Release 2.0 Revised July 2013

Transcription

1 Banner Self Service - JSU PAWS Electronic Personnel Action Form (EPAF) End-User Training July 2013 Release 2.0 Release 2.0 Revised July JSU PAWS Electronic Personnel Action Form (EPAF), revised July 2013 Jackson State University

2 Confidential Business Information This document is the proprietary of Jackson State University and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Jackson State. Prepared By: Rod G. Denne Jackson State University Division of Human Resources Staff Development Center P.O. Box 17028, Jackson, MS United States of America This guide is intended to be an enhancement to training and Banner provided user documentation. Before implementation in a live database it is expected that the steps, guidelines and/or rules shown will be tested in a non-production database and that the user confirms the results meet Jackson State University requirements. All other trade names are trademarks or registered trademarks of their respective holders. 2 JSU PAWS Electronic Personnel Action Form (EPAF), revised July 2013 Jackson State University

3 TABLE OF CONTENTS INTRODUCTION:... 5 EPAF Training Expectation:... 6 The EPAF Process:... 7 The Training Scenario:... 8 EPAFS ORIGINATORS:... 9 Accessing EPAF Menu in JSU PAWS:... 9 How to SEARCH FOR A PERSON: Selecting the Applicable Approval Category: HOW TO PROCESS A JOB TERMINATION: How to ENTER A ROUTING QUEUE MANUALLY: How to CREATE A DEFAULT ROUTING QUEUE: How to REVIEW THE ORIGINATORS TRANSACTIONS AND THEIR STATUSES: How to PROCESS ONE TIME PAY: How to CHANGE A DEPARTMENT NUMBER: How to CHANGE A JOB TITLE: How to PROCESS A JOB SALARY ADJUSTMENT: How to PROCESS A JOB RE-APPOINTMENT (GRANT EMPLOYEES): EPAF APPROVERS: Accessing The EPAF Menu: The EPAF Approver Summary: The Current Tab: Reviewing Your Work Before Approving: The In MY Queue Tab: The History Tab: EPAF Proxy Records: COMMON EPAF ERRORS: JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

4 4 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

5 INTRODUCTION The Banner system is a web-based, administrative software application developed by Ellucian. This system provides Jackson State University with online administrative functionality. This feature enables authorized users to complete Personal actions via the web (Employee Self Service) for authoring that action. The Human Resources system is a complete employee information and management system within the integrated Banner product. The Banner Human Resources System consists of two components: Internet Native Banner (INB), and JSU PAWS (Employee Self-Service) Authorized employees in the offices of Budget, Human Resources, and Payroll access INB. They are able to enter employee information such as biographical/demographical information, employment information, jobs information, and benefit/deduction information. Authorized employees in hiring departments will access JSU PAWS to create and approve Electronic Personnel Action Forms (EPAFs). University employees access JSU PAWS to view their demographic, biographic, benefits, and payroll-related information. The Electronic Personnel Action Form (EPAF) function of Banner allows the University to process paperless personnel actions. EPAFs are simple, concise, and allow many values or data elements to default into the document without manual data entry. The forms enable the University to achieve our goal to process personnel actions rapidly, through an electronic approval process, providing an audit trail of all approval/disapproval history. This reference guide provides step-by-step instructions for using the EPAF functionality in JSU PAWS. It is required that departmental users complete the EPAF training session with a level of competence in order to gain access to the EPAF functionality. For questions about EPAF processing, please send an to hrservices@jsums.edu using the title EPAF Support. Include the transaction number of the EPAF you are processing where applicable. 5 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

6 EPAF TRAINING EXPECTATIONS After completing this section, you will be familiar with: The EPAF Process EPAF Structure Approval Categories Approval Routing Queues How to contact Human Resources for system access Departments will use the Electronic Personnel Action Form (EPAF) process to create change(s) to biographical, employee, and job records and submit these changes through a predetermined approval queue (routing). If approved, these changes will be applied to the Banner database by Human Resources. 6 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

