Self-Service Electronic Personnel Action Forms

Transcription

1 Self-Service Electronic Personnel Action Forms Human Resources Proprietary Information of SunGard Higher Education Created January 2009 Modified July 2013

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3 Table of Contents OVERVIEW OF ELECTRONIC PERSONNEL ACTION FORM (EPAF) Approval Categories Approval Levels EPAF PAGE Definitions: HOW TO ACCESS SELF SERVICE EPAF THE ORIGINATOR PROCESS SETTING-UP EPAF DEFAULT ROUTING QUEUE GETTING STARTED WITH EPAF NEW EPAF PERSON SELECTION Searching for Existing Person QUERY DATE EPAF PAYROLL CALENDAR APPROVAL CATEGORY NEW EPAF JOB SELECTION PROCESSING EPAFS THROUGH BANNER SELF-SERVICE HOW TO PROCESS A SEPARATION EPAF HOW TO PROCESS A MERIT INCREASE EPAF HOW TO PROCESS A SALARY ADJUSTMENT EPAF HOW TO PROCESS AN ORGANIZATIONAL CODE CHANGE EPAF EPAF ORIGINATOR SUMMARY PAGE Definitions for the Originator Summary Columns

4 TRACKING AN EPAF TRANSACTION HOW TO PROCESS A RETURN FOR CORRECTION HOW TO DELETE AN EPAF TRANSACTION HOW TO VOID AN EPAF TRANSACTION HOW TO ACT AS PROXY THE APPROVER PROCESS SETTING- UP EPAF PROXY HOW TO APPROVE AN EPAF TRANSACTION HOW TO RETURN AN EPAF FOR CORRECTION EPAF APPROVER SUMMARY PAGE COMPONENTS OF THE APPROVER SUMMARY PAGE Definitions for the Approver Summary Columns APPENDIX SAMPLE ORIGINATOR SAMPLE APPROVER SAMPLE COMPLETION CASHIER CODES HUMAN RESOURCES DATA ADMINISTRATION USER IDS PAYROLL TECHNICIAN LIST GLOSSARY GETTING HELP FOR EPAF

5 OVERVIEW OF ELECTRONIC PERSONNEL ACTION FORM (EPAF) The Electronic Personnel Action Form function of Banner allows for paperless processing of personnel actions. EPAF s are simple, concise, and allow many values or data elements to default into the NOAEPAF form without manual data entry. The NOAEPAF form enable users to process personnel actions rapidly, through an electronic approval queue, and provides an audit trail of all approval/disapproval history. Coupled with SCT Workflow - a tool that allows instant communication and enhanced responsiveness to actions via - both tools leverage our institutions existing technology. Self Service EPAF provides a web-based front-end for processing personnel transactions via legacy UMDNJ Self Service portal. This will eliminate the need to understand how to navigate through Banner. Functionalities of EPAF: a) Proxy - a function that allows users to assign approval authority to a representative within a department/unit in cases of scheduled absences. A proxy can assume full responsibility for approving or disapproving EPAF transactions. b) Comments - a function that allows users to enter annotations that will assist the various approvers in the queue to make informed decisions relating to a particular transaction. c) Notification - users will receive confirmation messages of transactions awaiting approval or which have been entered into the system. These notifications include comprehensive information pertaining to the transaction such as: employee ID, effective date, position number, home and finance organization information, separation reason, etc. d) Transaction Number - personnel transactions that are originated in EPAF and submitted for approval generate a unique sequence of numbers for the transaction. This number allows for easy tracking and search capabilities. -5-

6 Self Service EPAF will allow you to perform the following functions: Enter and submit electronic transactions Select your approval action Track the transaction through the process Add comments to a transaction Advantages of Self Service EPAF: Provides a web-based front-end for processing personnel transactions via legacy UMDNJ portal More user-friendly environment Transactions are processed in a timely manner Workflow s assist with communication Types of EPAF Users: Originators can create and void EPAF transactions, but cannot approve an EPAF Approvers can approve or acknowledge EPAF transactions and identify a proxy when they are not available to perform an action Approval Categories The Banner Human Resources System has been set up to process electronic personnel action forms (EPAF) for changes that department s initiate and approve for staff employees. The following table depicts the category codes, describes what action each code is used for, and provides contact information for each category. These will be used to process EPAF actions: Approval Description Category ORGCOD SEPAR Organizational Code Change Employee and Job Separation Purpose Make corrections or changes to an existing organizational code. The home org, timesheet org, distribution org or cashier code. End a person's job and employee record that is separating from the University. MERHBI Merit Hourly Increase Increase an employee's hourly rate based on the merit process. MERSBI Merit Salary Increase Increase an employee's salary based on the merit process. MERSLS Merit Salary and Lump Sum Increase an employee's salary and give a lump sum bonus based on the merit process. MERHLS Merit Hourly Lump Sum Increase an employee's hourly rate and give a lump sum bonus based on the merit process. MERLMP Merit Lump Sum To give an employee a lump sum bonus based on merit process. LMPSUM SALADJ SALADH Lump Sum Payment Salary Adjustment Salaried Salary Adjustment - Hourly To give an employee a lump sum NOT based on the merit process. Increase an employee s salary due to equity adjustment or due to initial incorrect salary or salary increase (not merit base). Increase an employee s hourly due to equity adjustment or due to initial incorrect salary (not merit base). -6-

