epaf System In conjunction with PeopleSoft Use of epaf, CPAF, Stipends and Separations. Fall 2018 Edition UTRGV Human Resources

Transcription

1 Fall 2018 Edition In conjunction with PeopleSoft Use of epaf, CPAF, Stipends and Separations. UTRGV Human Resources

2 Contents Common Definitions... 3 Before you begin... 4 Login... 6 Home Screen... 6 epaf... 7 Position Number Information... 7 FTE (Full-Time Equivalent)... 9 Reports to... 9 Employee Information Handshake Job Related Information Job Information Proposed Cost Center Contact Information Change of Personnel Action Form (CPAF) Search Employee to Update Stipends (faculty and staff) Separations Employee Classifications Employee Classifications for Staff Direct Wage/Student Employment Initiative/Work-study/Part-Time Non-Student Workflow Logging in after timeout Requesting Access to epaf System Access to view/access epaf System Role Access

3 Common Definitions epaf Electronic Personnel Action Form. Used to propose a candidate to be hired. Candidate is usually an individual who is new to the university or has not worked for the university for the last six months. Please note that any type of hire or processing through PeopleAdmin will not require an epaf since this will be done through PeopleAdmin. CPAF Change of Personnel Action Form, also referred to as Change of PAF or pronounced as see-paf. It is used to recommend changes to a current employee job data such as in funding source, hiring dates, number of hours per week, job position, rate of pay, change in location and room number and change in department within the university. Stipend Used to provide an additional job to an employee outside their normal job duties for a specific amount of time. This only applies to exempt employees. Project Number This is where the employee will be paid out of. A list of the latest project numbers can be found via the Oracle system. Creator The person creating the epaf, CPAF or Stipend. Approver Person or department who needs to review and approve an epaf or CPAF in order for it to move forward to the next person or department in the workflow. Hiring Official Departmental authority for approval of any faculty or graduate assistantship position. Department Manager The authority in charge of a project number. Assistant Dean Authority based on Academic Affairs college or school to approve a faculty or graduate assistant position. Workflow An approval process initiated by the creator of the epaf or CPAF and ending with the approval of the Office of Human Resources. The number of approvers required in a workflow varies depending on different factors such as classification and additional verifications. See Workflow Approver chart for full list of approvers. HR Office of Human Resources 3

4 Before you begin Before creating an epaf, CPAF or Stipend, there are a few things to keep in mind: 1. Discuss hiring or changes with the hiring and/or project manager beforehand. Typically any hiring or changes are expected to be discussed beforehand with the hiring manager and/or project manager. Since this systems does not allow attachments, if additional documentation is required by any of the participants in the workflow, please provide the back up to the respective approvers before you create an epaf to expedite the workflow. If approvers have any questions about a specific epaf, they don t approve or reject the epaf until they call and ask the department for additional information, if needed. 2. Verify the manager of the project numbers to be used The system will route approvals to the manager of the Oracle project number(s) to be used. If the information on file is incorrect or not found, it is recommended to submit a UTRGV Project Key Member Update to the Office of Finance and Public Policy with the appropriate information before creating an epaf or CPAF. Please note that updates to project numbers in Oracle might take a day or two to be reflected in the epaf system. 3. Know the pay distribution, annual salary and encumbrance The creator of the epaf or CPAF must know the annual salary (how much the employee would be paid from September through August) and the encumbrance amount (the amount being set aside to pay the employee throughout the fiscal year). For hourly positions such as direct wage, the system will calculate the amount to encumber and will allow a 10% margin between what was calculated and what was entered by the creator. The calculation is only for comparison purposes but ultimately, the system will use the amount entered by the creator. For salary positions, no calculations are performed. 4. Prepare Documentation for International Employees Verify if prospective employee is on a VISA (and the type of VISA: F1, H1B, etc.) and/or if employee is a non-resident. If hiring an international student employee, an International Student on Campus Employment Authorization Form must be completed and submitted to the International Admissions & Student Services for approval prior to creating an epaf. To provide proper employment authorization documents or if you have any questions about hiring prospective international employees or students, you may contact the Office of International Admissions & Student Services or if you have any questions related to the international student employment process to International@utrgv.edu. 5. Provide Criminal Background Check (CBC) link to prospective employee Departments are required to provide the link to a secure online form to prospective employees. A unique link will be provided by the department head to the individual who has been asked to complete a Criminal Background Check form. For work-study and direct wage employees, the link is provided by the Career Center. For faculty, the assistant dean of each college will provide the link. For the rest of staff, the link is provided by the recruitment area in Human Resources. 4

