EPA Creator Tip of the Month

EPA Creator Tip of the Month

March2011

Eliminating Pins for Terminated Grant Funded Employees

Because of issues with Time and Effort reporting…it will now be necessary to eliminate pins for terminating grant or contract funded employees. This is for any employee being paid from a grant or contract funding source and the account begins with a “6”.

The EPA Creator process is as follows:

Select theterminating employee PINand clickon theCreate EPA Documentbutton.

Type and ActionYour selections are:

Create Type:New Iteration for PIN

Document Type:Eliminate Position

Current Occupant Action:Voluntary Terminate

Click on theCreate Document button.

The screen will look like this

After creating the document, complete the Document Information section:

1.Enter an Effective date –this is

the day after employee’s last day worked.

2.Add Justification/Comments.

3.Select a termination reason from the Termination Reason dropdown menu

4.You are ready to: SAVE…VALIDATE…CLOSE

NOTE: If your department/college does not have employees paid from a grant or contract account, there will be no change in wage PIN EPA processing.

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For questions, comments, or if you have a particular question that you would like to see on a tip, please contact Terry Hidalgo at Ext. 2411 or

A message from Melissa Wright…

Wage PIN’s and Time & Effort

It has come to our attention with the implementation of Time & Effort reporting, the use of wage and Graduate Assistant (G.A.) PINs will need to be changed. The change will only effect departments that have employees paid from a Grant or Contract. If your department/college does not have employees paid from a grant or contract account, there will be no change in wage PIN EPA processing.

Currently, we instruct the departments/colleges to use any Vacant wage or Graduate Assistant PIN in their ADLOC when hiring a new biweekly or G.A. employee and update the information to reflect the information on the new employee, i.e. title code, rate of pay, etc. Now we ask if a Wage or G.A. PIN has a funding source from an account number that begins with a “6”, a new PIN will need to be created. When a wage or G.A. PIN has a funding source from an account that begins with a “6” and is being vacated, the Position Action should be EL (eliminate).

The reason for this change is confusing, but here goes. Due to the Manager that will certify Time & Effort in SSO cannot change on an individual PIN. (PIN is an acronym for POSITION Identification Number) The Time & Effort certification periods are January 1, 20xx through June 30, 20xx and July 1, 20xx through December 31, 20xx. For example, if a wage or G.A. PIN, with the funding source from a “6” account, is assigned to employee A and has Manager B for the period February – May and then PIN is vacated. A new employee is hired In June to replace employee A’s vacant PIN. An EPA document is created (new iteration). The new employee does not have Manager B as a supervisor, but has Manager C instead; Manager B will not have access to certify the Time & Effort for Employee A. The certification request will go to Manager C which has no knowledge of Employee A’s time spent on a project.

Therefore, we must begin creating and eliminating wage and G.A. PINs paid from a “6” account to assist with the proper flow for Time & Effort.

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