7 Approval Levels An EPAF is originated in the department by the person who is authorized to enter and submit changes for employee status, jobs, etc. Once an EPAF is originated, it must be saved and submitted to an approval routing queue. There are mandatory approver levels that the EPAF is routed through before the change can be applied to the employee s record. Approval Those identified as approvers in the queue, must approve a transaction before it moves to the next person/level in the queue. (See chart below) FYI Individuals who do not need to approve the EPAF but receive notification for informational purposes after the EPAF is approved. An FYI person does not stop an EPAF from processing. As an FYI person you have the option to acknowledge the EPAF. Applier The Information system specialist in the Human Resources Information Systems office applies the EPAF to Banner once the transaction is approved and/or acknowledge by the individuals in the routing queue. The chart below shows the mandatory levels for each EPAF category and the action required for each level. Approval Description Category ORGCOD SEPAR Organizational Code Change Employee and Job Separation 20 DEPTAP 25 HRADMN 50 BUDGET 70 PAYROLL 90 HRADMN 99 APPLIER Approval FYI Approval Apply Approval Approval FYI Approval Apply MERHBI Merit Hourly Increase Approval * Approval FYI Approval Apply MERSBI Merit Salary Increase Approval * Approval FYI Approval Apply MERSLS Merit Salary and Lump Sum Approval * Approval FYI Approval Apply MERHLS Merit Hourly Lump Sum Approval Approval FYI Approval Apply MERLMP Merit Lump Sum Approval * Approval FYI Approval Apply LMPSUM Lump Sum Payment Approval *Approval FYI Approval Apply SALADJ SALADH Salary Adjustment Salaried Salary Adjustment Hourly Approval * Approval FYI Approval Apply Approval * Approval FYI Approval Apply *Several approval levels have been established for increases that require split funding. (Level 21 = DEPAP1, levels 51 to 55 = BUD01 to BUD05.) **Use the same HR person from HRADMN levels 25 and 90 as the APPLIER for level

8 EPAF PA GE In the EPAF page, you will enter the information for the employee based on the EPAF category you have chosen. Quick Links - The following section is displayed on the EPAF page as Quick Links. This section is located at the top and bottom of the EPAF page. The user would select the appropriate link to quickly access the relevant section without having to scroll up or down the page. Below are the link options. Approval Types Default Earnings, if applicable Account Distribution Routing Queue Transaction History Comments, if comments exists General Information This is the information that you entered on the New EPAF Person Selection page. This area is display-only. Definitions: Name and ID - Displays the person s full name and ID. Job and Suffix Displays the current position number and suffix Transaction Displays the system-generated EPAF transaction number, upon saving. Transaction Status Displays the current status of the EPAF transaction, upon saving. Approval Category Displays the approval category selected for creating the EPAF. Query Date Displays the date based the Originator enters based on the EPAF Payroll Last Paid Date Displays the date on which the employee was last paid, if applicable. Effective Date This date is defaulted in from the Query Date (EPAF Payroll calendar). Personnel Date This date is the actual begin date of the occurrence. For example: the day the employee should have received their merit increase or the day last day of work. Job Change Reason This is the reason for the job change. This field is not overrideable. -8-

9 Depending on the transaction may need to input other information For: Merit increase: the new salary or rate and/or lump sum amount (using earning code 172) Organizational code changes: the timesheet, home org, distribution org or cashier code Separations: termination date and reason code for the type of separation Routing Queue This section will populate the approval levels and required actions with the mandatory levels that have been pre-defined by Human Resources. If the Originator completed the Default Routing Queue page then the user name field will populate with the appropriate users. The Originator can set up additional Budget approvers if necessary. Comments Enter a comment regarding the EPAF transaction and save. You can enter a comment of up to 4,000 characters. Please ensure you do a spell check and one last review of your comment before you save. Once a comment is saved, you can not make any additional edits. To view a previous comment, select the Comment link and navigate to the EPAF Preview page. Transaction History - This section displays a status history of the EPAF transaction. This section is first displayed once the EPAF has been saved and submitted. The Applied line doesn t appear until after HR or Student Employment has run the process to apply the EPAFs to the Banner system. -9-

10 HOW TO ACCESS SELF SERVICE EPAF The Self Service EPAF is located in the Employee Self Service portal. The link is available on the Rutgers UHR website under Online Services. The link is called Employee Self Service (legacy UMDNJ positions). The Banner Self Service channel is located at the bottom of the Welcome tab in the portal. Step 1: Access Internet Explorer or Netscape and enter on the address line: myportal.rutgers.edu. Step 2: In the Secure Access Login box, enter your User Name and the 6-digit alphanumeric Password, click on Login. (If you do not have access to the portal, please call IST at ) Step 3: You are now in the legacy UMDNJ portal. Click on the Employee Services link located in the Banner Self-Service channel at the bottom of the web page. Step 4: You should see a link for Electronic Personnel Action Form (EPAF) located at the bottom of the list. Step 5: You are at the Electronic Personnel Action Form (EPAF) page. The menu options that you receive are based on your specific role within the EPAF system. Below is an example of a user that is set up as both an Originator and an Approver within the system. -10-

11 THE ORIGINATOR PROCESS -11-

12 SETTING-UP EPAF DEFAULT ROUTING QUEUE Please note. The system will not allow you to make adjustments to the predefined approval levels and required action columns. However you can include additional levels within the transaction itself if necessary. If you have populated NTRROUT in Banner production environment (INB) then your routing is already set up. To define a default routing queue for an approval category: 1 Go to the EPAF menu and select the EPAF Originator Summary menu option. 2 Select the Default Routing Queue link located on the page. -12-

13 3 Choose an approval category from the pull-down list and Click on Go. 4 The mandatory levels and Required Action will appear for that Approval Category. (The mandatory levels are different for each Approval Category.) -13-

