EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS BANNER HR FOR GRANTS The following is provided as a brief outline of the basic requirements of Banner HR for Grants. For questions, please email the office of Grants and Contracts at grantsc@ecu.edu. grantsc@ecu.edu Revised 07/2016

BANNER HR Many awards include salaries within their budgets. Audit requirements and University policy require individuals that are paid and/or work on grants to certify their effort. grantsc@ecu.edu

BANNER HR The grant salary budget is only an estimate of costs. Grant salary budgets may be higher than actual payroll amounts as the grant budget generally includes amounts for projected increases (raises) or actual hiring rates are different than those proposed. Actual payroll charged must be based on current salary rates and actual percentage of effort performed for the grant (i.e. mathematically proportional). grantsc@ecu.edu

WHY IS BANNER HR SO IMPORTANT TO ERS? Applied EPAFs determine the salary dollars for an individual that are charged to a grant. ERS is a direct mirror image of payroll. Effort certification reports are generated based on the accounts on which the individual was paid. All individuals that are paid and/or work on grants must certify their effort through ERS. grantsc@ecu.edu

TYPES OF EMPLOYEES Grant employees are hired under the same rules and regulations as any other state employee. The type of employee determines which actions are taken within Banner HR. Types of employees include: EHRA SHRA/CSS Temporaries Students Post Doctoral Students Casual Employees Intermittent Employees grantsc@ecu.edu

Employees may not exceed 1.0 FTE. Overtime is not allowed for grants. TYPES OF EMPLOYEES Employees may not exceed 1.0 FTE. Overtime is not allowed for grants. grantsc@ecu.edu

EHRA EMPLOYEES EHRA positions and employees will have funding from different budget codes on the same position. The EHRA Employee may have multiple positions: -State -Special Funds -Practice Plan -Grants Individuals may not share a grant position with another individual. Grant positions may be funded through multiple grant sources. grantsc@ecu.edu

How do I obtain a grant position number? EHRA EMPLOYEES How do I obtain a grant position number? Grant position requests are processed through the People Admin System, and must go through the appropriate approval process. People Admin Link can be found on OneStop website at: https://onestop.ecu.edu grantsc@ecu.edu

EHRA EMPLOYEES Once HR has assigned the position number: The basic position information is populated in Banner HR by IPS. Each budget office will complete the activation and budgeting process. For grant positions, OGC will email the requestor when this has been completed for you to proceed with the EPAF. grantsc@ecu.edu

EHRA EMPLOYEES How do I determine the annual salary for the grant position number (secondary job)? The grant budget and the annual salary on the EPAF are not necessarily the same. Actual payroll charged must be based on current institutional based salary rates and actual percentage of effort performed for the grant (i.e. mathematically proportional). Institutional based salary rates do not include stipends or supplemental pays. grantsc@ecu.edu

EHRA EMPLOYEES EHRA Secondary Appointments Academic Year Effective Date- 08/16/2017; 1st installment on 08/31 Personnel Date- 08/16/2017 through 05/15/2018 24 installments Job to remain active through end of the budget period unless funding balances restrict the continuation. grantsc@ecu.edu

EHRA EMPLOYEES EHRA Secondary Appointments Fall Semester Effective Date- 08/16/2017; 1st installment on 08/31 Personnel Date- 08/16/2017 through 12/31/2017 24 installments May complete Banner HR Redistributions beginning 8/16 to equate to 12 ½ % allowable grantsc@ecu.edu

EHRA EMPLOYEES EPA Secondary Appointments Spring Semester Effective Date- 01/01/2018; 1st installment on 01/15 Personnel Date- 01/01/2018 through 05/15/2018 24 installments grantsc@ecu.edu 13

Which EPAF do I use to move faculty to grant pay? EHRA EMPLOYEES: WHICH EPAF DO I USE? Which EPAF do I use to move faculty to grant pay? For a new employee: New Hire EPA Perm Sal FT or PT or Fixed Term, HN0036 Or New Hire EPA Temporary (includes job end date), HN0040 For an existing employee: EPA Adjustment to Annual Salary, FTE, and or Funding CG0005 And Add a Secondary EPA Permanent Job AJ0011 grantsc@ecu.edu

EHRA EMPLOYEES: WHICH EPAF DO I USE? What do I do if they receive additional grant funding, a new account number is given, and/or at the end of the grant year? As long as the individual will be working on any grant, a funding change on the individual and their position is needed. Funding Change on the Current Job CG0000 EPAF. Complete a Position Change Form to move the grant position to the new grant year FOAP. grantsc@ecu.edu

EHRA EMPLOYEES: WHICH EPAF DO I USE? What do I do if they stop working on grants completely or for a period of time? End an Additional Job (employee not separating) EJ0001 EPAF to end the grant assignment. AND EPA Adjustment to Annual Salary, FTE and/or Funding CG0005 EPAF to adjust the annual salary, FTE, and/or Funding. grantsc@ecu.edu