7 The EPAF Process This chart depicts a general EPAF process flow for a change to an employee s record: Administrative Assistant EPAF Processing Page 1 of 1 Department Approvers Human Resources Decides to process an EPAF Transaction YES Can EPAF be Used? NO Gather all of the information Start the EPAF Processing Initiates a Help Request from HR Enters employee s personal information in Banner. Apply alternative provided by HR Login to JSU PAWS and review pending EPAF actions or Enter new EPAF, Save and summit EPAF Approved? Applies EPAF to Banner. YES YES NO Changes Needed? EPAF returned to dept for correction, changes are made, and it is resubmitted in JSU PAWS. Process Ends Process Ends NO YES Process Ends 7 JSU PAWS Electronic Personnel Action Form (EPAF), revised July 2013 Jackson State University

8 The Training Scenario: Our goal is to teach you how to process personnel actions using EPAFs. Once you have entered each of these transactions your manager will be taught how to approve them. Once the approval is completed, the applier will submit the data to be entered into Banner. They will be visible in Banner at that point. Until they complete these approving and applying tasks, you will continuously check the status until it is completed. The entire EPAF cycle consist of 5 steps. Step 1 - Determine what transaction to apply given the EPAF process you want to process. Step 2 - Enter the information into PAWS. Step 3 - Save the data. Step 4 - Review what you have saved. Step 5 - Submit the transaction. Repeat steps 1 5 for another transaction for the same employee or another employee. 8 JSU PAWS Electronic Personnel Action Form (EPAF), revised July 2013 Jackson State University

9 EPAF ORIGINATORS The EPAF process begins with a change or update for an employee s record and/or job. In order to update the system with the new information, an EPAF must be initiated in JSU PAWS. This chapter provides the originator with information about accessing EPAFs in JSU PAWS, tracking EPAFs, and deleting transactions that have been started but no longer need to be processed. Accessing EPAF menu in JSU PAWS To access the EPAF menu, you must first have authorization to initiate and/or approve in the JSU PAWS. Once you have the appropriate authorizations, you will need to log on to JSU PAWS. Accessing Self Service Banner through the JSU website JSU PAWS should be accessed through the JSU website: 1. Open your internet browser on your computer. 2. In the Address field, enter: and press Enter. 3. Click on the JSU PAWS link in the menu. 4. Enter your User ID and PIN. 5. You will automatically be taken to the home page of JSU PAWS. 9 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

10 6. After logging into Self Service Banner, click on the Employee link. You will be taken to the Employee Menu. 7. Click on the Electronic Personnel Action Forms link. You will be taken to the EPAF menu. 10 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

11 How to Search for a Person Once you are logged into PAWS and navigated to select the link to enter a new EPAF you will see the following web page. In this exercise you will learn to find the person you want to conduct a transaction on. When you do not know the J number you can search for it by pressing the magnifying glass icon next to the ID field. Once you have pressed the magnifying glass icon you will land at the above form. Notice that you can search in 3 different ways for the employee s record that you will want to perform changes to. You can search by Name, J number, or Social Security Number. 11 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

12 To search by using the name you can enter it in the fields provided then press the button. If you do not know the full name or don t know the proper spelling you can search by using a partial portion of their name. See the example below for how to enter a search using the % wild card search symbol. 12 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

13 Now that you have searched and found the person you are performing a transaction on, select the EPAF that represents the personnel action you want to execute from the Approval Category drop down menu. Note: If the employee cannot be found you will not be able to perform any transaction at this time. After identifying an employee, click the Approval Category drop down menu to select the EPAF that represents the desired personnel action needed. 13 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

14 SELECTING THE APPLICABLE APPROVAL CATEGORY Once you have selected a valid employee you need to select the correct processing approval category to apply. Here is a definition of all currently used EPAF at JSU. JSU EPAF LIBRARY 14 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

15 How to Process a Job Termination In order to change the employment status of an employee, to terminated, select the Job Termination approval category. Press the button and fill in the required information. See next example. Select the position that will be terminated by activating the radio button and pressing the Go. You will see the below samples. 15 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