14 5 Type in the Banner UserIDs in the User Name columns for each level. These are the people who are eligible to approve transactions for the Category identified. 6 If you do not know your Approver s Banner UserID, click on the Search button next to the User Name field. A pop-up box will appear showing you a list of eligible approvers. Select your Approver for that level and click on Select. (The list is sorted by last name.) -14-

15 7 Once you click on Select, the person s UserID and name will populate the User Name field. 8 Complete inputting the rest of the User Names for each level. After entering all the names, click on Save and Add New Rows to save your selection. Steps 9 Instructions Once you save your routing queue, you will receive a message that your changes was saved successfully. NOTE: The mandatory approval levels are pre-defined by Human Resources and will automatically default into this page. Select the User Name to be associated with each approval level defined in the queue. 10 To exit out of the EPAF Default Routing Queue, click on Return to EPAF Menu at the bottom on the page. -15-

16 GETTING STARTED WITH EPAF NEW EPAF PERSON SELECTION The New EPAF Person Selection page is available to all EPAF users, i.e., Originators and Approvers. You can access this page from any of the following EPAF web pages: EPAF menu EPAF Originator Summary page, or EPAF Approver Summary page 1 To access the Person Selection page from the EPAF menu you would select the New EPAF link. 2 The new EPAF Person Selection form will appear. You will need to enter the employee s ID (A-Number), the Query Date and Approval Category. -16-

17 Searching for Existing Person 3 Enter the employee s A# using Option 1 or Option 2 below Option 1 - Enter an existing A-number of a person and press the TAB button on your keyboard. (The A must be capitalized.) The person s name is displayed accordingly. Note: If the name appearing is not the correct person, follow the process in Option 2. Option 2 - Search for an existing ID by selecting the Search icon. This option is very useful when you do not have the A-number available. After clicking the Search icon, the Person Search page is presented. Here the user will be able to search for the Employee ID by First and/or Last Name. Select Go. -17-

18 This should bring you to your list of options. Click on the appropriate A-number link under the University ID column. If the system brings up more than one person with the same name please contact Human Resources to obtain the correct A-number. If you find duplicate names, get assistance from Human Resources. Once the person has been determined, select the ID from the list. It will populate the New EPAF Person Selection form. The user is ready to enter the Query Date and the Approval Category. -18-

19 QUERY DATE EPAF PAYROLL CALENDAR The EPAF user will select the query date based on the type of EPAF transaction and the employee status of B1 or B2. There are four EPAF Payroll calendars to choose from. Two calendars, one for Full Time (B1) and the other for Part Time employees (B2) for Merit Increases or Organizational Code changes or Salary Adjustments Two calendars, one for Full Time (B1) and the other for Part Time (B2) employees for Separations only. You must change the query date to reflect the Payroll date. The query date selected will carry into the actual EPAF data entry form. Please Note: If you make a mistake on the query date you will have to exit the EPAF data entry form and start over by selecting the New EPAF link. EPAF Payroll Calendar starting on page Type in the Query Date for your type of transaction Click the link if you need to find the Query Date. -19-

20 APPROVAL CATEGORY 1 2 Select an approval category for the EPAF transaction from the pull-down list Click on Go. Refer to page 6 of this document for the list of the EPAF Categories available. NEW EPAF JOB SELECTION After completing the New EPAF Person Selection page, you will be brought to the New EPAF Job Selection page. Click on the Number and Title of the employee s current job. This will bring you to the next form. You will see the employee s current active job record. The page includes the Position Number and Title, Time Sheet Organization, Start Date, End Date, Last Paid Date and Status. Click on the position number and title. This will bring you to the next form. 1 The New EPAF Job Selection form will appear. 2 The primary position will appear. Select the Go button The system should only give you the current active position. -20-

21 PROCESSING EPAFS THROUGH BANNER SELF-SERVICE HOW TO PROCESS A SEPARATION EPAF When processing a Separation EPAF please ensure you have the supporting documents ready to be sent to Human Resources. Separation EPAF should only be used when the employee is leaving the University entirely. Please note: Supporting documents must be submitted to Human Resources. (Ex: resignation letter, retirement letter, layoff memo, etc.) 1 Go to the EPAF Menu and select New EPAF link > Complete the New EPAF Person Selection page then > Complete the New EPAF Job Selection page. (See page for instructions.) 2 You are now on the Electronic Personnel Action Form Review the top section to ensure you have identified the person you want to process, the correct Approval Category and the Query Date is accurate based on the EPAF Payroll Calendar. Note: If any of the information is not correct you must exit the page and start over again. -21-

22 3 The Jobs Effective Date will already be defaulted in from the Query Date 4 Enter the Personnel Date. This date is the actual date for the event. For a Separation, it is the last day of work and/or last day paid. 5 Job Status and Job Change Reason isadefault. No input needed. 6 Enter the Termination Date. Thisdateis the same as the Personnel Date. 7 Select the Term Reason Code. Select the code which reflects the reason why the employee is leaving the University. 8 In the Routing Queue section, the mandatory Approval Levels appears in this section. Type in the appropriate Banner IDs for each level in the User Name column. 9 Originator may include additional levels if necessary. Use the drop down menu to select the approval levels and required actions. If the Originator completed the Default Routing Queue then the user names will appear in this section. -22-

23 10 Add a statement or a note in the Comments section to communicate information concerning the employee to all Approvers in the queue. 11 After you have entered your comments, click on the SAVE button to save all your entries. Comments, example: Resignation letter has been sent to HR. 12 Once you click SAVE, you will receive a message indicating your changes have been save successfully. 13 Then click on the SUBMIT button to send the transaction tobe approved by the Users in the routing queue. You will receive a message indicating you have submitted the transaction successfully. You will receivea workflow -23-