5 The link can only be used for the same position. Do not use the same link for different classifications (for example, use the work-study code for a full-time position, or a clerk position to someone who needs to drive a university vehicle) as each Criminal Background link is related to the type of work the employee is to perform. 6. Provide I-9 Form link to prospective employee This site is to be completed by the prospective employee will take you through the process of filling in your I-9 in a few simple steps. The second step is for the prospective employee to show original documentation to the Office of Human Resources as instructed on the I-9 website. Process is not considered complete without this second step. Notify the employee that I-9 should be completed and presented to the Office of Human Resources. Login site to the I-9 form for The University of Texas Rio Grande Valley can be accessed at and it is also available under Resources > Links section of the epaf system. 7. If hiring a Direct Wage, Work-study, or SEI employee, make sure you have the Job ID corresponding to the job title being hired for. Job ID for Direct Wage, Work-study or Student Employee Initiative (SEI) job titles is provided on the Handshake website found at is Handshake is a database where departments can review student resumes, contact students directly and post job openings for work-studies and direct wages. If your department does not have a Handshake username and password, it is recommended to contact Career Center to register. Departments should not register directly from the site since it will treat the department as an external entity and have restrict to certain features. Direct Wage information such as salary ranges, job type and duties such as Tutor Academic Assistant; Student Assistant; Project Associate; or Part-Time Non-Student, can be found on the Handshake website under Student Employment (On Campus) & Official Job Descriptions. 5

6 Login To access the epaf System, visit the myutrgv.edu portal and once logged in, click on the epaf icon found in the Applications section. If after login in to myutrgv portal you cannot access the system, most likely your information needs to be updated in the epaf system. Simply contact Human Resources to request access. Home Screen The top menu tabs include links to more options: Home List of pending epafs or CPAFs. epaf Candidate is usually an individual who is new to the university or has not worked for the university for the last six months. The use of the epaf excludes any hire that is being processed through PeopleAdmin. CPAF It is used to recommend changes to a current employee job data such as in funding source, hiring dates, number of hours per week, job position, rate of pay, and change in department within the university. Stipend Used to provide an additional job to an employee outside their normal job duties for a specific amount of time. This only applies to exempt employees. Separation This is used only when an employee is leaving the university for more than three months. Resources Contains manuals, reports and useful links. Portals Access to other HR portals such as Tuition Assistance and the previous epaf System for Oracle. 6

7 epaf The epaf Form is used when hiring an individual who has not worked for the university before or has been inactive as a UTRGV employee for more than six consecutive months. If your department is hiring an existing UTRGV employee, please refer to the CPAF form instead. Any hire or type of processing through PeopleAdmin will NOT require an epaf. See examples below: Graduate Assistant Full Time Faculty Full Time Staff Part Time Faculty. Note: If your candidate or employee applied through PeopleAdmin then this means that you will not have to do an epaf for your employee. Position Number Information To begin the epaf, search for the position number that employee will be placed into. You search for the position by clicking on the Search Position Number button. A pop-up screen will appear with the options to search by position number or department. If you already know the position number, select Search by position number and type the number in the corresponding field. If you do not know the position number, you may search based on the department the position number is from. Under Search by department there wil be a list of all departments available. You may filter the list by typing the department name. Select the department by clicking in the corresponding radio button and press the continue button. 7

8 Once you search either by position number or department, a list of all positions pertaining to that position or deparment will be displayed. If the list is too long, you may filter it by typing the position number or keywords pertaining the position you want to use. Note: If filtering by job title, ensure to review that everything in the position being selected is correct. The position number contains the job code, job title, occupant (if someone is currently filled under that position), the employee classification, business unit (division or college), department, city, location (building), supervisor, reports to (position number of supervisor), standard hours, FTE, chartfields and combo code. 8

