Create a New Student Hire EPAF Transaction

26 steps
10 minutes

Alfred

Microsoft Login

Note: if an employee needs access to the EPAF system, they will need to contact HR to take the training first.

Access Banner by going to <https://my.alfred.edu> , selecting "Quick Links" and then "BannerWeb". Sign In with AU email credentials. Refer to: [How to Log In to BannerWeb](https://scribehow.com/viewer/New_How_to_Log_In_to_BannerWeb__Jyr_NVeNT5Oxu9ab2TN9bg)

Click "Employee Self-Service"

On the Employee Dashboard page, click "Electronic Personnel Action Forms (EPAF)".

Click "New EPAF"

Enter the ID (A00 number) of the student you wish to hire in the "ID" field.

After entering the Student ID number, press "TAB" on your keyboard and the name of the student will autofill in the space below.

In the "Query Date" field, select the calendar icon, and then choose the date that the student started working for you in the current semester.

In the "Approval Category" drop down menu, select "Student Hire, HIR-S1".

Click "Go"

Fill in the "Position" and "Suffix" fields. **Position:** 6 character code. The first character will either be a "3" for the regular semester, or an "S" for Summer, followed by your department's specific Home Organizational 5 digit number. **Suffix:** will ALWAYS be "00".

Click "Go"

**Note: disregard the errors that you receive on the following screen.**

In the "Home Organization" field, type your department's 5-digit Home Organization code (**without** the "3" or "S" from slide 10).

Double check the "Regular Rate" field. Reach out to HR as to what the rates for the position should be. A new rate of $13.60 was recently put in place for some student positions. Adjust this if necessary.

Note: the "Job Begin Date" is the first date that student has EVER worked for your department. If they were hired previously, this date should reflect their **very first start date.**

In the "Title" field, enter the position title specific to your department. Make sure it is consistent across all student hires in your department.

In the "Timesheet Orgn" field, enter the timesheet code of whoever the direct supervisor for the student will be (whoever will approve the student's timecard).

Fill out the below category of fields by selecting the drop down menus.

In the first drop down menu, search for and select whoever the supervisor for the student will be.

Only one option will be available in the following 3 drop down menus. Select the name available for each one.

Click "Save"

Click "Submit"

Note: at this point, a common error to recieve is "Student Jobs- *ERROR* This Employee already has a primary job." To fix this error, change the "Contract Type" (following slide).

Scroll back to the "Student Jobs" section, and in the drop down menu for "Contract Type", select "Secondary".

Click "Save" at the bottom of the page to save the new change.

View notification that the "change was saved successfully".

Click "Submit" again to submit the form with the change.

View notification that "The transaction has been successfully submitted."

Click "Personnel Actions"

Click "EPAF Approver Summary"

Click on the name of the student who's EPAF you have just completed.

Scroll to the bottom of the page and click "Approve".

The EPAF has been completed and will be sent to HR for additional approval.

Create a New Student Hire EPAF Transaction

26 steps
10 minutes