EHRA EMPLOYEES: HELPFUL REMINDERS Remember: The sum of the annual salaries of the primary and secondary position must equal the individual's annual salary. grantsc@ecu.edu

SHRA/CSS EMPLOYEES SHRA/CSS positions and employees will have funding from different budget codes on the same position. grantsc@ecu.edu

SHRA/CSS EMPLOYEES How do I determine the labor distribution on each FOAP? For grant accounts: Actual payroll charged must be based on current institutional based salary rates and actual percentage of effort performed for the grant (i.e. mathematically proportional). Institutional based salary rates do not include stipends or supplemental pays. grantsc@ecu.edu

SHRA EMPLOYEES: WHICH EPAF DO I USE? Which EPAF do I use to move staff on grant pay? For a new employee: New Hire Full-Time: New Hire SHRA/CSS Full Time, HN0039 New Hire Part Time: New Hire SHRA/CSS Part Time, HN0031 New Hire Time Limited: New Hire SHRA/CSS Time Limited, HN0032 For an existing employee: Funding Change EPAF: Funding Change on the Current Job, CG0000 grantsc@ecu.edu

SHRA EMPLOYEES: WHICH EPAF DO I USE? What do I do if they receive additional grant funding, a new account number is given, and/or at the end of the grant year? Funding Change on the Current Job, CG0000 EPAF. Complete a Position Change Form to move the grant position to the new grant year FOAP. grantsc@ecu.edu

TEMPORARY/CASUAL/INTERMITTENT EMPLOYEES EMPLOYMENT HIRING PROCESS Temporary employment is normally not to exceed 3 to 6 months to fill in for unexpected or scheduled staff shortages. In no case shall temporary employment exceed 12 months (Exception: Students and Retired Employees). Casual employment is considered as employment that is short term and includes summer camps and special events. Intermittent employment is for appointments that will not be more than 9 months or 1560 hours (appx. .75 FTE) during any continuous 12 month period (January to December). grantsc@ecu.edu

TEMPORARY/CASUAL/INTERMITTENT EMPLOYEES EMPLOYMENT HIRING PROCESS Temporary Employment/Casual/Intermittent Employment Process: http//www.ecu.edu/cs-admin/HumanResources/ Temporary_Employment.cfm Scroll to HIRING MANAGERS Temporary Employment Paperwork: Your Temporary Employment Paperwork will need to go through the approval process. Once approved, your paperwork should be emailed to: employment@ecu.edu grantsc@ecu.edu

GRADUATE ASSISTANTS GA’s may not work more than 25 hours in any combination of any type of appointment (GA, SHRA, EHRA, etc….) The FTE for GAs is calculated on a 40 hour work week: Hours FTE 5 0.125 10 0.25 15 0.375 20 0.50 25 0.625 (max) grantsc@ecu.edu

How do I hire a graduate student on the grant? GRADUATE ASSISTANTS How do I hire a graduate student on the grant? The GA will need to fill out the required hiring forms, including the I-9 form, the W-4 and NC-4 forms, the direct deposit form, and a confidentiality form. The GA and faculty member must complete and sign the GA contract. GA documents can be found on the Graduate School website at: http://www.ecu.edu/cs-acad/gradschool/Assistanship.cfm grantsc@ecu.edu

GRADUATE ASSISTANTS EPAFs New Hire Graduate Assistant, HN0009 Or Add a Graduate Assistant Job, AJ00008 grantsc@ecu.edu

GRADUATE ASSISTANTS EPAFs If you are adding a Graduate Assistant Job: Check INB screen PEAEMPL for their current Home Organization Code. If the Home Org is incorrect, you will need to complete the following EPAF in order for your ERS Certification Reports to fall under your department: ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs grantsc@ecu.edu

How do I hire an undergraduate student on the grant? UNDERGRADUATE ASSISTANTS How do I hire an undergraduate student on the grant? The student will need to fill out the required hiring forms, including the I-9 form, the W-4 and NC-4 forms, the direct deposit form, and a confidentiality form. grantsc@ecu.edu

UNDERGRADUATE ASSISTANTS EPAFs New Hire Undergraduate Assistant, HN0010 Or Add an Undergraduate Assistant Job, AJ0007 grantsc@ecu.edu

UNDERGRADUATE ASSISTANTS EPAFs If you are adding an Undergraduate Assistant Job: Check INB screen PEAEMPL for their current Home Org. If the Home Org is incorrect, you will need to complete the following EPAF in order for your ERS Certification Reports to fall under your department: ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs grantsc@ecu.edu