24 HOW TO PROCESS A MERIT INCREASE EPAF When processing a Merit Increase EPAF, please ensure you send the Performance Evaluation ahead of time to Human Resources. Merit Increase EPAF should only be used when the employee s receive a satisfactory performance evaluation (rating of 3 or above). Please note: A Merit Increase EPAF will not be processed unless the Performance Evaluation is received in the HR Office. 1 Go to the EPAF Menu and select New EPAF link > See page for instructions. Complete the New EPAF Person Selection page then > Complete the New EPAF Job Selection page 2 You are now on the Electronic Personnel Action Form Review the top section to ensure you have identified the person you want to process, the correct Approval Category and the Query Date is accurate based on the EPAF Payroll Calendar. Note: If any of the information is not correct you must exit the page and start over again. -24-

25 3 The Jobs Effective Date will already be defaulted infromthe Query Date. 4 Enter the Personnel Date. This date is the actual date for the event. For a Merit Increase, it is the day the employee should or will receive their new salary/regular rate. 5 Enter either the Step or Annual Salary/Regular Rate. Not Both 6 The Job Change Reason is a default. No change needed. If the employee is also receiving a Lump Sum payment, you must complete Earning code section. 7 Select code 172 (Merit Lump Sum Payment) in the Earnings column. 8 Enter a 1 in the Hours or Unit Per Pay column. 9 Enter the lump sum amount in the Special Rate column. 10 Enter the end date which should be 2 weeks after the Effective Date indicated in the column. On the EPAF Calendar this date is the next date under the Query Date you used for this transaction. Lump Sum Area -25-

26 11 In the Routing Queue Section, the mandatory Approval Levels appears in this section. Type in the appropriate Banner IDs for each level in the User Name column. 12 Originator may include additional levels if necessary. Use the drop down menu to select the approval levels and required actions. If the Originator completed the Default Routing Queue page then the user names will also appear in this section. 13 Add a statement or a note in the Comments section to communicate information concerning the employee to all Approvers in the queue. 14 After you have entered your comments, click on the SAVE button to save all your entries. Comments, such as: Performance evaluation already sent to HR. -26-

27 15 Once you click SAVE, you will receive a message indicating your changes have been save successfully. 16 Then click on the SUBMIT button to send the transaction to be approved by the Users in the routing queue. You will receive a message indicating you have submitted the transaction successfully. You will receive a workflow

28 HOW TO PROCESS A SALARY ADJUSTMENT EPAF When processing a Salary Adjustment EPAF, please ensure a final approval Memorandum from Compensation has been sent to Data Administration. There are two types of salary adjustments Exempt (Salaried) and Non-Exempt (Hourly) Salary Adjustment EPAF should only be used when the department receives approval from Compensation. Please note: A Salary Adjustment EPAF will not be processed by Human Resources unless we received the final approved memorandum. 1 Go to the EPAF Menu and select New EPAF link > Complete the New EPAF Person Selection page then > Complete the New EPAF Job Selection page. See pages for instructions. 2 You are now on the Electronic Personnel Action Form Review the top section to ensure you have identified the person you want to process, the correct Approval Category and the Query Date is accurate based on the EPAF Payroll Calendar. See pages for instructions on how to Search for the employee s A- number. -28-

29 3 The Jobs Effective Date will already be defaulted in from the Query Date. 4 Enter Personnel Date. This date is the actual date for the event. For a salary adjustment, it is the day the employee should or will receive their new salary/regular rate. 5 Enter either the Step or Annual Salary/Regular Rate. Not Both 6 The Job Change Reason is a default. This reason can be changed depending on the type of adjustment you are processing. 7 In the Routing Queue Section, the mandatory Approval Levels appears in this section. Type in the appropriate Banner IDs for each level in the User Name column. 8 Originator may include additional levels if necessary. Use the drop down menu to select the approval levels and required actions. If the Originator completed the Default Routing Queue page then the user names will also appear in this section. -29-

30 9 Add a statement or a note in the Comment section to communicate information concerning the employee to all Approvers in the queue. 10 After you have entered your comments, click on the SAVE button to save all your entries. Comments, such as: Memorandum already sent to HR. Also included the index number related to the adjustment 11 Once you click SAVE, you will receive a message indicating your changes have been save successfully. 12 Then click on the SUBMIT button to send the transaction to be approved by the Users in the routing queue. You will receive a message indicating you have submitted the transaction successfully. You will receive a workflow

31 HOW TO PROCESS AN ORGANIZATIONAL CODE CHANGE EPAF When processing an Organizational Code change EPAF, please ensure you have the organizational codes ready. You can change the timesheet, home and distribution organizational codes and the cashier code with this EPAF. PLEASE NOTE: You can use this EPAF to change all three organizational codes or only one. 1 Go to the EPAF Menu and select New EPAF link > See page for instructions. Complete the New EPAF Person Selection page then > Complete the New EPAF Job Selection page. 2 You are now on the Electronic Personnel Action Form Review the top section to ensure you have identified the person you want to process, the correct Approval Category and the Query Date is accurate based on the EPAF Payroll Calendar. Note: If any of the information is not correct you must exit the page and start over again. -31-

32 3 The Jobs Effective Date will already be defaulted infromthe Query Date. Only change the Organizational codes where needed 4 Enter the Timesheet Orgn. This code determines which departmental timesheet the employee s name will appear. 5 The Job Change Reason is a default. No change needed. 6 Enter the Distribution Orgn. This code determines which department the employee s check will be distributed. 7 Enter the Home Organization This code identifies the location of the employee. 8 The UMDNJ COAS is a default. No change needed. 9 In the Routing Queue Section, the mandatory Approval Levels appears in this section. Type in the appropriate Banner IDs for each level in the User Name column. 10 Originator may include additional levels if necessary. Use the drop down menu to select the approval levels and required actions. If the Originator completed the Default Routing Queue then the user names will appear in this section. -32-