16 Note: for the purpose of discussion one screen has been divided into three. The first one displays information about the successfulness of being saved correctly, the status, the query date used, the approval category being processed, and the transaction number. Notice that the transaction has not been submitted at this point. Please notice and use the transaction number (i.e. 1174) to reference the transaction. This is a unique number assigned to each EPAF transaction you are processing. This section is where you enter the information. Notice that you have some required fields. You should enter the Job Effective Date. You must use the format established. This is the date of the termination. 16 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

17 17 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

18 How to Enter Routing Queue The next section is the routing queue. In this section you define tell the system who will approve and apply the EPAF. To select a person click on the magnifying glass icon and select the appropriate approving manager for your department that is authoring this transaction. If they do not appear on this list, please contact your HR office for inclusion. Once you have completed entering the routing queue information you can enter a comment and then click on the Submit button to complete the process of termination and send it to the approver for processing. NOTE: If errors occur you must correct them and resubmit the transaction until it saves with only warnings. Warnings are acceptable. 18 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

19 Notice the successful submission indicator. Once submitted, notice the Pending Status of the transaction as well as the Transaction Number. The transaction number (1003) can now be used for future reference to this particular action. 19 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

20 How to Create a DEFAULT Routing Queue The next section is setting up a default routing queue for your EPAFs. In this section you define/tell the system which personnel will approve and apply each EPAF in advance. Once the EPAF is selected for a transaction, the routing queue will automatically populate with the pre define selections. To setup the default routing queue, click on the EPAF Originator Summary from the main EPAF Menu. Once at the summary page click on the Default Routing Queue blue link at the center of the screen above the EPAF transactions listing. 20 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

21 Once at the Default Routing Queue screen, click the drop down menu and choose an EPAF to pre define the Approval Queue. In the Approval Level column, click the drop down menu to choose the level and category for each approval need to process the action completely. Once you have identified the level and category of the Approval Level needed, click the magnifying glass to select the corresponding User Name for each approval level identified and the Required Action for each User Name. 21 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

22 Note: The system may mandate certain default approvers and appliers for all transactions, such as Human Resource Approver, Human Resource Applier and Budget Approver. 22 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

23 How to Review the history of Originators transactions and their statuses: From the first web page you enter you will see the links to navigate. Click on the link labeled EPAF Originator Summary see sample below. You may look at your EPAF by transaction status by clicking on the Originator Summary link. From this point you can see their status. Transactions that you are working on or that have been saved but not submitted can be found on the Current Tab. You can look at any of the details for any given employee in the list. If you click on the person s name you will see the details entered. Note that you can void or delete this transaction. Delete will remove the process from the system and will not be processed. If you void it the transaction detail is kept but will not be processed. 23 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

24 If you need to update this transaction you can do so by clicking the Update button. Once you update the transaction you must save and Submit again to process your changes. NOTE: This can be done until the transaction is approved. After that, only the approver can return the EPAF to you for correction and then you can update and resubmit. Transactions that have been submitted (both in progress as well as transactions that have been completed) can be found on the History Tab. 24 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

25 How to Process One Time Pay Before processing one time pay EPAF, make sure you know which positions will be used to pay the individual from. This information can be obtained from your department budget manager. Perform any navigation to select an employee to process. Then select the approval category of One Time Payment. Click on Go to select or enter the position to use for payment of extra pay. In the display below there are primary and secondary positions already assigned to this employee. Notice that you can add a new job. If you know what that position number is please enter it in the position field. Tab to the next field and enter the prefix of 00. If you are using the same position as one already used, enter a one-up suffix number from the last highest prefix displayed. For example, notice that the secondary position has a suffix of 00 already so if that position is going to be reused, then the suffix must be 01. For our training we will just add a new position of , with a 00 suffix. See the detail below. Click on Go after entering the position and suffix. 25 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

