Transcript Graduate Assistantship PowerPoint

East Carolina University
Revised 12/14
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Documents to be submitted to Graduate
School
• Completed and signed graduate contract
• Terms and Conditions
• SACS form (for teaching assistants only)
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Documents to be submitted to Payroll office
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Documents to be submitted to SEO
• Income tax forms
• Direct Deposit forms
• I-9 form
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SECTION ONE
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Verify that you are using the
latest version of the GA contract.
Updated versions will be posted
on the Grad School website.
Indicate if this is a new or revised
contract.
Select type of assistantship based
on job duties:
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Teaching Assistant (GTA) - Works with a
faculty member to assist in the
preparation or delivery of class/lab
instruction.
Research Assistant (GRA) –Research
related tasks such as field work, lab
work, theses/dissertations, etc.
Graduate Assistant (GA). Job duties that
are administrative in nature such as
clerical/office work. Not to be paid
using Grad School funds.
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SECTION ONE
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Choose semester from dropdown menu and type in the
year.
Beginning Date is the FIRST
day the student begins
working in your department.
Ending Date is the LAST day
the student works in your
department.
EPAF transaction number
should be filled in once the
epaf has been completed.
• If your epaf is revised, be sure to
update the contract with the new
transaction number.
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SECTION TWO
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Complete all employee
information in this section.
All boxes must be filled.

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Double check the Banner
ID!
Department/Section Select your appropriate
code from the from the
Dept. Code List. This is the
department that the
student will be working in
not the department that
the student is admitted to.
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SECTION THREE
•Position
# - Use the position number
assigned to your department. If you
have additional questions, please
contact the appropriate budget office.
•Suffix
- The suffix is the sequential
number for each job appointment for
that particular student. Beginning with
00, each subsequent appointment will
be 01, 02, etc.
•Account
Number — Based on
assistantship type.
• GTA – 60103
• GRA – 60154/60104
• GA - 60155/60105
•#
of Pays – Count the number of pay
periods between the beginning and
ending dates. Refer to the payroll
calendar for assistance.
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
FTE indicates the number of hours worked per week.
Fall/Spring
5 hrs = .125 FTE
10 hrs = .25 FTE
15 hrs = .375 FTE
20 hrs = .50 FTE*
25 hrs = .625 FTE
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SECTION FOUR
•Section
four consists of a
detailed job description for a
GTA or GA. The duties,
expected products and
evaluation metrics should be
completed by the immediate
supervisor, graduate program
director or Grant PI.
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SECTION FIVE
•Section
five consists of a detailed job
description for a GTA or GA. The
duties, expected products and
evaluation metrics should be
completed by the immediate
supervisor, graduate program
director or Grant PI.
If the student is teaching include the
Course Name, Number, Section and
responsible person for the course has
to be listed.
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Must also complete and submit
the attached SACS form.
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SECTION SIX & SEVEN
Section 6 should be completed by the
student.
DE students – Registered for 100% distance
education courses.
• Only eligible for assistantships if the job
consists of significant face to face interaction
with their mentor/supervisor.
Full - time students – Enrolled in 9 hours of
graduate level course work or at least 3
thesis/dissertation hours while in last
semester
• Non-degree students may not be hired using
Grad School funds.
Section 7 must be signed by both the
student and their supervisor. The
contract will be returned if this is not
done.
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REMINDERS
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All contracts must be scanned and e-mailed to
[email protected]
Before sending to the Grad School, verify that the student has
signed and dated the Terms and Conditions. It will be
returned to you if this is not done.
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Be sure to include the student’s name in the subject line or
attached file name.
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All contracts/epafs should be submitted to the Graduate
School at least 3 business days before the IPS deadline.
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If you miss the payroll deadline, you must submit a MTE to
catch the student up on their pay.
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BUDGET CHANGE FORM
If corrections need to be made to
your budget information after the
epaf has been applied, a new
contract is not needed. You can use
this form instead.
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•This
form can be used for budget
changes ONLY. (Not for salary,
hours or duty changes)
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COMMONLY USED EPAFS
G New Hire Grad Assistant
G Add a Graduate Assistant Job
HN0009
AJ0008
G End Graduate Assistant Job Prior to End of
Contract
G Extend a Graduate Assistant Job
EJ0015
CG0013
G Grad Asst Adjustment to Annual Salary, FTE, and
or Funding
“Two Part Step”
CG0016
A End Additional Job (employee is not separating)
A Remove Future Dated Termination Record
EJ0001
EJ0004
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EPAF DESCRIPTIONS
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New Hire Grad Assistant Job (HN0009) - Used for hire students that do not have
another job in the system.
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Add a Graduate Assistant Job (AJ0008) - Used when a student has another job of
ANY KIND in the system. Use the NBAJOBS screen in Banner to verify.
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End Graduate Assistant Job Prior to End of Contract (EJ0015) – Use this epaf to end
the job sooner than the original date. You cannot use this epaf if you want to end
the job during the current pay period.
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Extend a Graduate Assistant Job (CG0013) – Use this epaf if ALL information is the
same as the previous job. Must mirror the previous job exactly.
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Grad Asst Adjustment to Annual Salary, FTE, and or Funding (CG0016) – Used to
change the salary, FTE or Funding. A revised contract initialed by the student must
also be submitted for salary or FTE changes.
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TWO PART STEP
This two part epaf method should be used if a job needs to
be ended within the current pay period.
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Remove Future Dated Termination Record - This epaf
removes the original end date.
End Additional Job (employee is not separating) – This epaf
will end the job. This epaf can only be submitted after the
first step has been applied.
Both steps must be completed or the student will remain
on payroll indefinitely.
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Query Date - The date the epaf
should become effective. For GA’s,
always use either the 1st or the 16th.
Current Hire Date - First day the
student physically begins working.
Job Begin Date , Jobs Effective Date
and the beginning Effective Date
should all match. This date indicates
when the epaf should become
effective. Always use the 1st or the 16th.
The Query Date will default into these.
Personnel Date – The first day the
student starts working. Should match
the contract Beginning Date, Current
Hire Date and the I-9 Date.
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Ending Jobs Effective Date will
be the last day the student will
get paid. This date will always
be the 15th or the last day of the
month.
Ending Personnel Date is the
last day the student works. This
date should match the Ending
date on the contract.
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ROUTING QUEUE
All Graduate Epafs must be routed through the Graduate School.
• Graduate Assistants paid from State Funds for Main Campus, Allied Health
Sciences, or School of Nursing must be approved by University Budget Office
(#27)
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School of Medicine-BRODY must be approved by Admin and Finance (#26).
Graduate Assistants paid from Special Funds must be approved by Special
Funds (#25).
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•Graduate
Assistants paid from Foundations must be approved by John
Lancaster (#24). Please e-mail him per his request.
Graduate Assistance paid from MFPP must be approved by Medical
Foundations (#24)
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COMMENT SECTION
Use the comment section on the epaf
to relay important information such as:
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• Mass time entry (MTE )will be submitted to catch up
pay.
• Student resigned from job duties.
• Student left school due to medical reasons.
• Funding changes.
• Epaf to follow to end job early.
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