33 11 Add the updated cashier code or a comment inthe Comments section to communicate information concerning the employee to all Approvers in the queue. 12 After you have entered your comments, click on the SAVE button to save all your entries. Comments, such as: Please change the cashier code to GA. 13 Once you click SAVE, you will receive a message indicating your changes have been save successfully. 14 Then click on the SUBMIT button to send to transaction on to be approved by the Users in the routing queue. You will receive a message indicating you have submitted the transaction successfully. Once the entire process is complete all parties in the queue including the originator will receive a final

34 EPAF ORIGINATOR SUMMARY PAGE The EPAF Originator Summary page is available to all originators to check the status of their EPAF transactions. This page consists of two tabs: Current In the Current tab, you can access EPAF transactions having the following transaction statuses: All, Return for Correction, or Waiting. The Current tab identifies transactions in which you, the Originator, must take an action either Submit or Void. -34-

35 History In the History tab, you can access EPAF transactions having the following transaction statuses: All, Pending, Approved, Partially Complete, Complete, Disapproved, or Voided. The History tab identifies transactions were you, the Originator, have already submitted the transaction. Please Note: The EPAF Originator Summary page displays only the EPAF transactions that you have originated. Components of the Originator Summary Page Definitions for the Originator Summary Columns Name provides the name and title of the employee. You can click on the name to preview the transaction. ID The employee s University ID. Transaction Number the unique identifier for EPAF. Type of Change provides the description of the category you are applying to the employee Submitted Date the date your EPAF transaction was submitted in the routing queue. Effective Date (Query Date) the date represents the pay cycle in which the transaction will take effective in Banner. Transaction Status identifies the position and where the transaction is in the queue Message Will indicate if there are any comments, warnings or errors associated with the transaction. o Comments Select this link to either enter a comment for an EPAF or access existing comments. Existing comments are indicated by two asterisks. -35-

36 o Warnings -This link is displayed only if warning messages exists for an EPAF. Warning messages will not stop an EPAF from processing. o Errors -This link is displayed only if errors and/ or warning messages exist for an EPAF. Some error messages may prevent an EPAF from processing. EPAF Originator Summary History Q Select the link under Name to access details of the transaction, or select the link under Transaction to update the transaction. Transaction Status: All ] 1-12of 12 EPAF Transactions New EPAF I Default Routing Queue I Search I Superuser or Filter Transactions Name 6 Transaction 6 Type of Change I@ ID 6 Submitted Date If Effective Datet Transaction Messages I@ Number 'l 'l 'l Status Caruth, Tawanda K. I A Merit Salary and Lump Mar 30, 2008 Waiting **Comments ST NURSE MGR,_ Sum < IT 1-36-

37 TRACKING AN EPAF TRANSACTION After you originate and submit an EPAF transaction, you (the orginator) can track that transaction through the Originator Summary page. The easiest way to track your transaction is to use the transaction number you have recorded when you created the transaction or you can use the employee s University ID (A-number) and conducting a Search. 1 In the EPAF Menu, click on the Originator Summary link. 2 Click on the History Tab. 3 Once you are in the History Tab, click on the Search link. 4 In the Transaction Search page, you search by Last Name, First Name, University ID or Transaction Number. 5 Once you determine what type of search you will do, then you will click on GO. 6 The transaction will come up. Click on the employee s name to go to the EPAF Preview page and scroll down to the Routing queue. 7 The routing queue will show you the Queue Status for each Approver. -37-

38 Transaction Search Enter the Last Name and or First Name of the person or an 10. Or, enter a T ransaction number. Select Go. A percent sign Search Criteria Last: Name: First: Name: Or university ID: or Transaction Number:lti03: 37l Transactions per Page: Transaction Search Results Q Choose a transaction by selecting a link under Name. I@ Name I@ University ID I@ Transaction!Approval Category!Status!Created Date!Submission Date -;-I -G:::er- -1; d "w'-.i"a"0:-0::-1:-2:=------r _3_7 -j -Merit Salary an_d_l_um_p_s_u_m_, -MERSL_s_IPending loct 23, 2008 loct 23, 2008 Routing Queue I Approval Level Name Required Action Queue Status Action Date Department Approvers, 20 Kishor K. Train, TRAIN11 Approve Approved Oct 23, :02:23 PM Budget,50 Wilmer Train,TRAIN22 Approve Pending Payroll, 70 Christine Santangelo,SANTANC FYI In the Queue HR Data Administration,90 Daisy Ma xwell, MAXWELD Approve In the Queue Appliers, 99 Daisy Ma xw ell, MAXWELD Apply In the Queue -38-

39 HOW TO PROCESS A RETURN FOR CORRECTION If an Approver decides there is incorrect value entered for the transaction, they have to option of sending the transaction back to the Originator to correct the inaccuracy. The steps below will show you how to correct the value and re-submit the transaction. 1 Go to the EPAF Menu and select EPAF Originator Summary link > 2 On the Summary page there are two tabs (Current and History) If you have transactions under the Current tab, you will need to take action on. 3 Identify the transaction where the Transaction Status indicates Return for Correction -39-

40 4 Click on the employee s Transaction number. This will take you to the actual EPAF transaction. 5 Once you are on the EPAF page, scroll down, click on the yellow paper to see the Comments. 6 The yellow paper will take you to the Comments section. This is where the Approver will tell you what needs to be changed on the transaction. -40-

