EPAF Submitter Refresher

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EPAF Submitter Refresher

• Office of Human Resources Payroll
• George Mason University
• 2010

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Welcome!

• This is a self-paced refresher for EPAF
  submitters.
• New information is indicated by this symbol
• Please use your mouse to click through the
  slides.
• If you have any questions, please contact the HR
  Payroll Training Team at 3-2600 or
  hrtrain_at_gmu.edu

New!
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Data Security Stewardship

• As an EPAF submitter, you have access to highly
  sensitive data. Please remember these best
  practices
• Only access information you need to do your job.
  Look up data for work purposes only. Do not look
  up friends and do not share information.
• Keep all sensitive information (especially any
  hiring paperwork with Social Security Numbers
  SSN, Dates of Birth DOB, etc) in a secure
  location (ie. locked filing cabinet).
• Do not access Banner from home (or any other
  non-Mason location) unless you are connected via
  Masons Virtual Private Network (VPN).

To enable telework technologies such as the VPN,
please visit http//telecomadmin.gmu.edu/Telework
/telework.htm
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Data Security Stewardship

• Important policies
• Data Stewardship http//universitypolicy.gmu.edu/
  1114gen.html
• Banner Security http//universitypolicy.gmu.edu/1
  306gen.html
• Responsible Use of Computing http//universitypol
  icy.gmu.edu/1301gen.html

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Original Hire vs. Current Hire

• Original Hire someone who has not held a paying
  job at Mason since Banners inception (July 1,
  2002). An original hire will not have a job
  history in NBIJLST.
• Current Hire someone who has held a paying job
  at Mason since Banners inception (July 1, 2002).
  A current hire will always have a job history in
  NBIJLST.

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PPAIDEN

• Never create an employee record without checking
  to see if the employee record already exists in
  Banner.
• If youre hiring a Mason student, a record will
  already exist in Banner.
• Search by both
• SSN
• Name

See the PPAIDEN training manual for help
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Searching in PPAIDEN

• Search for an employee by typing their SSN (9
  numbers, no dashes) into the ID field.
• If a record is found, verify this is the
  correct employee by name and date of birth. If
  these match, check the PPAIDEN record to ensure
  the employee information is up-to-date.
• See the PPAIDEN training manual for
  step-by-step instructions

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Searching in PPAIDEN

• If an SSN search does not find an employee
  record, please search by name before creating a
  new record.
• The sign is a wildcard In the long box,
  put in last name, comma, first initial and a to
  search this way

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PPAIDEN Creating a Record
Once you have confirmed a record does not exist,
create a new employee record. When creating a
newrecord On the Current Identification Tab,
leave the Name Type box blank. LGCY is only
entered on the Alternate Identification tab, in
the Name Type field.
Leave blank
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SSN Procedure
New!
NOTE For those individuals waiting on permanent
SSN numbers from the Social Security
Administration, effective immediately, Hiring
Departments should now use '000000000' instead of
'999xxxxxx'. This number combination should be
added to the Current Identification tab only and
should not be added to the Alternate ID tab.
Important As soon as the employee receives a
SSN, it must be updated in Banner. The employee
should bring proper documentation to OIPS, who
will update the record in Banner.
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NBIJLST

• For all current hires, you must search for the
  correct suffix using NBIJLST. Remember
• Search date must be changed to 070102
• Match the suffix to the position number find
  the highest numerical suffix and then increase it
  by 1 in the EPAF.
• In a Current Hire EPAF, if you have used the
  correct (ie. previously unused) suffix, you
  should not see values in the Current Values
  block. If you do, please stop. The suffix is
  wrong.

Correct!
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Pooled Position Lookup
New!
The pooled position lookup screen has moved! It
can now be found in PatriotWeb Self Service,
under Employee Services
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NOAEPAF

• Start dates must be consistent across all screens
• Start and end date guidelines

Category Start Date End Date Pays/Factors
Adjunct - Spring 01/25 05/09 7
GRA/GTA Spring 01/10 05/24 9
Adjunct, GRA, GTA Summer Depends on session Depends on session 1
Adjunct - Fall 08/25 12/09 7
GRA/GTA Fall 08/25 01/09 9
Wage First day worked Last day worked N/A
If the employee starts mid-semester, adjust
start date and pays/factors to match the payroll
calendars. Contact the Summer Term Office for
summer term EPAF information.
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NOAEPAF

• The beginning of the pay period for semi-monthly
  EPAFs (i.e. adjuncts, graduate assistants) is
  always the 10th or 25th of the month and the end
  is always the following 9th or 24th
• i.e. 03/25 - 04/09, 04/10 - 04/24

For payroll calendars, please visit
http//hr.gmu.edu/payroll/calendar.php
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NOAEPAF
For wage employees, always choose Wage with Term
Date if you know the employees final day of
work. If you complete the Wage transaction
without a termination date, be sure to complete a
termination EPAF as soon as the employee gives
separation notice.
At the present time, the maximum amount of time a
wage employee can stay active without submitting
a timesheet is 5 months.
New!
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NOAEPAF Pays Factors

• Pays and Factors must ALWAYS match.
• Start and end date must align with pays and
  factors.
• Number of Pays and Factors must be equal to the
  number of payrolls between the start and end date
  for the position. For example, in the Spring
  session an adjunct is paid 7 times between 01/25
  and 05/09 thus there are 7 Pays and 7 Factors.

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NOAEPAF Primary and Overload

• On the GENJOB screen, be sure to select the
  appropriate category for Contract Type
• The default is P (Primary) this means the
  employee has no other active job for the dates in
  which they will be paid.
• If the employee has an active job in Banner,
  you must change to O (Overload).

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Hiring Adjuncts - Reminder

• Even if the adjunct is teaching the same class 4
  times in one semester, you must submit 4 EPAFS
  one for each section. They cannot be lumped
  together into one transaction.
• Under Title, include course name, level, and
  section number

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GRA/GTA Hours
New!
Default values for GRA/GTA hours are now 4 hours
per day and 43.33  hours per pay.  This assumes a
20 hour per week assistantship.  If the GRA
and/or GTA is scheduled to work more or less than
the 20 hours per week, these fields will need to
be updated accordingly
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For employees paid by timesheets(Wage, Student
Wage, Work Study)

• You must include Timesheet Approvers name, G
  and position number in the Other Information and
  Comments section
• For those departments with departmental time
  entry, change the default from W to D on the
  GENJOB screen in the EPAF.

New!
Departmental time entry only occurs in Housing
Residence Life, Facilities, and Police. DO NOT
CHANGE this default unless your department enters
time for its employees.
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Timelines

• EPAF must be submitted in a timely fashion
• Within 24 hours of employees first day worked.
• It must be fully approved a minimum of 3 days
  before the end of the pay period.
• Terminate biweekly (wage, student wage, work
  study) employees as soon as you know their last
  day of work.
• Terminate semimonthly (adjunct, GTA/GRA)
  employees on the last day of the pay period in
  which their last day falls.

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Resources

• There are many great resources available to you
  in the EPAF section on the HR Payroll website
• http//hr.gmu.edu/approvals/
• Information includes
• Training manuals http//hr.gmu.edu/approvals/trai
  n_manuals.php
• A link to the Banner login screen
• Other resources

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Thank you!

• Thank you for your participation in the EPAF
  refresher. To be given credit for this session,
  please send an email to hrtrain_at_gmu.edu with the
  following information
• Your name and department
• One thing you learned OR one item new for 2010
• One data security best practice
• The secret password EPAFpro