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How to Hire an Hourly Student

New EPAF

On the EPAF menu, select "New EPAF."

Employee Selection

Enter the employee’s PSU ID into the ID field. If you do not know their ID number, you can search for it by clicking on the magnifying glass icon.

Effective Date

The effective date is the date this transaction is effective (for example: the first day of work must be used for a student hire date). This date field will default to today’s date and YOU MUST update it to reflect the actual action’s effective date.

Approval Category

Select the Approval Category that is appropriate for the transaction you are initiating. Click “Go”.

New EPAF Job Selection

This screen will show you a list of all positions the employee has held at PSU. It will also indicate whether they are still active or not.

• If you are re-hiring the employee for a position listed on this screen, select the position number and click “Go”.
• If this is a new position for the employee, as indicated by the position number not being listed, input the position number and suffix (00) into the Position and Suffix fields and click “Go”.
• If you do not know the position number, you can search for it by clicking on the magnifying glass icon. This will redirect you to the “New Position Selection” page.

Once you have selected your search criteria, click “Go”. A list of available positions to choose from will be displayed. Click on the appropriate position number link. This will take you back to the New EPAF Job Selection page. Click “Go”.

Completing the EPAF

The next screen will allow you a final opportunity to change the effective date if needed. It will also ask you to determine whether the contract type is “Primary” or “Secondary”. The position will only be Primary if the employee has no other active positions on campus. Note that many of the data fields are not enterable.

If the employee has already held the position before, there will be a “current value” listed. You must change the “New Value” to match the current value. For example:

Work study EPAFs require an end date of June 15th (default) or earlier. If you would like to terminate the job before June 15th, refer to How to Terminate a Student Hourly Job.

Overriding the Default Labor Distribution

The EPAF system now allows you to override the default labor distribution at point of hire for student jobs. The position will automatically pull in the department’s default index code, or in the case of rehiring on the same position number, the last index code used on their job record. To override the index code, click on the index code listed and overwrite it with the correct index. If you need to add multiple index codes, click “Save and Add New Rows”. Once you have added all additional index codes, click “Default from Index”. Be sure that you have added the correct COA code to the left of the index code first, otherwise an error will occur.

Take note of the “Account” code before you “Default from Index” - you will need to re-enter it.

For student employee job records the account codes will always be:

• 10501 for regular students, and
• 10503 for work-study students.

Be sure that the sum of labor distribution percentages equal 100%.

Routing Queue

This step will determine who will approve the EPAF transaction. Each EPAF has a pre-established set of approval levels assigned to the action. The Originator must select the appropriate individuals for each level, as well as their required actions. If you have set up a default routing queue through the main EPAF menu, the users and levels you selected will auto-populate into the Routing Queue fields. You can add an approval level to the routing queue, but you cannot delete a level or the EPAF will error.

All approval levels automatically listed on the EPAF must have a User Name field populated. Click on the magnifying glass to select from the list of names associated with each level. Only add additional approval levels when absolutely necessary.

Be sure to select a Required Action for each User Name. If you need to share an EPAF with someone without requiring an action on their part, include that person in the routing queue and choose "FYI" as the Required Action.

If you would like this Routing Queue information to default in next time, you may want to set up a Default Routing Queue.

To route an EPAF for online approvals, click “Save” and then “Submit”. Once you have submitted your transaction without errors you will receive the following message: “The EPAF is now pending approvals”.

Also See: How to Approve an EPAF

How to Change a Pay Rate on an Existing Student Job

New EPAF

On the EPAF menu, select "New EPAF."

Employee Selection

Enter the employee’s PSU ID into the ID field.

Query Date

The effective date is the date this transaction is effective and will display jobs the employee has that are effective as of this date. This date field will default to today’s date.

Approval Category

Select either “Change Pay Rate on EXISTING Regular Student Job, RSTCHG” or “Change Pay Rate on EXISTING Work Study Student Job, RWSCHG”. Click “Go”.

New EPAF Job Selection

The screen will populate a list of active jobs as of the query date. A list of available jobs to choose from will be displayed. Select the student job that you wish to edit. Click “Go”.

Completing the EPAF

Update the Regular Rate, verify the Jobs Effective Date is correct, and populate the User Names in the Routing Queue. Enter any comments, if needed. This change should only be effective on the 1st or 16th of the month, and should not be backdated. Click “Save”. Once you have saved the record, click “Submit”.

Also See: How to Change a Pay Rate on an Existing Student Job: Loom Video Walkthrough 

How to Create Other Pay Rate (Suffix 1...) for a Student Job

New EPAF

On the EPAF menu, select "New EPAF."

Employee Selection

Enter the employee’s PSU ID into the ID field.

Query Date

The effective date is the date this transaction is effective and will display jobs the employee has that are effective as of this date. This date field will default to today’s date.

Approval Category

Select either “Create Other pay Rate ‘1%’ Suffix for Regular Student Job, STRPAY” or “Create Other Pay Rate ‘1%’ Suffix for Work Study Student Job, STWPAY”. Click “Go”.

New EPAF Job Selection

This screen will show you a list of jobs that the employee has held and whether they are active or not. Enter the correct position number under the “New Job” with a suffix that begins with 1 (i.e. -10). The rest of the position information will default in. Note that the student must have an active base job with a suffix that begins with 0 (usually -00) in order to add the secondary position. Click “Go”.