41 7 Click on the Word Update which will bring you to the EPAF page where you can change the information. 8 Once your changes are made. Click on the SAVE button. 9 Once you click SAVE, you will receive a message indicating your changes have been save successfully. 10 Then click on the SUBMIT button to send the transaction to be approved by the Users in the routing queue. You will receive a message indicating you have submitted the transaction successfully. You will receive another workflow

42 HOW TO DELETE AN EPAF TRANSACTION If you have not submitted a transaction, you can delete any EPAF. The Transaction status should show Waiting. (Reminder: Only the Originator can delete an EPAF). 1 Once you have clicked on Save to save your values, the system will generate a transaction number and status the transaction as Waiting. 2 At this point, you will have three options. (Save, Submit, or Delete) 3 If at this point, a decisions was made to not continue with the transaction or if you are using the incorrect Approval Category then the transaction should be deleted. Click on the Delete button. 4 Once you click on Delete, the system will take you to the Originator Summary page. 5 To create a new EPAF, click on the New EPAF link to start over again. -42-

43 HOW TO VOID AN EPAF TRANSACTION Originators can void their own transactions if they no longer want that transaction to be processed. You can only void a transaction AFTER it has been submitted. (Reminder: Only the Originator can void an EPAF). 1 Once you are in the EPAF Menu, click on the EPAF Originator Summary link. It will take you to the Originator Summary page. 2 Click on the History Tab for a list of transactions. 3 To find a transaction or to look for a specific transaction you can sort the columns or use the Search feature. (see first picture below) 4 Once you have found the transaction, click on the Name. It will bring you to an EPAF Preview Page. (see second picture below) -43-

44 5 Once you are on the EPAF Preview page, you can Void the transaction if a decision was made to stop transaction. 6 You can also Return the transaction back to yourself as the Originator to make corrections to the values. 7 To exit out of the Preview page, scroll down to the bottom of the page and select Originator Summary or EPAF Menu to start over again. -44-

45 HOW TO ACT AS PROXY To act as a proxy, an Approver in the queue will first need to identify you as a proxy using the Set- Up Proxy feature. Once this is completed then you can approve EPAF transactions on the behalf of the Approver. To do so, you will need to follow the steps below before you can take action on any EPAF transactions for the Approver. 1 Go to the EPAF menu and select Act as a Proxy menu option. 2 Select the person you are going to Proxy For from the drop down menu. 3 Leave blank the Submitted From Date and the Submitted To Date. 4 Click on Go. If the person s name is not available, this means that the Approver did not set you up as a proxy. 5 Once you click Go, the system will take you to the EPAF Approver Summary form. You will now have the access to approve, acknowledge, or return EPAFs at the approval level for which you have been designated by the EPAF You will also receive a workflow s as a proxy Approver. -45-

46 The APPROVER Process -46-

47 APPROVER Getting Started in EPAF SETTING- UP EPAF PROXY Those who are eligible to approve EPAF transactions is required to designate and setup a Proxy someone who can approve the transactions in your absence. To set-up a proxy: 1 From the EPAF Menu, select EPAF Proxy Records. OR On the EPAF Approver Summary Form you can click on Update Proxies. 2 On the EPAF Proxy Record screen, you must designate a Proxy for each level at which you are eligible to approve EPAFs. Select the Approval Level and click Go. -47-

48 3 Select from the drop down box the name of the person who will be your proxy. Click in the Add check box next to the name. Then click Save. List is sorted by Last Name Please Note: Only the first proxy identify in your list will receive a workflow which will signify that there is an EPAF pending for their action. 4 If you need to remove your proxy, follow the same steps 1-3 but instead of clicking the (If you need to Add check box, click on the Remove check box. Then click Save. identify more than one Proxy, follow steps 1 3 again.) -48-

49 HOW TO APPROVE AN EPAF TRANSACTION If you have been set up as an EPAF approver, and someone within your organization has created a document that includes you in the routing queue for that document, or if you are acting as a proxy for another user, you will receive an notification alerting you to the fact that you have a document to approve. The will contain information about the transaction, including the Transaction Number. 1 Once you have logged into the myportal.rutgers.edu, click on the Employee Services link located in the Banner Self-Service channel at the bottom of the web page. 2 Click on the Electronic Personnel Action Form Menu link located at the bottom of the list. This will bring you to the EPAF Menu. 3 Click on the EPAF Approver Summary link. It will take you to the Approver Summary page. (see picture below) 4 After reviewing the workflow , you can click acheckmark in the box under the column Action to Approve the transaction. 5 If you would like to review the transaction and/or select another type of action, click on the person s name in the column called Name. -49-

50 7 You will also have additional actions to choose from. Approve, Disapprove, Return for Correction or More Information. Also, to Add Comments if necessary. Please see pages for the definitions for each action. 8 Once you select your action, you will receive a message that the Transaction Successfully Completed. 9 To get back to the summary page, scroll down to the bottom of the page and click on Approver Summary Page link. -50-

51 HOW TO RETURN AN EPAF FOR CORRECTION As an approver, you will need to review the workflow or the actual EPAF transaction through self service to determine if the information provided is correct or not correct. If the dates, salary/rate or status is incorrect, you have the option of returning the EPAF back to the Originator for corrections. Below are the steps. 1 Go to the EPAF Menu and select EPAF Approver Summary link> 2 On the Summary page there are three tabs (Current, In Queue and History). If you have transactions under the Current tab, you will need to review the transaction(s) and then take action. 3 Click on the employee s name (highlighted in blue). This will bring up the EPAF Preview screen where you can review the transaction information. -51-