How do I hire a self-help student on the grant? SELF-HELP STUDENTS How do I hire a self-help student on the grant? The student will need to fill out the required hiring forms, including the I-9 form, the W-4 and NC-4 forms, the direct deposit form, and a confidentiality form. Self Help Handbook: In order to access the Self Help Handbook contact: Student Employment Office 737-4473 grantsc@ecu.edu

SELF-HELP STUDENTS EPAFs For these EPAFs, use position X00006. New Hire Undergraduate Self Help Student, HN0016 Add a Self Help Undergraduate Student Job, AJ0022 For these EPAFs, use position X00001. New Hire Graduate Hourly Student, HN0027 Add a Graduate Hourly Rate Job, AJ0041 For these EPAFs, use position X00005 New Hire Flat Rate Student, HN0015 (only certain departments have this) Add a Flat Rate Student Job, AJ0021 (only certain departments have this) For these EPAFs, use position X00006. grantsc@ecu.edu

SELF-HELP STUDENTS EPAFs If you are adding a Self Help Student Job: Check INB screen PEAEMPL for their current Home Org. If the Home Org is incorrect, you will need to complete the following EPAF in order for your ERS Certification Reports to fall under your department: ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs grantsc@ecu.edu

POSTDOCTORAL SCHOLARS Postdoctoral information is available at EPAFs New Hire Postdoctoral Scholar, HN0021 Postdoctoral information is available at http://www.ecu.edu/postdoctoralaffairs/ grantsc@ecu.edu

MY ERS CERTIFICATION REPORTS ARE INCORRECT, WHAT NOW? Make your corrections in ERS for the current certification period. Review the information you provided on your EPAF. - You can check this information in your EPAF Originator Summary or NBAJOBS in INB. Update Position Change Forms and EPAFs accordingly. Complete Banner HR Redistribution Forms for the pay periods in between the last pay period on the certification form and the effective date on your EPAF. grantsc@ecu.edu

WHAT IF THEIR GRANT POSITION IS NOT IN ERS? Your EPAF was not applied in Banner HR. In a current effort reporting cycle, your EPAF would need to be applied by a Friday in order for the position to be available for use the following week. Exception is the close of an effort cycle. grantsc@ecu.edu

HELPFUL EPAF TIPS Query Date should equal to the next available Payroll Date- either the 1st or the 16th. Personnel Date is the date of when it was supposed to happen. Effective Date cannot be prior than the last paid date. This date should equal the next available payroll date- either the 1st or the 16th. Personnel and Effective dates must be within the beginning or end date of the grant. Must use tab key. Clicking in the cell to key information will create an error. Add to Comments EPAF number (1 of 2, 2 of 2) to avoid any short or overpays in Banner. When keying in your EPAF, the Annual Salary must be equal to the grant funded portion of their salary or the amount you reduce the state funded position. . grantsc@ecu.edu

HELPFUL EPAF TIPS New Effective Date: 07/01/2017 Enter Changes Project = FTE New Effective Date: 07/01/2017 Enter Changes New Value Job Effective Date: * 07/01/2017 Personnel Date: * Title: Professor Annual Salary: $18,000.00 FTE: * 1.0 Job Change Reason: 00200 grantsc@ecu.edu

HELPFUL EPAF TIPS Percent is not the FTE. This represents the percentage of the annual salary that will be charged to each FOAP. The percentages must be mathematically proportional to the FTE assigned in the Project Field. New Effective Date 07/01/2017 grantsc@ecu.edu

HELPFUL EPAF TIPS Don’t forget…. If you complete your EPAF late, the Banner system does not automatically correct back entries. A Banner HR Redistribution is needed. Enter Changes Current Value New Value Job Begin Date: * 03/01/2017 Contract Type: Secondary Jobs Effective Date: * Personnel Date: * 02/14/2017 grantsc@ecu.edu

GENERIC POSITION NUMBERS COMMONLY USED FOR GRANTS Position Description C00001 Casual Employee Special Events C00002 Casual Employee Summer Camp G06069 Graduate Assistant IXXXX Intermittent- XXXX varies depending on class/job type OS0001 Occasional and Sporadic S06069 Supplemental Earnings Grants (use Earn Code 228) TXXXX Temporary Employee- XXXX varies depending on class/job type U06069 Undergraduate Assistant Grants X00001 Self Help Student Y00001 Postdoc Scholar Non-state Y00003 Predoctoral Intern grantsc@ecu.edu

BANNER HR LINKS Commonly Used HR Forms: EPAF Instructions: http://www.ecu.edu/hr/HR_Forms.cfm EPAF Instructions: http://www.ecu.edu/cs-admin/HumanResources/HRIS.cfm grantsc@ecu.edu

QUESTIONS? For questions about Banner HR for Grants, please email the Office of Grants and Contracts at grantsc@ecu.edu or call 328-9530. grantsc@ecu.edu