TEXAS A

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TEXAS A M UNIVERSITYat GALVESTON

• WEB-BASED
• EMPLOYEE PAYROLL ACTION
• (EPA)

Presented by Nancy Cook
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TABLE OF CONTENTS

• Glossary / terms
• EPA Canopy Symbols
• EPA Introduction
• LOGON to Canopy
• Searching for EPA Documents
• Document Search
• Employee Display
• PIN Display
• EPA Doc Display
• Preparation Steps

• Preparation Steps
• Step 1 Create the document
• Step 2 Document Header
• Step 3 Funding Sources
• Step 4 Validate
• Step 5 Net Funding
• Step 6 Close the Document
• Canceling EPA Documents
• Recalling EPA Documents
• Printing EPA Documents

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Glossary Terms

• Annual Term
• This defines the period of time this position
  will be on the payroll and is found in the
  Position section of the Document Header. For
  typical full-time budgeted positions, these dates
  are always 9/1/yy through 8/31/yy.
• For Teaching and Graduate assistant positions,
  the term is often different. The person may be
  employed just for the fall semester (9/1 - 1/15)
  or just the spring semester (1/16 - 5/31).
  Faculty are on 9 month appointments (9/1 - 5/31).
  Any term is valid - provided the term is
  specified in 1/2 month increments.
• Annual Term Modifier
• Sometimes the annual term is not continuous.
  For example, the Term may be from 9/1 to 8/31,
  but with a break for the first summer session.
• If this is the case, the Annual Term modifier
  is used. See the drop down list in the Position
  section of the Document Header for the options
  for the term modifier.

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Glossary Terms Contd

• EPA Documents
• Electronic documents created using Canopy.
  There are three types of EPA documents
• EBR for Employee Budget Request
• EWR for Employee Wage Request
• EGR for Employee Graduate Request

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EMPLOYEE WAGE REQUEST
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Glossary Terms Contd

• Iteration
• Each change to the BPP Position database is
  called an iteration. The first version of the
  position at the start of the fiscal year is
  iteration 01. Iterations increment by one over
  the course of the year. Iterations can also be
  referred to as a history record for the position.
  
• Funding Source Lines
• In the BPP system, how positions are funded is
  specified in advance.
• The funding source lines specify how positions
  are funded. They specify the account that will
  pay the salary and the object code that will be
  charged on the account.

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EPA INTRODUCTION

• EPA MODULES HOUSED UNDER CANOPY
• EMPLOYEES PAYROLL ACTION MODULE
• ROUTING AND APPROVALS MODULE
• EPA FUNCTIONS INCLUDE
• Creating
• Modifying
• Inquiry
• Canceling
• EPA DOCUMENT FORMS ARE
• EBR for Employee Budgeted Request
• EWR for Employee Wage Request
• EGR for Employee Graduate Request

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Canopy and EPA Symbols

• Click on this button to expand and show more
  detail.
• Click on this button to collapse and hide
  detail.
• This symbol indicates that the items in the
  column can be sorted in
• Ascending Order
• Descending Order
• The double arrow buttons allow you to go back
  to the first
• record of your search results or to the end of
  the data.
• Use the single arrows under the words
  Employee Search
• Results to advance the displayed list forward
  or backward.
• Expands the column to show additional
  information.

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LOGON TO CANOPY

• Access to canopy is set by the FAMIS Security
  Officer
• To Log into Training http//lab1.sago.tamus.edu
  /training/canopy/logon
• To Log on enter User ID
• Password
• Submit
• If you receive a message on the logon page that
  your password has expired, The New Password box
  will appear and you will need to type in a New
  Password (must be 8 characters)
• You will be asked to retype the New Password
  again to confirm.
• Logon Modules
• Select Campus Code from the drop down menu
  (Galveston)
• Click on the module - Employee payroll action
  (EPA)

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Searching for EPA Documents

• Search TAB - - BPP Employee Search
• Select Name (Last, First) or UIN/SSN down
  list. Type the persons last name (or any
  portion) or their identification number.
• Click the Search Employees button.
• Results
• The search results are displayed below Click
  the S (Select) button or the Name (link) to
  view detail information.

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Search Tab -- BPP Budget (Positions) Search
BPP Budget (Positions) Search Select the desired
Fiscal Year from the drop down box. Click the
Vacant Only box to only display vacant
positions. Select a Search By option. Click on
the blank box and type in the Adloc, PIN, Last
Name, UIN or SSN.
Choose the PIN type All, Wage Only, or
Budget Only.

• Click on the Search Budget button to display
  the results.

