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: For new Undergrad employees on campus, the department submits an 'I9 & Criminal Background Check Request Form'
- This is only required for an employee's first time working on campus. The form link is in EPAF
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request
STEP 2: After an I9 Request Form is submitted, HR will email the new employee the I9 instructions
STEP 3: The new employee must complete the I9
- The dept will need the 'I9 Completed Date' for the next step
- After the employee completes the I9, HR will update this date on the I9 spreadsheet (scroll to the right to the green columns)
STEP 4: After the I9 is complete, the dept can now classify the employee as an 'Undergrad Student Employee' (UG) in banner
- In EPAF, submit an 'Undergrad New EE' - EPAF Quick User Guide
- To watch a training video, CLICK HERE (6:10)
STEP 5: 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 (Depts should track this EPAF until it applies in banner)
- After the Undergrad New EE applies in banner, the employee will then be updated to an 'Undergrad Student Employee' (UG) in banner
STEP 6: Now that the employee is classified as a UG in banner, the dept can enter a job for them in EPAF
- Undergrad Hourly Job - EPAF Quick User Guide. To watch a training video, CLICK HERE (8:24)
- Work-Study Hourly Job - EPAF Quick User Guide. To watch a training video, CLICK HERE (6:50)
Graduate Student Employees:
STEP 1: For new Graduate employees on campus, the department submits an 'I9 & Criminal Background Check Request Form'
- This is only required for an employee's first time working on campus. The form link is in EPAF
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request
STEP 2: HR will email the new employee the I9 instructions
STEP 3: The new employee must complete the I9
- The dept will need the 'I9 Completed Date' for the next step
- After the employee completes the I9, HR will update this date on the I9 spreadsheet (scroll to the right to the green columns)
STEP 4: After the I9 is complete, the dept can now classify the employee as an 'Graduate Student Employee' (GR) in banner
- To do this, the dept submits a 'Graduate Employee Update Form' (a link to this form is in EPAF)
STEP 5: The Graduate School will verify the student is registered for GR classes, then process the Graduate Employee Update Form
- After processing the form, the Graduate School will email the dept that the employee has been updated in banner to a GR employee
STEP 6: Now that the employee is classified as a GR in banner, the dept can enter a job for them in EPAF
- Graduate Flat Pay Job - EPAF Quick User Guide. - To watch a training video, CLICK HERE (9:32)
- Graduate Hourly Pay Job - EPAF Quick User Guide.
Temporary Employees:
STEP 1: For new Temporary employees on campus, the department submits an 'I9 & Criminal Background Check Request Form'
- This is only required for an employee's first time working on campus. The form link is in EPAF
- After submitting the I9 request form, a link to the I9 spreadsheet will display for depts to track their request
STEP 2: HR will email the new employee the I9 instructions
STEP 3: The new employee must complete the I9
- The dept will need the 'I9 Completed Date' for the next step
- After the employee completes the I9, HR will update this date on the I9 spreadsheet (scroll to the right to the green columns)
STEP 4: After the I9 is complete, the dept can now classify the employee as an 'Temporary Employee' (TS hourly or TE flat pay) in banner
- To do this, the dept submits a 'Temp Employee Update Form' (a link to this form is in EPAF)
STEP 5: Kim Roughton in HR will process the Temp Employee Update Form
- After processing the form, Kim will email the dept that the employee has been updated in banner to a Temp employee
STEP 6: Now that the employee is classified as a Temp in banner, the dept can enter a job for them in EPAF
- Temporary Hourly Job - EPAF Quick User Guide. - To watch a training video, CLICK HERE (9:30)
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