Hiring Student Employees Using Banner Epafs

Hiring Student Employees using Banner EPAFs

Version 1.0 – July 2013

© UNC Charlotte Human Resources

Contents

EPAF Defined

Graduate Assistantships

Requirements for Student EPAFs

EPAF Access

Hiring Student Employees

Selecting a Student

Completing the Student EPAF form

Section 1: Employee Information

Section 2: Job Assignment Information

Section 3: Job Termination

Section 4: Funding Information

Section 5: Routing Queue

Section 6: Comments

Finishing up…

Who to Contact

EPAF Defined

An Electronic Personnel Action Form is a Banner Self Service form which allows you to submit recommendations for hire to the Human Resources office. Once the form is completed, it is routed to the appropriate approvers. Finally, once all approvers have signed-off on the employment action, the EPAF is applied to Banner and the employee’s personnel file.

Some advantages to using EPAFs:

• Paper-based forms no longer need to be processed to hire student hourly wage employees; this relaxes the workload for both your department and Human Resources / Payroll
• Less chance of processing errors

Graduate Assistantships

Graduate Assistantships are processed and hired through the eGA application, found at For other graduate students being hired but not as an assistantship, use this Banner EPAF form.

Requirements for Student EPAFs

None of the requirements for student employees have changed: student employees must still be registered for classes and have an I-9 form on file with the Human Resources department. Please make sure your student employees meet these two requirements before submitting a Student EPAF and allowing them to work.

EPAF Access

To request EPAF access, please go to our website and complete the EPAF Access Request Form, found at

Once the request for access is processed and approved, you will be able to login to Banner Self Service to submit EPAF transactions. To access the EPAF menu, click on the Employee Information link, as shown in Figure 1, then click on the EPAF – Electronic Personnel Action Form, shown in Figure 2.

Figure 1 - Employee Information

Figure 2 - EPAF Menu Item

Hiring Student Employees

This guide will walk you through the process of creating an EPAF for a student employee.

Selecting a Student

First, access the EPAF menu in Banner Self Service, then select New EPAF (Figure 3).

Figure 3 - New EPAF

Next, complete the form on the page (Figure 4). Input the student’s UNCC ID number, or if you don’t know the ID number, click on the search icon to search by name.

The Query Date should be the PAYROLL DATE of when the student will be hired. This will always be the first day of the month of the student’s hire date. For example, if a student’s first day of work is August 25, the payroll date will be August 1.

Make sure you select “Student New Hire, S70N” to hire a student who has never worked at the university before, or select “Student Reappointment, S70R” if this student has worked for the university before. Then select ‘Go’.

Figure 4 - Student ID, Payroll Date, and Category

Once you have selected the student you wish to hire, you will be presented with a screen to create a new job assignment (Figure 5):

Figure 5 - Create Assignment for Student

If this is a new hire, enter STU070in the position field and 00 in the suffix field.

If they have worked at the university previously, look through the student’s job record, by clicking on ‘All Jobs’ and find the highest suffix where the position is STU070. Then in the ‘New Job’ “New Job” record, type STU070 for the position, and type the next available suffix for the STU070 position. For example, if a highest suffix for STU070 is 03, you will need to type 04 when creating the new assignment.

To continue creating a new assignment for the student, click the Go button.

Completing the Student EPAF form

On the next screen you will be presented with the form requiring all the information necessary about the student’s new job (Figure 6). You will need to know:

• Your home organization number
• The student’s PAYROLL start and end date.
• The student’s ACTUAL start and end date.
• The student’s hourly pay rate.
• The student’s supervisor’s UNCC ID number.
• The student’s job title.
• The fund number used to pay the student.
• A short description explaining what the student’s job responsibilities are.

Section 1: Employee Information

Employee Class Code / This value indicates the type of student job. Currently the only supported value is 70, which represents a student hourly wage. These students must complete timesheets and have them approved by their supervisor. If you are looking to hire a student using a stipend, you must complete the paper form.
Home COAS / Where the student will work: currently the only supported value is 1, which indicates UNC Charlotte.
Home Organization / The organization number where this student will work. This is the five-digit organization number.
Employee Status / The student’s employment status. This will always be set to “A” or Active.
Current Hire Date / This is the day the student will begin work.

Section 2: Job Assignment Information

Figure 6 - Entering Assignment

Job Begin Date / This is the PAYROLL start date for the student, which is always the first day of the month in which the student is hired.
Contract Type / If the student currently has no other active job, set this field to Primary. Otherwise, set this field to Secondary.
Jobs Effective Date / This is the PAYROLL start date for the student, which is always the first day of the month in which the student is hired.
Personnel Date / This is the date in which the student will actually begin work.
Title / The student’s job title.
Job Status / The student’s job status. This will always be set to “A” or Active.
Step / Not Used
Regular Rate / The student’s hourly pay rate. Enter without $ (ex. 7.25)
Timesheet Orgn / The organization number where this student will work. This is the five-digit organization number.
Supervisor ID / The student’s supervisor’s UNCC ID number.
Job Change Reason / Will always read as E100 if this is a new student hire, or E102 if this is a reappointment.

Pay Scale

Pay should be commensurate with education and experience. Here is a pay scale that will fit most, if not all, student jobs on campus. Pay increases should not exceed $1 per year.

Freshman with little to no experience / $7.25 – 8
Returning Sophomore with experience / $8 - $9
Returning Junior with experience / $9 - $10
Returning Senior with experience / $10 - $11
Returning 5th Year with experience / $11 - $12

If you wish to pay outside of these pay ranges, please contact the Student Employment Office at 7-0671.

Section 3: Job Termination

Jobs Effective Date / This is the PAYROLL end date for the student, which is always the last day of the month in which the student is terminated.
Personnel Date / This is the ACTUAL end date for the student, i.e. when the student’s last day of work will be.
Job Status / The job will be terminated. This will always read as T, for Terminated.
Job Change Reason / Will always read E103.

Section 4: Funding Information

Figure 7 - Entering Funding Information

On this screen, you must have your fund number and account number available. Type the fund number in the INDEX field on the form, then click the “Default from Index” button below. Then retype the account number in the “Account” field (Figure 7).

Section 5: Routing Queue

Figure 8 - Routing Queue Information

In this section you will designate approvers for the EPAF (Figure 8). All Student EPAF transactions must be approved by the appropriate users before they can be applied to the Banner HR database and be added to the payroll. Depending on your department’s policies, you may also need to addadditional approvers. At least one approver beyond the initiator is recommended before an action is moved to HR.

Select the following mandatory approvers for each Student EPAF:

• Payroll – Patricia Bailey (PRBAILEY)
• Student Employment – Teresa Shook (TSHOOK4)
• Human Resources – AppWorx (BANWORX)

Section 6: Comments

In the comments section, provide a brief description regarding the student’s job responsibilities.

Finishing up…

Once the EPAF form is complete, click on the Save button, correct any errors that may appear. Then click on the submit button, and correct any additional errors. The EPAF will be applied by the Human Resources department, which is checked every day at 10am and 3pm.

Who to Contact

If you have any questions regarding EPAFs or how to complete an EPAF, please look at troubleshooting tips on the following website –

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