DOC SEARCH TAB To find documents you have
started, but not finished, click on the Doc
Search Tab and look for the ones with the Status
Open for Editing.
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Log on to Canopy http//canopy.tamu.edu.Enter
your FAMIS/Canopy ID and password.Click on the
Employee Payroll Action Module (EPA)
Application.You have some initial questions
to answer before you begin the document.
Is this ACTION for a Wage Position or a
Budgeted Position? Wage Positions pay an hourly
rate of pay and are not eligible for benefits.
Wage positions have a PIN number that consists of
a TAMUG workstation code G followed by an 8 and
numbers automatically assigned by the EPA system,
for example, G800044333. Budgeted Positions
pay a monthly/bi-weekly rate. Budgeted positions
are entitled to TAMUG benefits, provided they
meet all other criteria (Percent effort, etc.).

Preparation Steps
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Preparation Steps Contd

• Is this a New Position or am I taking action on
  an Existing Position?
• A few hints to make this determination New
  positions are positions where the PIN has not yet
  been created. If the position is a wage
  position and the person does not yet work for
  TAMUG, it is a new position. New budget
  positions will be assigned a new PIN number. If
  the position is budgeted and vacant - you are
  taking an action on an existing position.
• If this is an Existing Position - do I know the
  PIN number? If not, you can use the Search
  Features to find the correct PIN number. If
  this is a change to an existing position, make
  sure the position information is displayed on
  the page before you proceed. Once you
  have the answers to these questions, you are
  ready to begin.

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CREATING AN EPA DOCUMENT

• STEPS
• Step 1 Create the Document
• Set the action Select document type
  Occupant action Position action Create EPA
  Document
• Step 2 Document Header
• Document information Attachments Position
  information Occupant Information Rate
  information SAVE CHANGES
• Step 3 Funding Sources
• Save changes click DONE
• Step 4 Validate
• Step 5 Net Funding
• Click DONE
• Step 6 Close Document
• Click CLOSE

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Step 1 Create the Document

• Set the Action
• Click on the PIN Disp/Start EPA Tab from the
  Menu Tabs.
• Next to the Create EPA document button is a drop
  down list of the possible actions. The following
  picture shows your choices.
• Following is a description of each of these
  actions
• New Iteration for this PIN
• Use when you have an existing position
  (including vacant wage positions) and you want
  to make a change to that position.
• This can include (among other things) hiring
  someone into a vacant position, promoting someone
  into a vacant position, terminating someone from
  an active position and performing a funding
  change to an existing position.
• Insure you have the position you are performing
  the action on currently visible.
• New Wage Position

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Step 1 Create the Document Contd

• New Budgeted Position Use when you have all
  appropriate authorization for the new position.
  Note - most new hires will fall into one of the
  first two actions - not this one.
• Example of New Budgeted Position as a copy of
  this position
• Use when you have all appropriate authorization
  for the new position.
• This position is just like (New Budgeted
  Position) - it exists only to save you some data
  entry.
• Instead of starting with a blank form, the form
  will be filled out from data from a similar
  position.
• The position that is currently visible is the
  position like the position you are creating.

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Step 1 Create the Document Contd

• Select the Document Type
• After making the appropriate selection above, you
  will see the following page. The following
• picture shows your choices.
• Select a Document Type to proceed to the next
  box, Recommended Occupant Action.
• The drop down lists for the Recommended Occupant
  Action, Current
• Occupant Action, and Position Action are
  different for wage and budget positions.
• Your options in the next box depend on what you
  chose in the preceding box. The next box may
  also be filled in for you.
• Select the Recommend Occupant Action
• The Recommended Occupant Action box may look like
  this

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Step 1 Create the Document Contd

• Select the Current Occupant Action
• The Current Occupant Action box may look like
  this
• Depending on your choice the remaining boxes may
  have different choices
• Select the Position Action
• The Position Action box may look like this
• Click Create Document button
• Once you are satisfied with the choices in each
  of the action boxes, click the Create Document
  button to create a new EPA document.
• This action assigns the document ID and also
  finalize the create step.

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Step 1 Create a Document Contd

• If you need to change a selection, push the
  Reset button and begin again. If you still do
  not see the correct action or actions, then go
  back to the Search tab and search for the correct
  Name, PIN, or Adloc.

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Step 2 - Document Header

• The document header is comprised of the
  following sections of the EPA document Document
  Information, Position Information, Occupant
  Information, and Rate Information. Fields that
  are light yellow and have dash lines are the ones
  that you can enter information on. Some are
  required and some are optional. These sections
  will be saved together.
• Document Information
• DO NOT MARK any of the boxes unless your
  department head has indicated that funding will
  be made available by the Budget Office.
• Action is Effective From -To Dates
• Fill in the starting date of the action.
• Justification / Comments
• The justification comments field accepts 10
  lines of up to 74 characters each
• Add Attachments
• Electronic document may be attached. Attachments
  will be stored with EPA document and viewable by
  anyone with right to view.   Authorized employees
  in the Payroll, Budget, HR, Grants, and Financial
  Aid will also be able to view. Documents must be
  in PDF format.