26 Update the job s beginning date with the listed current value and the job effective date with the start date of the payroll. Keep in mind that the pay cycle starts at the 1 st day of the month or the 16 th of the month. So be mindful of the start and end date of the payroll you will be using to pay the extra pay. Enter the salary. Enter the Terminate Job Section, Job Effective Date with the end of the payroll period (i.e. 15, 28, 29, 30, or 31). Review the funding information for the transaction in the Labor Distribution section and document any additional information in the comment section. Once the dates, salary, and funding are entered, select the routing queue see pages for details. Remember this is the person s name authorizing the payment (for approver) as well as the Human Resource approver and applier. Save and Submit. If after submitting you get errors - correct and resubmit the EPAF. 26 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

27 How to Change Department Number Repeat the steps on pages 9-13 or key in the J# for the employee record you want to update. Once you have identified the correct employee, choose the EPAF for Change Home and/or Distribution ORG (E00003) from the Approval Category drop down menu and click GO to access the proper screen to update the ORG change for the employee selected. The current Home and Distribution ORG information is displayed and can now be updated with the new ORG information. 27 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

28 Perform the functions of selecting the routing queue see pages for details. Remember this is the person s name authorizing the change (for approver) and the HR officer for the applier. Document any comments you have at the area provided below the routing queue. Save and submit. If after submitting you get errors - correct and resubmit the EPAF. 28 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

29 A successful submission is routed to the next Approvers Queue for review, return, or approval. 29 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

30 How to Change Job Title Repeat the on pages 9-13 or key in the J# for the employee record you want to update. Once you have identified the correct employee, choose the EPAF for Employee Title Change (E00002) from the Approval Category drop down menu and click GO to access the proper screen to change the employee title. When the J# is entered, hit the Tab key and the employee name will auto populate. Select the Change Job Title EPAF from the Drop Down Menu and Hit Go. At the Job Selection screen click the Radio Button for the title you want to change then click. 30 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

31 Make the proposed title change in the field and key in the Job Begin Date (the day you want the change to occur) and the Job Effective Date. NOTE: The Job Effective date has to be after the last date paid. Perform the functions of selecting the routing queue see pages for details. Remember this is the person s name authorizing the change (for approver) and the HR officer for the applier. Document any comments you have at the area provided below the routing queue. 31 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

32 Save and submit. If after submitting you get errors - correct and resubmit the EPAF. A successful submission is routed to the next Approvers Queue for review, return, or approval. 32 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

33 Job Salary Adjustment Repeat the steps on pages 9-13 or key in the J# for the employee record you want to update. After making the employee selection, choose the EPAF representing the personnel action you would like to execute on the employee selected and click. At the Job Selection screen, click on the Radio Button click. for the Job your want to adjust and Note: Employees can have a primary job and a secondary job. Be sure to select the proper Radio Button to ensure that the action is executed against the desired position/job. 33 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

34 At the Job Salary Adjustment screen complete the following requested data: Current Value Job Effective Date Personnel Date Salary (Exempt) Hourly Rate (Hourly) Job Change Reason New Value New Salary Start Date New Salary Approval Date New Salary Amount If hourly Emp, use Hrly Rate Drop Down Menu Note: Job Eff. Date must be after last pay date As with all transactions, complete the routing queue process by selecting your divisions approval levels, user names and the required action for each user prescribed and click. Note: If you initially setup your Default Routing Queue for the Job Salary Adjustment EPAF, all approval levels, user names, and required actions will automatically populate the routing queue upon your initial selection of the Job Salary Adjustment EPAF from the EPAF main menu. Don t Forget Setting up your Default Routing Queue at the beginning will save time, reduce routing errors, and eliminate the manual routing process each time the particular EPAF is selected for action. 34 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

35 After saving your work, take the time to review the accuracy of the information keyed before making the final submission for approval. Notice the Successfully Saves message indicator at the top of the screen. Always Review your Work before Submitting for Approval After reviewing your work for accuracy, click the button to execute the personnel action by forwarding the transaction for approval to each employee defined in the default or manually populated Routing Queue. 35 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