9 Once you select the position number and continue, the pop-up box will close and the Position Number Information box and supervisor information will be prepopulated in the epaf. Note that this information cannot be modified. FTE (Full-Time Equivalent) Note on FTE: The position has an FTE tied to it. If you need to hire an employee two different student employees with same title and department but with different FTE, make sure you select the right position number to reflect the correct FTE for the individual. Reports to In PeopleSoft, the position is linked to a position, not a person. 9

10 Employee Information For employee information, enter the information of the prospective employee to be hired. Select the type of salutation (Dr., Miss, Mr., Ms., Mrs.) Provide the required information, including employee, student/banner ID (if student or faculty) and address.? Why is the address required? For the most part, if new employee, most likely will not have a UTRGV address. In this case, provide their personal . This is required by Human Resources in order to contact the prospective employee in case they have any questions during the hiring process as well as to send the UTRGV credentials once their profile has been created in PeopleSoft. If employee is a student, most likely they will have a UTRGV address along with a Banner ID. Enter the department phone number (required). Enter desk phone number. For the month and day of birth, enter this information if known. This is optional and it is only used for verification purposes where there might be multiple employees with the same first and last name. Handshake Handshake is the online career management system for students of UTRGV. The Handshake Job ID provided to departments is required to process the epaf. If you have any questions or need further assistance regarding Handshake, contact Career Center at (956) , (956) or at Handshake@utrgv.edu. 10

11 Job Related Information If employee will be concurrently be working in another department during the period of the assignment, make sure to respond as Yes. This to make sure the employee does not go over the total maximum number of hours allowed for the employee. Also, include if the employee will be working from out-of-state or even out-of-country. Job Information For the Job Information, Campus City and Location will be auto-populated based on the position number. Provide the Office/Room #, department and desk phone number. Proposed Start Date - Enter the date that the employee is expected to work. The Proposed Start Date must be greater than the current date when the epaf is being created, ideally two weeks in advance. Note: Faculty starting in the fall semester should have a starting date of September 1 even if their first day falls in August. 11

12 Proposed Start Date vs HR Hiring Date Just because a starting date was entered by the department, it does not mean that the employee may start working on that day. The prospective employee s first day of work should always be based on or after the hiring date provided by the Office of Human Resources once the process if fully approved. Personnel not following this procedure may be subject to be reported to the Provost. Proposed End Date - Must be within the same fiscal year as the starting date. Proposed Cost Center The Cost Center and Combo codes will be pre-populated based on the position number. Provide the Assignment Annual and Proposed Encumbrance amounts. Assignment Amount This is the amount of how much the prospective employee would be paid for the full contract period. The full amount (distributed if using more than one project) is entered here even if the employee is expected to work for less than the contract period. 12

13 Proposed Encumbrance This is how much will need to be set aside (encumber) to pay the employee from the proposed starting date until the end date. For example, if a regular faculty (9/12) is to be hired late from November 1 st until April 30 th, and the annualized amount was $18,000, the encumbrance amount would be $14,000 [($18,000 / 9) = $2,000 x 7 months = $14,000]. If using more than one project number, each budget line must match the correct Funding Source percentage from the total encumbrance. For example, if using two projects, one with % Funding Source of 25 and another of 75 and the total proposed encumbrance is $14,000, then the encumbrance for 25% would be $3,500 while for 75% would be $10,500. Contact Information The system will ask to provide the contact information in case any of the departments in the workflow has any questions. Provide the full office phone number including the prefix (882 or 665), including area code. 13

14 Change of Personnel Action Form (CPAF) A Change of Personnel Action Form (CPAF) is required when there is a change in an employee s: Funding source (cost center, grant, encumbrance, etc.) Hiring date Ending date (Note: If the end date is due to a separation from the university, use the Separation Form instead). Number of hours per week Position Number Rate of pay Division/Department (moving to another division or department) Supervisor Location (city, building, room #) Any other correction to a previous epaf or CPAF already approved by Human Resources. When not to submit a CPAF If the only change in the employee information is their name (last name from single to married, for example), no CPAF is required. However, the employee can submit a request through PeopleSoft through employees self service. If an employee is separating from the university, a CPAF is not required. Instead a Separation form should be submitted (see Separation Form section for information to submit a form). Search Employee to Update The first page of the CPAF will ask to search for the employee id (recommended). From the results, select which record you want to make changes to. 14

