Create a New EPAF for Bi-Weekly Student (Rehire)

Katie Arnold
31 steps
3 minutes

Aamu

Navigate to [https://my.aamu.edu/dashboard](https://my.aamu.edu/dashboard)

Click "Self-Service Banner (SSB)"

Click "Employee SSB 8"

Click "Electronic Personnel Action Forms"

Click "New EPAF"

Click the "ID:" field.

Enter the student's A Number and press the TAB key. The student's name should\ auto-populate.

In the "Query Date" field, enter the date that the student will begin working.

In the dropdown menu for the "Approval Category," select "Student Rehire/Job\ Change, STDRH"

Click "Go"

Click on the magnifying glass icon.

For non work-study students (whom we usually refer to as bi-weekly students), the employee class should be "ST, Student Employee"

For the COA, select "N, Alabama A&M University"

Select the office from which the student's wages will be paid. In this example, the student will be working in Career Development Services, which is selected as the budget organization.

Click "Go"

Select the position number of the appropriate student employee position for your department. Some offices may only have one option, where others may have more than one.

The suffix relates to how many times a student has been rehired to work in your\ department. A new hire will have a suffix of 00. If you are rehiring a student for\ the first time, you would enter 01. If you are rehiring a second time, it would be\ 02, and so on.

Click "Go"

In the text field for Salary Grade, enter HR.

In the text field for Regular Rate, enter the hourly rate that you will be paying the student. Work-study students are paid $12 per hour, so it is recommended to pay bi-weekly students the same amount.

In the Supervisor ID field, enter the A Number for the individual who will be\ supervising the student in your department. This individual will be\ responsible for approving student timesheets.

The Fund, Organization, Account, and Program information should already be\ filled in.

This section relates to when the student's EPAF will end. The Jobs Effective Date\ should be the last day that a student will work. This should always be the day\ before Final Exams.

The Job End Date should be the same date that you entered above, which is the\ last day that a student will work.

The "Routing Queue" section will include all individuals that need to approve the\ student's EPAF. The first approver should be the supervisor or department chair of\ your department. Click on the magnifying glass to view a list of individuals to\ choose from.

Scroll through the list and find the supervisor or department head within your\ department. Click on their name and then click Select.

For Bi-weekly students, the second approver for Budget Manager may vary. Click on the magnifying glass to view the list of budget managers\ available. It is your responsibility to determine the correct Budget Manager for your department. They should be one of the following: State/Auxiliary/Agency Funds: Gregory, Jackson, Office of Budgeting and Planning Restricted Funds: Courtney Davis, Grants and Contracts

Click the name of the appropriate budget manager for your department. In this example, we are selecting Gregory Jackson. Click select.

The only name available for the HR student approver (as of December 2025) is\ Sherry Pruitt. Click on the magnifying glass to view the list of HR Student\ Approvers available. Select Sherry Pruitt's name and click select.

The only name available for the Payroll approver (as of December 2025) is Lisa\ Spencer. Click on the magnifying glass to view the list of Payroll Approvers\ available. Click on Lisa Spencer's name, then click select.

In the comment field, you will need to indicate the amount of funds that the\ bi-weekly student will be paid for either the entire academic year (if you\ are entering an EPAF for the year) or for the semester (if you are entering an EPAF\ for one semester). Calculate the total number of hours that a student will work, then multiply that number times their hourly rate. This will tell you the total amount of funds that the student could earn. In the comments, you will also indicate the hourly rate, and that the student can\ work up to 20 hours per week. It is also recommended to include the name and A\ Number of the supervisor/timesheet approver. Example: Student will be paid at the rate of $12 per hour for a total of up to 320 hours of work for the semester. The student may work up to 20 hours per week. Total estimated pay is $3,840. Kaitlin Arnold (A_______\_) will be the timesheet approver. Once you have entered your comment, click save. When you are ready to submit the EPAF, click submit.