Completing the EPAF

Enter the EPAF details in the next screen. Updating the “Personnel Date” will automatically update the “Jobs Effective Date”. Note that this change should only be effective on the 1st or 16th of the month, and should not be backdated. Once you have saved the record, click “Submit”.

Also See: How to Create Other Pay Rate “1%” Suffix for a Student Job: Loom Video Walkthrough

How to Approve an EPAF

Once an EPAF has been successfully submitted, the Dept. Admin listed in the routing queue must then go in and approve the EPAF. This needs to be done even if the initiator is also the Dept. Admin.

1. On the EPAF Menu, choose “EPAF Approver Summary”
2. If you want to approve an individual EPAF, click on the employee’s name
3. Click “Approve”
4. If you have multiple EPAFs to approve, click the check box under “Action” and then click “Save”

How to Terminate a Student Hourly Job

On the EPAF Menu, select New EPAF

ID

Enter the employee’s PSU ID into the ID field. If you do not know their ID number, you can search for it by clicking on the magnifying glass icon.

Effective Date

The effective date is the date this transaction is effective (for example: the last day of work). This date field will default to today’s date and YOU MUST update it to reflect the actual action’s effective date.

Approval Category

Select “Employee Job Termination” and click “Go.”

New EPAF Job Selection

This screen shows you a list of all positions the employee has held at PSU. It will also indicate whether they are still active or not.

Select the position number of the job that you are terminating and click “Go.”

Completing the EPAF

Enter the effective date of the termination (last day worked) if different than what you entered on the previous screen. Please note that this must be after the Last Paid Date.

Routing Queue

This step will determine who will approve the termination. Each EPAF has a pre-established set of approval levels assigned to the action. The Originator must select the appropriate individuals for each level. If you have set up a default routing queue through the main EPAF menu, the users and levels you selected will auto-populate into the Routing Queue’ fields.

All Approval levels listed on the EPAF must have a User Name field populated. Click on the magnifying glass to select from the list of names associated with each level. Do not add any other Approval Levels.

To route an EPAF for on-line approvals, click “Save” and then “Submit”. Once you have submitted your transaction without errors you will receive the following message: “The EPAF is now pending approvals”.

The Department Admin will now need to go into their Approver Summary to approve the EPAF.

Student Hiring Errors & Warnings

Please note: Due to occasional updates, the screenshots in this guide may have a different look than what you see in real time.

Once you submit the EPAF, if there are any issues within the EPAF, the screen will show error messages depending on the action that needs to be corrected.

Errors and Warnings:

• Warning – Warnings simply deliver information to the user, but will still allow the EPAF to process successfully.
• Error – Error messages will not allow the EPAF to progress to the approval levels.  Errors must be corrected.

*ERROR* ID is not defined as an employee. Establish Employee record.

Solution: The employee needs to come to HR to complete new hire paperwork.

*ERROR* First Name, SSN/SIN, Birth Date, or Gender incomplete.

*ERROR* ID is not defined as an employee. Establish Employee record.

Solution: The employee needs to come to HR to complete new hire paperwork.

User Id(s) must be entered for the Routing Queue.

Solution: The Approval Level, User Name, and Required Action fields in the Routing Queue must be populated.

*ERROR* Job Begin Date cannot be after Employee's Termination Date.

Solution: The employee needs to be reactivated in Banner by HR and will first need to renew their I9 paperwork at HR if it has been three or more years since their I9 was last updated.

*ERROR* ID is not defined as an employee. Establish Employee record.

Solution: The employee needs to be reactivated in Banner by HR and will first need to renew their I9 paperwork at HR if it has been three or more years since their I9 was last updated.

*ERROR* The future dated Job record must be deleted before ending the job.

Solution: This position already has an end date entered on Banner. The previous end date will be removed by HR shortly and the EPAF will be sent to the Approver Summary if there are no other errors.

*ERROR* Begin Date must equal the first Jobs Detail Effective Date.

Solution: The "New" Job Begin Date needs to be changed to match the "Current" Job Begin Date (example).

*ERROR* Date cannot be prior to the Base Job Begin Date of DD-MMM-YYYY.

Solution: The Labor Distribution Effective Date needs to be on or after the Job Begin Date.

*ERROR* Effective must be greater than Last Paid Date of DD-MMM-YYYY.

Solution: The effective date and personnel date must be after the last paid date (e.g., May 16th or later if the last paid date was May 15th).

*ERROR* A Primary Job has not been defined for this employee.

Solution: The employee has no Primary Job on Banner. Change the EPAF Contract Type from "Secondary" to "Primary."

*ERROR* This employee already has a primary job.

Solution: This employee already has a primary job on Banner. Change the EPAF Contract Type from "Primary" to "Secondary."

*ERROR* Contract End Date must not be later than Base Job End Date.

Solution: Generally, this indicates that the employee has another job on Banner with the same position number and the suffix. This can be confirmed either by going into NBAJOBS (Banner) or looking at an employee's current positions in the "New EPAF" page (after you enter the employee ID number). If a job on the same position and suffix exists, resubmit the EPAF under a new suffix (increment by 1 -- if 00 or S0, then the new EPAF should be 01 or S1).