15 On the next page, most of the fields will automatically be prepopulated based on what was entered in the record selected. Most of the data will have two columns, the current information, which is the latest employee data recorded, and on the right it will be the proposed information, or the data you want to make changes to from the current record. The current data cannot be modifed since it based on the existing approved epaf/cpaf. To update the proposed, make sure to click on the corresponding checkbox based on the section you want to make changes to. This will display additional options in order to update the information. 15

16 For example, clicking on the Update Position Information checkbox, will allow you to view the Search Position Number button to search the new position. Note that in this case, it will update not only the job code, but also anything else, related to the position such as the reports to, location, city, cost centers and combo codes. Update other fields if a new position is provided? Pending answer. Allow to update FTE for a position, or will the position already have a predefined FTE? Pending answer. 16

17 Stipends (faculty and staff) Stipends are used to provide an additional job to an employee (faculty or exempt staff) outside their normal job duties for a specific period of time. Stipends do not apply to student employees or non-exempt staff. Follow the same steps as the epaf system. Separations Search employee and bring position number (since this is required). 17

18 Employee Classifications Employee Classifications are as follows. Code Description Assigned Job Codes AP Administration & Professional Staff Varies APN AP Wages Acct 10997: Special Assign. Faculty, 10999: Special Assign. Staff CL Classified Staff Varies CLN Classified Staff Wages 10056: Specialist, 10061: PT Non-Students, 10995,10998 FA1 Faculty Tenure Varies FA2 Faculty Non-Tenure Varies FA3 Faculty Summer Varies FA4 Faculty SOM 12 months Varies RES Residents 10149, 10150, 1051, 1052, 1053, GRA Graduate Research Assistants 10064: Asst. Instructor, 10095: Res. Asst., 10096: Grad. Asst. GTA Graduate Teaching Assistants 10047: Teaching Assistant STU Students 10057, 10058, 10059, 10060, WS College Work-Study 10051, 10053, 10054, POI Person of Interest 10088, 10089, 10090, 10091, 10092, 10093, Employee Classifications for Staff The staff classification refers to a position such as an exempt staff, direct wage, work-study, etc. Staff Classifications for epaf and CPAF: Administrative and Professional Staff Direct Wage Exempt Regular Non-Exempt Regular Student Employment Initiative (SEI) Temporary Non-Exempt Staff Work-study Direct Wage/Student Employment Initiative/Work-study/Part-Time Non-Student Candidate for these positions should have total hours per week less or equal to 19. These classifications require a Career Posting Number (Job ID) provided on the HandShake website. Link to the HandShake website can be found in the Link section of the Resources menu of the epaf system. Any direct wage position with an hourly rate at $13 or above will need to go through an approval process with HR Compensation. It is recommended to initiate this discussion during the posting process to ensure any hourly rates discussed with a temporary worker are appropriate. 18

19 Student Employment Initiative (SEI) To speed up the approval process for SEIs, it is recommended for the students to have already uploaded the following documentations to their Career Connection profile before the epaf is created: Resume Class Schedule (for the semester they are applying) Unofficial Transcript Part-Time Non-Students Part-time jobs that do not require a bachelor's degree or are for clerical duties must be performed by students enrolled during the period of assignment. Only the part-time jobs that require specific skills and/or education can be considered for non-students. Part-time non-students cannot work more than 19 hours per week and department must provide a reason for hiring a non-student for the part-time position. Example: Part-Time Job for Students and Non-Students Required to be performed by students Clerical duties such as: o Help the front desk o Answer office phone calls o To file or enter data o Maintain and reconcile ledgers o Create reports Acceptable for non-students Technical IT work that requires system knowledge Special project administration such as: o Interpreter o Counseling and advising College Work-study employees If hiring in the summer, the student must be enrolled a total of six hours or more for the summer and may only work during the summer semester enrolled as a student. May session is considered part of Summer I. Example: College Work-study Employee for Summer Sessions If student is enrolled 4 hours for Summer I and 3 hours for Summer II, then student will qualify to work all summer since total hours is more than 6. If student is only enrolled for Summer II, then the total hours enrolled should be at least 6 and may only work as work-study for Summer II. If employee is enrolled 2 hours for May session and 4 hours for Summer I, the student may qualify to work for Summer I since total hours is at least 6. Temporary Non-Exempt Staff An employee as Temporary Non-Exempt Staff can work from 20 to 40 hours for three months (if direct wage with no benefits) or 4 ½ months (if direct wage with benefits) and must wait 13 months (consecutively or non-consecutively) from the last day they worked as Temporary Non-Exempt staff to reapply for that 19