52 4 Review the Preview screen. If there is any information on the preview screen which is incorrect, you will need to send the transaction back to the Originator. 5 In the Preview screen click on the Add Comment link. -52-

53 6 Type in the Enter Comment box what information needs to be corrected on the transaction. 7 Once the comments are typed in. Click on the SAVE button. 8 You will see that your comment has been added. 9 Scroll down to the bottom of the page and click on EPAF Preview. This will take you back to the EPAF Preview screen. Ex: Change the Personnel date from 01/01/09 to 04/01/

54 10 Click on the Return for Correction button. You should receive a message stating Transaction successfully completed. 11 To return back to the Approve Summary page, scroll down to the bottom click on EPAF Approver Summary link. -54-

55 -55-

56 EPAF APPROVER SUMMARY PAGE The EPAF Approver Summary page is available to all approvers to approve the transaction awaiting their approval. This page consists of three tabs: Current In the Current tab, you can access EPAF transactions having the following transaction statuses: All, FYI, Pending. The Current tab identifies transactions in which you, the Approver, must take an action on. On this page you can approve the transaction by checking off the box under the column Action. To select the other types of action, click on the employee s name to preview that transaction. Select one of the other transactions either Disapprove, Return for correction or More Info. If you click on: o Approve you have agreed with the transaction and it will be sent to the next person in the routing queue. o Disapprove you have disagreed with the transaction and it will not go any further. o Return for Correction there was an error on the transaction. Such as wrong Effective date or amount. The transaction will be sent back to the Originator to make changes. Please ensure you add a comment so the Originator will know what needs to be changed. o More Info will allow you to suspend the transaction until you receive further information about the transaction. You must choose another action once you make a decision on the information provided. -56-

57 In My Queue The In My Queue tab, you can see the transactions where you, as the Approver, have been identified in the routing queue. It is not yet pending for your action. History In the History tab, you can access EPAF transactions having the following transaction statuses: All, Acknowledge, Applied, Approve, Voided, Overridden, Disapproved, Return for Correction or Removed from Queue. The History tab identifies transactions were you, the Approver, has already taken an action. -57-

58 COMPONENTS OF THE APPROVER SUMMARY PAGE Definitions for the Approver Summary Columns Name provides the name and title of the employee. You can click on the name to preview the transaction. ID The employee s University ID. Transaction Number the unique identifier for EPAF. Type of Change provides the description of the category you are applying to the employee Submitted Date the date your EPAF transaction was submitted in the routing queue. Effective Date (Query Date) the date represents the pay cycle in which the transaction will take effective in Banner. Required Action identifies what action is needed for the transaction. Such as: Approve or FYI. Action Allows you to select the Required Action identified. If you decided not to select the current action, click on the employees name to select a different type of action. Message Will indicate if there are any comments, warnings or errors associated with the transaction. o Comments Select this link to either enter a comment for an EPAF or access existing comments. Existing comments are indicated by two asterisks. o Warnings This link is displayed only if warning messages exists for an EPAF. Warning messages will not stop an EPAF from processing. o Errors This link is displayed only if errors and/or warning messages exist for an EPAF. Some error messages may prevent an EPAF from processing. -58-

59 APPENDIX -59-

60 SAMPLE ORIGINATOR Dear Colleague: You have submitted an EPAF transaction for Lunna TRAIN. Please review the information submitted below for accuracy. If you notice an error, please contact the department administrator and have them return the EPAF for correction. Additional Transaction Information: Employee ID - A Transaction Number Employee Name Lunna TRAIN Campus - Newark Position Number Suffix - 00 Position Title - MEDICAL ASST Org Code ZV1111 Org Description - SOM-Family Practice Separation Date 09-SEP-2007 Payroll ID - B2 Jobs Effective Date 30-SEP-2007 Personnel Date 09-SEP-2007 Separation Code - 58 Reason for Separation - RESIGNATION Comments: Date

61 SAMPLE APPROVER Subject: Employee Separation Johnathan Morris Transaction Number Dear Colleague: An Electronic Personnel Action Form (EPAF) has been initiated by Martha White for Johnathan Morris who is separating from the University. This is being sent to alert you to log onto myportal.rutgers.edu. Once you have logged in please go to the Banner Self Service Channel, click on Employee Services and then click on the Electronic Personnel Action Form (EPAF) link. This transaction will not be completed without your timely approval. This could cause an overpayment, non payment, etc. You will also receive an once the separation EPAF has been applied in the Banner system. Additional Transaction Information: Employee ID - A Transaction Number Employee Name Jonathan TRAIN Campus - Stratford Position Number Suffix - 00 Position Title COORIDNATOR CONTINUING EDUC Org Code - ZV0111 Org Description Continuing Education Separation Date 09-SEP-2007 Payroll ID - B1 Jobs Effective Date 30-SEP-2007 Personnel Date 09-SEP-2007 Separation Code - 58 Reason for Separation - RESIGNATION Originator Martha White Comments: Date User Comment > 04-SEP-2007 WHITEM A hard copy of letter of termination will be forwarded by interoffice mail on even date herewith. > 05-SEP-2007 LEES Please change separation date. Term date & personnel date should match. > 05-SEP-2007 WHITEM Correction termination date inserted and EPAF resubmitted for @com5-61-