36 To preview the EPAF after submission, click on the EPAF Originators Summary link at the bottom of the screen or return to the EPAF main menu and click the EPAF originator Summary link. Once at the EPAF summary screen, locate (by transaction number, or date) the recently submitted transaction or any other transaction in your summary and click on the employee name to access the EPAF preview screen. Use the arrows to sort the columns in ascending or descending order From the Originators Summary Click on the Employee Name to access the EPAF preview 36 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

37 From the EPAF preview screen you can review the approval category used, the transaction number generated t uniquely identify the transaction, the transaction history, comments added, routing queue progression as well as a transaction snapshot. The name and ID of the employee is provided along with the transaction number and the approval category used. Note: If the EPAF has not been approved by the first level approver yet, you can click on the if you discover a last minute update. A condensed snapshot of the transaction is also provided for review. Everyone selected in the routing queue can see the up and down stream approval progression in real time. Comments can be added to communicate critical information about the transaction. Approvers should always review the comments before approving a transaction. Who created and submitted the transaction 37 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

38 Job Re-Appointment (Grant Employee) At the EPAF main menu, click the new EPAF link and key in the J# for the employee record you want to update. Once the employee is identified, select the Job Re-Appointment EPAF from the Approval Category drop down menu and click. At the Job Selection screen, click on the Radio Button click. for the Job your want to adjust and Note: Employees can have a primary job and a secondary job. Be sure to select the proper Radio Button to ensure that the action is executed against the desired position/job. 38 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

39 Review the Employee information and the Approval Category to ensure accuracy At the Job Re-Appointment screen, key in the following information to successfully execute the EPAF: Current Value Job Begin Date Jobs Effective Date Salary Factor Pays New Value Match Current Value 1 st day of work Salary Amount Match Current Value Match current Value Current Value Job Effective Date New Value Grant Emp Annual Contract End Date. Review your default routing queue for accuracy, or manually key the routing queue to reflect the desired routing path for the transaction. Once you have completed and/or verified the routing queue setup, click. 39 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

40 Once saved and no errors appear, you should see the saved successfully message at the top of the EPAF screen along with the new transaction number. Remember to add any information in the comment section that approvers may need to know before approving the EPAF. Remember to review your transaction before submitting for approval. If the information saved is accurate, click the button to forward the transaction through the routing process for approval. Once submitted, you will see the submitted successfully message at the top of the EPAF screen. 40 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

41 EPAF APPROVER Accessing the EPAF Menu & Approver Summary To Approve an EPAF you first go and review the EPAF Approval Summary link. Click the Employee Tab once you are logged into PAWS. At the Employee Tab, click the Electronic Personnel Action Forms link to access the EPAF menu. Once at the EPAF menu click on the EPAF Approver Summary link. The EPAF Approver Summary page has three sections: Current, In My Queue, and History Tabs. The Current Tab contains EPAFs that either needs to be approved or acknowledged by the Approver. The In My Queue Tab contains EPAFs that will be routed to the Approver in the future. The History Tab contains EPAFs that an Approver has previously processed. The Current Tab: Displays transactions that with the following statuses: Pending Transaction is pending approval. FYI Transaction is pending acknowledgement. More Information Transaction is pending approval but an approver is requesting additional information before they approve it. To enter the EPAF for any transaction, click on the person s name. On the Current Tab of the EPAF Approver Summary, notice the action column. It has an enterable box that when you click on it makes that record selected for approving. Also notice the left most column, it has a red flag indicating that action is required or pending. In order to approve the EPAF simply click on the save button. To select all of the transaction press the select all button. 41 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

42 The screenshot below illustrates having selected all of the transaction for approval. Once you save the EPAF you should receive a message indicating that the amount of transactions that were approved. Please make sure that it states that they are processed successfully. Reviewing Your Work before Approving: For the purpose of reviewing the details associated with any of the EPAF, you may click on the name of the individual. The blue colored text indicates a web link and by clicking the text additional information and/or details can be accessed. Please don t for get to review the transaction Comments, especially if there are two asterisks before the word comment (**Comments). 42 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

