1. ePAR Training Module
Transfer
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2. What is a Transfer ePAR?
A Transfer ePAR is an ePAR that is used when an employee is transferring from one UTD department to another.
The Transfer ePAR should be entered by the department that the employee is transferring to.
If the employee’s job information is changing, but their department is not, a Job Attribute Change ePAR should be entered.
If a Transfer ePAR is needed, please continue reading. If a Job Attribute ePAR is needed, please see our Job Attribute ePAR training materials.
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3. Log in to Galaxy.
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4. Select Gemini HR.
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5. To enter a new ePAR, access the ePAR Actions page at the following navigation: Main Menu > UTD Customizations > UTD HR Customizations > ePAR > ePAR Actions.
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6. Select “Add a New Value”.
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7. Click the dropdown menu for the ePAR action, and select “Transfer”.
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8. Enter the employee ID if known
Enter the employee ID if known. If the employee ID is not known, click the magnifying glass to utilize the search function.
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9. From the search page, enter the known information to find the employee ID.
Enter the first and last name and click the Look Up button.
Click on the correct employee ID to continue.
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10. Selecting the employee ID will populate the employee’s current information. The next several slides will explore each area of the ePAR.
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11. ePAR Header – Position or Appointment This section has optional and required fields that are the same for all employee types.
This is an optional field. It can be used to add notes regarding the transfer.
This is a required field. It is the effective date of the transfer. It will be pre-populated with the date that the ePAR is started.
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12. Current and Proposed Job Information This section has optional and required fields which vary based on whether the employee is budgeted on a position basis or an appointment basis.
Position
Appointment
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13. Current and Proposed Job Information – Position Several fields, including department, are driven by position number. Any additions or changes to position number should be requested before the ePAR is entered.
If the employee is appointed by position number, the new position number should be the first field entered as it will populate other fields.
Once the new position number is entered, certain fields will be available to change and others will be view-only.
The next available field is Salary Basis. The choice in this dropdown will affect the compensation fields.
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14. Current and Proposed Job Information - Position
For salaried positions, “Annual or must be updated if compensation amounts are changing. The other fields will update based on this amount once the ePAR is saved.
Once the salary basis has been chosen, the compensation amount can be entered.
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15. Current and Proposed Job Information – Appointment Since position number will not be entered, more fields will be available to fill in.
This is a required field. It is the department number that the employee will be transferring to.
This is a required field. It is the employee’s job code in the new department.
This is a required field. It is the department’s office number. It can be searched for via the hourglass if it is not known.
This is an optional field.
This is an optional field.
This is an optional field.
This is a required field. It is the employee’s FTE.
This is a required field. The choice in this dropdown will determine which compensation fields are available.
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16. Current and Proposed Job Information – Appointment The following is a screenshot of all the required fields properly filled in.
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17. Proposed Funding This section has optional and required fields that are the same for all employee types.
This is a required field. It is the first date of funding for the transfer. This date must match the effective date of the transfer.
This is a required field. It is the end date of funding that has been entered.
These buttons can be used to add or subtract a funding effective date.
This is a required field. It is the cost center that the employee’s earnings should be charged to.
These buttons can be used to add or subtract a cost center row.
This is a required field. It is the percentage of the employee’s earnings that should be charged to the specified cost center. If more than one cost center is used, the total percentages for each funding effective date must add up to 100%.
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18. Proposed Funding Note that the earliest start date matches with the effective date of the transfer. The final end date is the expected end date of the job for the current fiscal year. Also note that the total percentages for each funding effective date add up to 100%.
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19. Submitter/Contact Information This section will contain the contact information of the person who submitted the ePAR. It can be expanded by clicking the white arrow.
A secondary contact with information about the ePAR can also be added once this area has been expanded.
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20. Saving the ePAR The ePAR can be saved multiple times while the ePAR is being filled out, but it must be saved at least once before it can be submitted.
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21. After the ePAR has been saved, new fields will be available.
Once the ePAR has been saved, it will be assigned a request ID. This number will allow you to track the ePAR so you can return to it as needed.
The “Attachments” button can be used to upload paperwork related to the transfer. This is an optional field.
To attach a document, click “Attachments”.
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22. When “Attachments” is selected, a new page opens up.
Select the dropdown box to choose a type of document to attach.
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23. Once an attachment type has been selected, a document can be uploaded.
Click the “Add” button to select the document.
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24. A search screen will allow you to browse for a document to attach.
Click the “Browse” button to search for the document you would like to attach.
After you have chosen your document, select the “Upload” button.
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25. After a document has been selected, the attachments home page will return.
Multiple documents can be add to an ePAR. To add additional documents, select the “+” button.
If a document was chosen incorrectly, the “Delete” button will remove the attachment. The “+” button can then be used to add the correct document.
Once all documents have been attached, select the “Done” button.
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26. After attachments are completed, the ePAR can be reviewed before submission.
If all of the information is correct, the ePAR can now be submitted for approval.
Note: no further changes can be made after an ePAR has been submitted.
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27. Once the ePAR is submitted, the Approval Workflow will be visible.
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28. You will also receive an that your ePAR has been submitted for approval. The will contain a link that will take you back to the ePAR if you are logged in to Galaxy. If you are not logged in to Galaxy, the link will take you to the Galaxy login page.
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