EPAF QUICK USER GUIDES & TOOLS
If your department hires a new Undergraduate, Graduate or Temporary employee that is currently working in another department on campus, step 1-5 below are not necessary. You can go straight to step #6, job entry in EPAF. If the new employee is NOT working on campus, the steps below must be followed and verified in the order detailed below. No skipping any steps below until you have verfied the previous step has been completed.
Undergraduate Student Employees:
STEP 1: The department submits an 'I9 & Criminal Background Check Request Form' in EPAF.
- This is only required for an employee's first time working on campus. A link to the form is in EPAF.
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request.
- After an I9 Request Form is submitted, HR will email the new employee the I9 instructions.
STEP 2: The dept tracks the I9 request on the spreadsheet to get the 'I9 Completed Date' for the next step.
- Scroll to the far right to the green columns to find the 'I9 Completed Date'.
STEP 3: The dept must classify the employee as an 'Undergrad Student Employee' (UG) in banner.
- In EPAF, submit an 'Undergrad New EE' - EPAF Quick User Guide (The 'I9 Completed Date' is needed for this step.)
STEP 4: The dept tracks the Undergrad New EE until it applies in banner.
- HR will verify and approve the dates entered on the 'Undergrad New EE' in EPAF.
- After approved by HR, the EPAF will 'apply' in banner the next morning at 9:30am.
- After the Undergrad New EE applies in banner, the employee will be classified as an 'Undergrad Student Employee' (UG) in banner.
STEP 5: Now that the employee is classified as a UG in banner, the dept can enter a job for the employee in EPAF.
- Undergrad Hourly Job - EPAF Quick User Guide.
- Work-Study Hourly Job - EPAF Quick User Guide.
Graduate Student Employees:
STEP 1: The department submits an 'I9 & Criminal Background Check Request Form' in EPAF.
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request.
- After an I9 Request Form is submitted, HR will email the new employee the I9 instructions.
STEP 2: The dept tracks the I9 request on the spreadsheet to get the 'I9 Completed Date' for the next step.
- Scroll to the far right to the green columns to find the 'I9 Completed Date'.
STEP 3: The dept must classify the employee as an 'Graduate Student Employee' (GR) in banner.
- In EPAF, submit a 'Graduate Employee Update Form'. (The 'I9 Completed Date' is needed for this step.)
- The Graduate School will verify the student is registered for GR classes and has completed an I9, then classify the employee as a GR in banner, then email the dept that they may enter a job in EPAF.
STEP 4: Now that the employee is classified as a GR in banner, the dept can enter a job for the employee in EPAF.
- Graduate Hourly Pay Job - EPAF Quick User Guide.
- Graduate Flat Pay Job - EPAF Quick User Guide.
Temporary Employees:
STEP 1: The department submits an 'I9 & Criminal Background Check Request Form' in EPAF.
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request.
- After an I9 Request Form is submitted, HR will email the new employee the I9 instructions.
STEP 2: The dept tracks the I9 request on the spreadsheet to get the 'I9 Completed Date' for the next step.
- Scroll to the far right to the green columns to find the 'I9 Completed Date'.
STEP 3: The dept must classify the employee as a 'Temporary Employee' (TS hourly or TE flat pay) in banner.
- In EPAF, submit a 'Temp Employee Update Form'. (The 'I9 Completed Date' is needed for this step.)
- Pam Caulk will verify the employee has completed an I9, then classify the employee as a Temp in banner, (create their 850#/staff email if they do not have one), then email the dept that they may enter a job in EPAF.
STEP 4: Now that the employee is classified as a Temp in banner, the dept can enter a job for them in EPAF
- Temporary TS Hourly Pay Job - EPAF Quick User Guide.
- Temporary TE Flat Pay Job - EPAF Quick User Guide.
Permanent Employees (SE and EP):
Supplemental Pay Assignments-EPAF Quick User Guide
Tools:
Employment Contacts:
- Cancelling UG, GR and Temp jobs in banner - Contact Pam Caulk (HR)
- EPAF Training & Tech Support - Contact Sean Connolly (HR)
- Grad Employee Update Form questions - Contact Beth Casper (Grad School)
- HR Access/Approver Requests for Banner, EPAF & FLAC - Contact Connor Simpson (HR)
- I-9 Requests & Undergrad New EE questions - Contact Ivor Dikkers or Kimberly Holbrook Kimberly Holbrook (HR)
- Temp Employee Update Form questions - Contact Pam Caulk (HR)
- Timesheet issues/questions for UG, GR and/or Temps - Contact Tim Huelsman (Payroll)
- Work Study questions - Contact John Lerma (Financial Aid)