43 Once you click on the name link you will see the following: The Approver has the capability of doing the following for EPAFs that are pending approval: Approve To approve a transaction. Disapprove To disapprove a transaction. Return For Correction To return a transaction to the Originator to make changes. Any transaction that has been returned should have a comment that indicates why it was returned. More Info To request additional information from the Originator without returning the transaction for correction. If an approver requires more information about a transaction, they should enter a comment that indicates what additional information is needed. Add Comment To add a comment to the transaction. Transactions with comments will display as Approver Summary Page. in the Links section on the EPAF Here you can see the routing information used to route this EPAF and what action is still pending to be completed. You can see the comments entered by the originator and who the originator is. 43 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

44 When you Return for Correction, the transaction is removed from your current queue but you can see it in your history tab. In My Queue Tab Displays transactions that with the following statuses: In the Queue Transaction is in the queue of the approver but has not reached the approver s approval level yet. To enter the EPAF to review the information for any transaction, click on the person s name. Notice that after you approve them the action column does not appear anymore. Note: **Comments means comment exists so you can review the information. 44 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

45 History Tab Here you can see all of the transactions that were processed. The History Tab displays transactions with the following statuses: Approved Transaction that has been an approved by the approver. Acknowledged Overridden Transaction that has been approved by a SuperUser. Applied Transaction that has been applied to Banner. Disapproved Transaction that has been disapproved by an approver in the approval queue. Returned for Correction Transaction that has been returned for the correction to the Originator. Void Transaction that has been voided. Removed from Queue Transaction that has been removed from the queue of the approver. To enter the EPAF to review the information for any transaction, click on the person s name. 45 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

46 EPAF Proxy Records From the Electronic Personnel Action Form (EPAF) menu select EPAF Proxy Records. Once at the EPAF Proxy Records screen, select the Approval Level for which you wish to designate a Proxy Approver from the drop down menu. Click. This page allows the user to enter or update his or her EPAF Proxy Records. On the EPAF Proxy Records page, the user can enter or update his or her EPAF proxy list. From the Name drop down menu, select the individual to designate as the Proxy Approver. Check Add next to the individual s name, then click Save. To remove a Proxy Approver from your Proxy Record, check Remove next to the individual s name, then click Save. 46 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

47 IMPORTANT: As in current EPAF functionality, the user does not assume the same security as the person he or she is proxying for. When designating a Proxy Approver, be advised that the proxy must have security access at the designated approval level. The user may select another approval level and click the Go button. The page will be refreshed and the data for the approval level chosen in the list will be presented. To add proxies, select a name from the pull-down list, select the check box under the label Add and then click save. Users may enter proxies for every Approval Level where the user is listed as an approver To remove proxies, select the check box next to the name, and then click. 47 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

48 COMMON EPAF ERRORS Below contains a list of common errors received when processing EPAFs. This list of errors is not all encompassing. So, if you should come across an error not listed, please contact Human Resources to assist you with resolving the problem. New EPAF Job Selection Page Invalid Position Error o o Cause Invalid position number entered. Solution Enter a valid position number. If position number is unknown, perform a position search and select the correct valid position number. Electronic Personnel Action Form Page Missing Required Field o Cause Did not enter a required field. o Solution Enter the New Value in the field indicated in the error message. Invalid Date Format o o Cause Date is not in the correct MM/DD/YYYY format. Solution Format the date in the MM/DD/YYYY format. Invalid Value o o Cause Non-numeric value entered into a numeric field. Solution Enter a numeric value. 48 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

49 Primary Job o o Cause Contract Type field is set to Primary and the employee has already has a primary job. Solution Change the Contract Type field to Secondary or Overload based on the instructions for the EPAF you are processes. Missing User ID in Routing Queue o o Cause User ID has not been entered for each Approval Level in the Routing Queue. Solution Enter the User ID for the Approval Level where the Approver is missing in the Routing Queue section. Also, the Originator s Default Routing Queue needs to be updated. 49 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University

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51 Challenging Minds, Changing Lives 51 JSU PAWS Electronic Personnel Action Form (EPAF), Rev, July 2013 Jackson State University