20 classification/job code description again. For any additional time to be worked right after completing either the 3 or 4 ½ months, please contact Salary Administration for hiring recommendations. Example: Temporary Non-Exempt Staff Suppose John Smith worked as Temporary Non-Exempt Direct Wage (with no benefits) from January 1 January 31 st. Then he worked again from April 1 April 30. That s already two months worth. Then he worked from June 1 to June 30. That completes the three months of work. This means that if he wants to work again as Temporary Non-Exempt, he will have to wait 13 months since his last day on June 30, which would fall any time after August 1 st of the following year. 20

21 Workflow The following workflows applies to all epafs, CPAFs and Stipends. Faculty and Graduate Assistantship Workflow Hiring Official Reviewer Manager International Admission^ Graduate College Graduate Office Grants & Contracts^^ Assistant Dean Provost / VP Planning & Analysis Human Resources FA1: Faculty Tenure FA2: Faculty Non-Tenure FA3: Summer FA4: Faculty SOM (12m) RES: Residents GRA: Graduate Assistantship GTA: Graduate Teaching Assistant - - * - ** Faculty/Graduate Assistantship Workflow: 1. Hiring Official: This is the person responsible for the college or department. 2. Manager Reviewer (optional): Used in case an additional person should be reviewing and approving the epaf or CPAF prior to the manager. 3. Manager: Project Manager based on project number used in the epaf. 4. ^International Admission and Student Services: Added for international and VISA employees. 5. *Graduate College: If Graduate Assistantship and total enrolled hours (academic) are less than 9 (for fall and spring) or less than 6 hours (for summer) and student is not graduating, a justification will be required and will include Graduate College for approval. 6. Graduate Office: Included in workflow only for Graduate Assistantships positions. 7. ^^Grants and Contracts: Included when budget is from a grant or cost share. 8. Assistant Deans: Included for faculty. Added automatically based on the college selected. 9. Provost / VP: Included in workflow for all faculty positions. **If Graduate Assistantship, Provost Office is included only for job title Assistantship Instructor. If faculty is for Health Affairs Division, VP will be approving instead of Provost Office. 10. Planning & Analysis: Included in faculty positions and excluded in Graduate Assistantships. 11. Human Resources: Once reviewed and approved by HR, an notification is sent out to the creator, manager and supervisor of the epaf to let them know that the employee is cleared and may begin employment on the date specified by HR (if different than proposed). 21

22 Student and Staff Workflow Hiring Official Reviewer Manager International Admission^ Financial Aid Career Center Grants & Contracts^^ Vice President Planning & Analysis Human Resources STU: Student WS: College Work-Study AP: Admin & Professsional Staff APN: AP Wages CL: Classified Staff CLN: Classified Wages POI: Person of Interest ^International Admission and Student Services For international or VISA employees. ^^Grants and Contracts Office when budget from a grant or cost share is used. Logging in after timeout The system will timeout after 20 minutes of inactivity. When this happens, a banner will appear on top of the page so that you can click on it to have a pop-up screen to re-enter your credentials. After that, you may close the pop-up screen and continue working where you left off. This helps so that you don t lose your data entry. 22

23 Requesting Access to epaf System Access to view/access epaf System By default, all UTRGV full-time employees should automatically have access to the epaf system. There will be cases where an employee may not be able to access it due if the employee: Has been recently hired (new employee) Changed his/her address Is a student For any of these cases, employee may send an to HR@utrgv.edu. Once verified in PeopleSoft as an active employee, they will be granted access. Role Access There are certain roles in the epaf System to be included as part of the workflow. To have any of these roles, a ServiceNow ticket needs to be submitted, specifying the need for the role. This is required to not only make the change in the epaf System but also in PeopleSoft and other systems as needed. Hiring Official: Person who approves on behalf of the department hiring the employee. By default, this comes direclty from PeopleSoft Chartfield Manager: 23