62 SAMPLE COMPLETION NOTE: This is sent to the Originator and everyone in the Approval Queue for the transaction >>> 10/14/08 12:15 PM >>> Dear Colleague: This is to acknowledge that the Electronic Personnel Action Form (EPAF) separating Vanessa TRAIN from the University has been completed. Additional Transaction Information: Employee ID - A Transaction Number Employee Name - Vanessa TRAIN Campus - Newark Position Number Suffix - 00 Position Title - ASST MGR Org Code - Zv3103 Org Description - UH-Admitting Separation Date - 24-SEP-2007 Payroll ID - B1 Jobs Effective Date - 12-OCT-2007 Separation Code - 58 Reason for Separation - RESIGNATION Transaction Audit Trail Level Action Date & Time User Originator Submitted 08-OCT :00 Originator Stephens 20 DEPTAP Approved 08-OCT :57 Cheryl APPROVER 25 HRADM1 Approved 14-OCT :24 Jessie Ramos 50 BUDGET FYI Sent 14-OCT :24 Alvin FYI 70 PAYROL Approved 14-OCT :41 Oletha APPROVER 99 APPLY Applied 14-OCT :06 Jessie Ramos Comments: Date @com5-62-

63 CASHIER CODES CASHIER CODE LOCATION Campus AA Medical Science Building Newark BB Dental School Newark DD University Hospital Newark DE Nursing Department Newark EE University Behavioral Health Center Newark GA RWJ-New Brunswick New Brunswick GB St. Peter's Medical Center New Brunswick GE Liberty Plaza New Brunswick GG PWJ-Piscataway Campus Piscataway GK Mental Health Center Piscataway HA Camden Camden HB Stratford Stratford HC Cherry Hill Stratford HD Voorhees Stratford MT Martland Building Newark HUMAN RESOURCES DATA ADMINISTRATION USER IDS Category Campus Name User ID Phone Extension MERITS Newark Miriam Martinez MARTINM SEPARATIONS ORGANIZATIONAL CODE CHANGES New Brunswick / Piscataway Mary Martin MARTINMA Newark Jessie Ramos RAMOSJ New Brunswick / Piscataway Dorothy Copeland COPELAD Newark Semper Rogers ROGERSB New Brunswick / Piscataway Gerda Polycarpe POLYCAG All Categories Stratford Sherry Lee LEES

64 Payroll Technician User Names Payroll Tech UserID Payroll Tech UserID Oletha Hayes HAYESOL Jason Hutchinson HUTCHIJR Michelle Treanor TREANOML Christine Santangelo SANTANC Valerie Townes TOWNESVA Robyn Pernice PERNICRJ PAYROLL TECHNICIAN LIST Unit Unit Desc Z-Org Range Payroll Technicians Z Z16252 Robyn Pernice Z Z16417 Jason Hutchinson Z1 Z Z16445 Robyn Pernice Central Administration Z2 Z16811 Jason Hutchinson Z Z26520 Oletha Hayes Z Z27107 Valerie Townes Z3 New Jersey Medical School - PHRI Z30001 Valerie Townes ZA New Jersey Medical School ZA ZA2700 ZA ZA3805 Michelle Treanor Christine Santangelo ZA ZA8001 Valerie Townes ZB New Jersey Dental School ZB ZB9999 Jason Hutchinson ZC School of Health Related Professions ZC ZC1801 ZC ZC5013 Christine Santangelo Jason Hutchinson ZD School of Nursing ZD ZD1009 Jason Hutchinson ZE University Programs (OAA) ZE ZE1604 Valerie Townes ZF Graduate School of Biomedical Science ZF ZF0202 Michelle Treanor ZG ZG0009 Oletha Hayes ZG ZG0024 Christine Santangelo ZG University Correction Health Care ZG ZG0032 ZG ZG0040 Jason Hutchinson Robyn Pernice ZG ZG0051 Valerie Townes ZG ZG0066 Michelle Treanor ZH School of Public Health ZH ZH7125 Michelle Treanor -64-

65 Unit Unit Desc Z-Org Range Payroll Technicians ZK ZK1235 Valerie Townes ZK ZK2107 Oletha Hayes ZK ZK2120 Valerie Townes ZK ZK2134 Jason Hutchinson ZK ZK2209 Oletha Hayes ZK ZK2245 Jason Hutchinson ZK ZK2254 Robyn Pernice ZK ZK2310 Michelle Treanor ZK2312 Robyn Pernice ZK2314 Michelle Treanor ZK ZK2418 Robyn Pernice ZK ZK2502 Valerie Townes ZK University Hospital ZK ZK2608 Oletha Hayes ZK2612 Robyn Pernice ZK ZK3132 Christine Santangelo ZK ZK3313 Valerie Townes ZK4100 -ZK4113 Robyn Pernice ZK4201 Oletha Hayes ZK ZK4209 Valerie Townes ZK ZK4304 Christine Santangelo ZK ZK4407 Michelle Treanor ZK ZK4417 Robyn Pernice ZK4455 Jason Hutchinson ZK ZK5109 Valerie Townes ZK ZK7048 Michelle Treanor ZM ZM0727 Robyn Pernice ZM ZM1100 Christine Santangelo ZM1101 Oletha Hayes ZM ZM1118 Christine Santangelo ZM RWJ - Medical School ZM ZM1300 Oletha Hayes ZM1301 Christine Santangelo ZM ZM1400 Oletha Hayes ZM ZM1820 Jason Hutchinson ZM ZM9900 Michelle Treanor ZN RWJ - Camden ZN ZN0001 Michelle Treanor ZO RWJ - Univeristy Medical Group ZO0100 -ZO1248 Michelle Treanor ZP RWJ - Center of Advanced Biotech & Med ZP ZP0005 Robyn Pernice ZR RWJ - Cancer Institute of NJ ZR ZR9999 Valerie Townes -65-