University of the Pacific! Guideto EPAFswith GEPAFswith BannerHR with Banner Student and Temp/Casual Supervisor Training Guide

Introduction Before hiring a Student or T/C employee, you need to make sure they:  Complete an I9 form  Complete background check If a student or temp/casual has never worked before at the University, or does not have a Legal Status to Work Card, have them come to HR to fill an I9 form. They will need to bring a document from “List A” or one document from “List B” and one document from “List C”. See “Lists of Acceptable Documents” on I9 Form. Important! -Do not hire an employee or start their EPAF until they have their I9 and Background check completed-

If the student has Federal Work Study (FWS), make certain the student gives you their FWS authorization card from Financial Aid before starting a FWS EPAF. FWS starts 08/16/2015 and ends 05/12/2016 (end of finals). New Index for FWS this year is O Make sure your EPAF reflects the new Index. Federal Work Study

Ready to Work After the Student or Temp/Casual employee completes the I9 form and their Background check come back cleared, you are ready to start an EPAF! (Electronic Personnel Action Form) Please start your EPAFs 1-2 weeks in advance, if possible, to allow approval circulation, especially for brand new hires.  To start an EPAF:  Log into Inside Pacific, with your regular log-in.  Go to Administrative tab, under Administrative Services,  Click Employee, under “EPAF Main Menu”,  Click “New EPAF”.

Before starting an EPAF, you will need the following:  The Student/Employee’s I.D. number or 98#.  Start date of employment or term date if you’re terminating a job. (this date should be put in the “Query Date”).  What type of EPAF: 1. Extend or add a job, brand New Hire, or Rehire from terminated status.  Second, is this for: 2. FWS Student, or DPT Student, or a Temp/Casual.  Position number of the job.  The I.D. number and Position number of Supervisor approving Web Time Entry timesheet.  Tiger Jobs ID# from the Career Resource Center (CRC) on “Comments area”.

What’s Next? Is there anything else that needs to be done after submitting an EPAF? Yes.  Notice to Employee, California Labor Code Certificate The Law requires this within 7 calendar days of the start date. Important! **Please put the position number or the transaction number on top of this form and submit to HR.

University of the Pacific ~ New Staff Orientation 2010

Compliance Components All employees must complete:  Sexual Harassment Prevention training every two years. This includes FWS student employees. New process-An automatic will be sent to employees within 30 days of start date. Sexual Harassment  NEW TRAINING REQUIREMENT! SEXUAL VIOLENCE ELIMINATION ACT OF (Title IX). Only staff and temp/casuals will receive an for this. Students are done through Student Life.  A Confidentiality Agreement if working with confidential information.Confidentiality Agreement

Compliance Components, continued  FERPA Training if employee will be working with Student Records. FERPA training is located on Inside Pacific, under the Administrative Tab.Inside Pacific  HIPPA training if employee will be handling medical files. This is located under My Learning under Mandatory & Compliance folder.  OSHA training within 30 days of their employment. (See Risk Management for OSHA training).

Other Important Information:  Temp/Casual employees must complete a University employment application and send original to Human Resources.University employment application  It is against the law to have students work without paying them in a timely manner.  Terminate a position as soon as you know the employee will not be working.  Supervisors are responsible for ensuring students are not scheduled to work during established class times or overlap hours with students’ other jobs.  DPT Students may work a maximum of 30 hrs. per week (40 hrs. when classes are not in session).  Federal Work Study (FWS) Students may work a maximum of 20 hrs. total per week.  International Students may work a maximum of 20 hours per week.

Other Important Information, Continued  The term “Student Employee” refers to Pacific Students only. They will continue to be a Student Employee up until they graduate, when they will then be referred to as temp/casual employee.  Student or Temp/Casual employees cannot be supervised or work directly under a relative. If you have a relative working in the University, please fill out the “Conflict of Interest Form” and submit to Internal Audit Department. “Conflict of Interest Form”  Student and Temp/Casual employees must be paid at an hourly rate.  A Temp/Casual employee can work less than 20 hrs/week indefinitely, or a maximum of 8 months F/T in a year, without being benefit eligible. If working 20 hrs/week or more for more than 8 months, you might need to offer benefits to the employee and allow for this expense in your budget, but first make an appt. with HR to talk about the position.