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Step 2 Document Header

• Position Information
• Changes to Adoc should be verified with Payroll
• Changes to Title Code for Budgeted Positions
  should be verified with Human Resources
• Annual Term Modifier Annual Term Months
• Annual term months can be modified if the annual
  term modifier is D.
• For all other annual term modifiers, the Annual
  Term Months will be calculated and replace
  whatever you enter.

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Step 2 Document Header Contd

• Occupant Information Fill in the employees
  name and social security number as it appears on
  the original Social Security card. You should
  have the employee present you their Social
  Security Card. If the person does not have one
  available, contact Human Resources for a
  temporary number. If the employee is
  transferring between departments, fill in the
  Occupant in Position From-To and From/To PIN
  boxes.
• Rate Information
• Change the Percent Effort and Monthly FTE/Hourly
  Rate if this position needs any changes.

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Step 2 Document Header Contd

• Rate Information (continued)
• Choose from the following drop down menus if the
  highlighted option is not correct
• Pay Indicator
  Salary Action
• 
  
• Source Control
  Pay Type

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Step 2 Document Header

• Save Changes
• When you are finished entering, scroll up to the
  top of the page and click the Save Changes
  button as shown below
• If you receive an error message, go to the field
  mentioned and make changes. You may also have
  the option to get additional help by clicking on
  the blue additional help words.

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Step 3 Funding Sources

• Edit funding source lines
• Once the document header has been saved,
  navigate to the funding source part of the
  document. Click on the Edit Funding Sources
  button to make changes to the funding of the
  position.
• If you do not have any changes, proceed to Step
  4 Validate the Document
• The edit buttons available are
• E - Edit this funding source line
• Use this function to change any of the fields
  that are light yellow.
• R - Replicate (make copy) of this funding
  source line.
• Use this function to split the Percentage
  Effort between accounts. You will Replicate
  and then Edit both lines.
• D - Delete this funding source line

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Step 3 Funding Sources Contd

• Object Codes
• The suggested one will be already be highlighted.
  
• Funding Sources

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Step 4 - Validation

• You are now ready to validate the document.
  Validating the document crosschecks the
  information on the document header and the
  funding source section.
• This step will also check the account (s) for
  available budget.
• Click the Validate button.

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Step 5 Net Funding

• If the document changes the funding requirements
  for any account in this fiscal year, you will see
  the net funding section of the document. If
  there are no changes, you will not see this
  section.
• You may change the requirement accounts as
  necessary. If you change the accounts, click on
  the Save Net Funding button.
• The Net Funding display includes calculations
  for benefits and longevity.
• Net Funding edits stop documents from being
  processed if sufficient budget is not available.

When you are finished, click on the "Done"
button.
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Step 6 Close the Document

• The document is now ready to be closed and
  submitted to Routing Approvals.
• The encumbrances post to FAMIS when the EPA
  document is closed.
• Once the document is closed it can then be
  approved and signed by the authorized individuals
  for the department or departments affected by the
  funding of your document.
• Click the Close button.

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Other Helpful Information

• How to Cancel an EPA document
• An EPA document can be canceled at any time
  before it is closed.
• Navigate to the Document Type and Actions
  section and click the Cancel Button.

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Other Helpful Information Contd

• Recalling an EPA Document
• Search for the document you want to recall using
  the Doc Search Menu Tab. Select the document,
  and displayed will be the EPA Doc Display tab.
  Type in your Recall Comments and click on the
  recall button. You will then be able to edit the
  document. You will also be able to cancel the
  document.
• Documents can only be recalled if they are still
  in the Department Routing. Once they reach the
  Processing office, you will not be able to recall
  it.
• Then you can click on the Reopen Document
  button and go ahead and make changes to the
  document. Then save and validate and do the net
  funding changes. Then you can close the document
  and submit it to routing.

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Other Helpful Information Contd

• Printing an EPA document
• Prints the current document cover sheet.
• If you experience problems printing an EPA
  document, you may need to make some adjustments
  to your settings. using Internet Explorer, go
  to FILE, PAGE SETUP. Set your margins to .25 for
  both the right and left margins and .5 for your
  top and bottom margins.
• If you still have problems, you can switch the
  layout of the page to LANDSCAPE.