyCSU account. It is located in the lower left hand corner of the page. • Supervisors will then print the packet and sign the W-4 & I – 9 Forms. Make sure that your student signs both forms too. • Once the packet has been completed, please upload the completed packet to [email protected]. • Please do not forward paper copies to Career Services, Financial Aid, or Payroll. The EPAF process eliminates the paper packet. • If there are questions about the process indicated above, please feel free to contact Payroll, ext. 6367. Step 2: • Supervisors must log in to MyCSU. Step 2: • In the right hand bottom corner, click “Click here to” under Academic Services Step 2: • Under Administrative Services – Access to Important Links, click the highlighted paragraph to advance to the next page. Step 2: • Click the highlighted “Employee” option. Step 2: • Click the fourth option “Electronic Personnel Action Forms” on Employee page. • Approved Start Dates (See notes below before proceeding to the next slide) • ST01 12/07/14 ST02 12/21/14 • ST03 01/04/15 ST04 01/18/15 • ST05 02/01/15 ST06 02/15/15 • ST07 03/01/15 ST08 03/15/15 • ST09 03/29/15 ST10 04/12/15 • ST11 04/26/15 ST12 05/10/15 • ST13 05/24/15 ST14 06/07/15 • ST15 06/21/15 ST16 07/05/15 • ST17 07/19/15 ST18 08/02/15 • ST19 08/16/15 ST20 08/30/15 • ST21 09/13/15 ST22 09/27/15 • ST23 10/11/15 ST24 10/25/15 • ST25 11/08/15 ST26 11/22/15 Notes: If a start date is anything other than what is listed above the EPAF will be Returned for Correction. Step 3: • To begin building the EPAF, the following steps must be completed. • On the Electronic Personnel Action Form page, click “New EPAF”. • Enter Student ID number from completed packet. If necessary, you may search their ID number by clicking the magnifying glass icon to the left of the ID field. • Enter your query date in MM/DD/YYYY format(Use next available Start Date) To enter the correct date, find the date on the Student 2015 Pay Schedule that you are completing the EPAF and use the next Pay Period listed on the schedule. For example: If I am completing the EPAF process on 1/13/15, I would make the query date 01/18/15 which is the start date of the ST04 pay period. 1/13/15 falls within ST03 and you are not able to begin a student in the middle of a pay period. (If there are questions, please feel free to contact Payroll ext. 6367) • Use drop down menu of Approval Category to select “New Employee – Electronic Personnel Form, NEWHIR” Step 3: • Click “Go” to advance to next page. • On the New EPAF Job Selection page, you will enter a position number for your Student Employee. Your student must show you their Federal Work-Study status by providing you with their FWS award letter. (You can also access the information via MyCSU. Please see directions for accessing FWS status at the end of the presentation.) • Position 000631 Suffix 00 will be used for Federal Work-Study students ONLY. • Position 000700 Suffix 00 will be used for students who are being paid from your Department Funds or Grant ONLY. • Click “Go” to advance to next page. Step 4: • To enter student information on the Electronic Personnel Action Form page the following steps are required: • Enter Current Hire Date. Use the same date you used for the query date. • Enter Home Organization number. This is your department number. This step cannot be skipped. If you do not know your department number, please check with your department. • Enter Distribution Organization. Always use “9776”. • Select your District Code from the drop down menu. Please do not skip this step. • Enter I9 Date. Most likely, this will be the same date that you are completing the EPAF. Your Student Employee should fill out the I9 form at the same time you are entering the EPAF. Step 4: • Enter Job Begin Date. Remember to format your date as MM/DD/YYYY. Your Job Begin Date should be the same as your Query Date and Current Hire date unless your are hiring a student that has held a previous Work – Study job. In that case you will leave the field blank. The system will pull the information automatically. • Enter Job Effective Date. The date should be the same as the Query Date and the Current Hire Date. • Enter Regular Rate. Student pay ranges from $8 to $12. The rate of pay is left up to the Supervisor’s discretion. • Enter Assign Salary. To figure the salary, multiply the rate of pay times 40 hours. • Enter Annual Salary. To figure the annual salary, multiply the assigned salary times 26 pays. • Enter Factor. Always use 26. Step 4: • Enter Timesheet (Orgn) Organization. This should match your Home Organization number. • Enter Supervisor ID. Supervisors if you are unsure of your ID #, you can locate the information on your home page of MyCSU in the top right hand corner. • The section following the Supervisor ID is the Labor Distribution section. This is how you tell Banner what fund and organization to pull funds from. The breakdown for FWS and Department/Grant is below: • FWS will always be Fund 8018, Organization 8018, Account 61500. The program number is defaulted and cannot be changed. • Department will always be Fund 0000, Organization (Your Dept. #), Account 61600. • Grants will be the grant number you are working under and usually grants begin with 8 or 9. Example: Fund 9236, Organization 9236, Account 61600. Step 4: • The next section determines Pay Codes. Student Employment only has one earn code and that is REG. Please follow the steps outlined below to complete the section. • Effective Date. Use the same date as your Query and Current Hire Date. • Earnings. Use the drop down menu and select “REG, Regular Pay”. • The final step routes the EPAF for approval. You will enter the following “User Names” in the following order: • 10 – (FINAID) Financial Aid LWALLACE • 80 – (PAYRL) Payroll APPROVE TREESE • 90 – (HR) Human Resources DFRISCO • Scroll to the very bottom of the EPAF page and click “Save”. APPROVE APPLY Accessing FWS Award Info via MyCSU: • Log in to MyCSU. • Select link under Academic Services “Click here to”. • Select highlighted paragraph under Administrative Services – Access to Important Links. • Select “Student & Financial Aid”. • Go to top of the Student page and click “Financial Aid” tab. • Select “Award” from the list. • Select “Award for Aid Year”. • Select the aid year from the drop down menu. • Select the “Accept Award Offer” tab. • Look through the list of awards for FWS Work-Study to find out how much has been awarded. If FWS Work-Study is not listed the student did not receive or accept the funds.