What’s New?  Minimum wage now is $9/hr. Effective 01/01/2016, minimum wage will go up to $10/hr.  As of July 1, 2015 a new California sick leave benefit will be available to working students and temp/casual/seasonal employees. They will accrue 1 hr. for every 30 hrs. worked. Max. of 24 hours in a year. Sick will be paid through department funds not FWS. (Title on EPAF should be FWS…)  It is still required to write on the “Comments” area of the EPAF, the Tiger Jobs ID number that you get from the Career Resource Center when you post a job.  End date for regular departmental (DPT) student employees is 08/15/16.  End date for Federal/Pacific Work Study (FWS/PWS) student employees is 05/12/16. (Last day of finals)  Federal Work Study Index changes every year. The index for school year is: O Please verify that this new index is in your FWS EPAFs.

EPAF TIPS  When doing a change or extending a job in the middle of a pay period, have your student employee restart timesheet to see new changes.  Set up your Proxy or Proxies in case you go on vacation or you are not available. Go to “EPAF Main Menu”, under “EPAF Proxy Records”, select Approval Level, select name and click “Add” box and “Save”.  When starting a new EPAF, if employee did not have an active job for one month, use “Re-hire from term status” Category. If the student has another job on campus, use “Add a job or extend job”.  For GA’s extra jobs (not their Grad Assistantship job) always use “Add a job or extend job” EPAF.  To give EPAF access to new Supervisors: 1. Fill out an EPAF Security Application, located in HR website under EPAF Information. 2. They must have completed their FERPA Training and signed a confidentiality agreement form.

EPAF TIPS  Do not start an EPAF if this is a new employee that has never worked at the University before and they have not completed an I9 and background check.  When hiring for one day, you have to put at least two days on the EPAF.  If EPAF is late, put on the “Comments” the reason it is late.  If you are terminating a student or T/C job, use “STK Job Termination, 1JBTRM” EPAF.  Make certain you submit the Term EPAF after requesting the end date to be taken off.  When starting a new EPAF, on the position number, please use suffix “00” first, instead of “01”. For example:  When extending a job, use the very next day as the start date. (Do not overlap) For example: job ends on 10/25/2014, you would do a new EPAF with start date of 10/26/2014.  EPAF Training soon. University of the Pacific ~ New Staff Orientation 2010

Resources Under Human Resources Website Employee Resources Under Student or Temp/Casual Employee. Under Human Resources Website Under Employee Resources Under EPAF Information, you will find links for:  Guide to EPAFs (detailed training guide for EPAF) Guide to EPAFs  How to Put a Grant Position on EPAF How to Put a Grant Position on EPAF  How to process a Federal Work Study Position on EPAF How to process a Federal Work Study Position on EPAF  Query Date Guide Query Date Guide  Salary Notice to Employee Form Salary Notice to Employee Form  Budget Analyst Assignments (Who is your University Budget Analyst) Budget Analyst Assignments  Security Access to EPAF Application (Application to Access EPAF) Security Access to EPAF Application  Approval Queue Cheat Sheet (Approval Process, Who approves EPAFs) Approval Queue Cheat Sheet  Preview Guide to EPAFs with Banner HR (Powerpoint) Preview Guide to EPAFs with Banner HR  EPAF Approver and Originator Summary (Powerpoint) EPAF Approver and Originator Summary

CONTACTS  Human Resources: Leticia Corona, ext (Staff Resignations/terminations) Joanne Carvana, ext (Student and Temp/Casuals) Patrice Coss, ext (Faculty and GA’s) Sally Berry, Ext (Staff)  Payroll: Alyssa Wray, ext (Students and Temp/Casuals) Alisha Groene, ext (Staff, Faculty and GA’s)  Sponsored Programs: Shannon Chi, ext (for all grants)  Financial Aid: Natalya Farias, ext Pa Moua, ext  Career Resource Center: Kaye Mooney, ext