黑洞社区

AddJob ePAFs are used for those Non-Benefits Eligible employees who are an active or current 黑洞社区 employee and an additional position number is being added to their already active record in Banner, for example: a Grad Student who worked in the fall and needs their appointment extended for the Spring.

AddJob ePAFs can be used for the following NBE employees:

• Student Assistants
• Graduate Assistants (GSA, GRA, GTA (both direct & indirect0)
• Lectureres
• Temporary Employees (U3 (Non-Exempt) & U4 (Exempt))

NOTE: An AddJob ePAF is NOT used to Hire/Rehire a NBE employee.  WuHire is where NBE employees are hired/rehired.  See below for additional information regarding WuHire.  If you have hired or rehired the NBE employee through WuHire, you can extend their appointment through WuHire as well.

• Used to process an additional compensation (Overload) to an active, exempt, benefit eligible employee.
• Only used when the employee鈥檚 Employment Class (eClass) is FA, F2, UE, or UA.
• Paid until the position is terminated.

Used to change specific items on an active position including rate of pay, funding, number of hours worked in a pay period, and supervisor.

Used for the following non-benefit eligible positions:

• Student Assistants
• Graduate Assistants
• Lecturers
• Temporary Employees
• Additional Compensation (both Exempt & Non-Exempt)

Comments are REQUIRED to document the change.  The Change of Status ePAF will overwright the existing informition listed in the employee's job record.

Used to terminate an employee鈥檚 active position(s).

• If a termination date is entered when the employee is hired, email epaf@wichita.edu to request the removal of termination date prior to processing a new termination ePAF.
• Instructions are located on the ePAF Hub under ePAF Processing Guides: A-TERM - Terminate Employee From Position ePAF.

Note: Terminating the employee from their position will initate the 60 day termination process.  Sixty days after the employee is terminated from the position, they will automatically be terminated from the University.  The exception to this is if there is a 'future' ePAF already in place.

Used to terminate an employee鈥檚 position(s) AND terminate the employee from the University, this ePAF must be used with care!

• After the ePAF is approved and applied in Banner, a series of events are automatically triggered including termination of benefits and computer network access.
• Instructions are located on the ePAF Hub under ePAF Processing Guides:  T-TERM - Employee is leaving Departmen AND 黑洞社区 ePAF.

Originated by the RTT Payroll area to hire faculty into summer research positions.

The faculty member鈥檚 primary position is benefit eligible, the Research Summer position is not benefit eligible.

Used to process an additional compensation (Overload) to an active, non-exempt, benefit eligible employee.

• Only used when the employee鈥檚 Employment Class (eClass) is UN.
• Paid until the position is terminated.

This ePAF Category requires additional training that is only offered on request.

Used to change campus box information.

Instructions are located on the ePAF Hub under ePAF Processing Guides.

To ONLY change the Fund Code for a current or future pay period for active employees hired on an ePAF.

Comments are REQUIRED to document the change.

This is a hard copy form, NOT an ePAF.

The form is used to process retroactive pay changes for Benefit AND Non-Benefit Eligible positions.  Click here for the form.

Contact Payroll for additional information.

Student Assistants and Temporary Employees are hired and/or rehired through the WuHire system and NOT through an ePAF

Basic attributes for a Student Assistant or a U3 (Hourly) Temporary Employee:

• Non-exempt (hourly)
• Paid based upon the number of hours worked each pay period
• A Graduate Student may be processed as an hourly Student Assistant
• A Temporary (U3) employee fills a staff level, non-teaching, non-exempt position

NewHire/Rehire & AddJob ePAFs have been replaced with the WuHire process.

Graduate Assistants, Lecturers, and Temporary (U4) employees are hired and/or rehired through the WuHire system and NOT through an ePAF

• Exempt (salaried)
• Paid until the position is terminated
• Lecturer cannot hold a non-exempt position
• A Temporary (U4) employee fills a staff level, non-teaching, exempt position

NewHire/Rehire & AddJob ePAFs have been replaced with the WuHire process.

Research Student Assistants are hired and/or rehired through the WuHire system and NOT through an ePAF

Only used to hire Grant Funded Student Assistants

The Originator role is typically filled by an Administrative Assistant and is responsible for entering information into Banner Self Service ePAFs.

Approvers are assigned to the ePAF Approval Levels listed below with a required action of either Approve or FYI.  For detailed information, review Default Routing Queue Instruction Guide listed below in Guides & Resources.  Approvers are encouraged to assign at least one Proxy (backup) to approve ePAFs on their behalf when the approver is unavailable.

1. Business Manager
2. Department Supervisor (this is a generic label for lab managers, hiring managers, etc.)
3. Budget Officer or Chair
4. Budget Review Officer
5. Vice President

Approver Required Actions of Approve or FYI are assigned to each Approval Level.  If the approval level is preassigned as mandatory, the originator cannot remove the level or change the required action.

1.  Approve - the ePAF will stop on the approver and await their review and action (Approve or Return for Correction with Comments)
2. FYI - the ePAF is viewable but will not stop; it will automatically advance to the next approver

Non-Benefited Positions:

• Are not eligible for retirement, vacation, sick leave, or discretionary holiday
• May qualify for health insurance based upon Affordable Care Act (ACA) rules

Nonexempt Positions:

• Are hourly
• Affordable Care Act (ACA) eligibility is calculated based upon the average number of hours worked per week and entered on the ePAF under Hours per Pay.

Exempt Positions:

• Are salaried and paid until terminated
• Affordable Care Act (ACA) eligibility is calculated based upon the average number of hours worked per week and entered on the ePaF under Hours per Pay
• Employees must work the stated number of hours per week or less

 

Notification emails are sent to Approvers and their Proxies at 10AM and 3PM when an ePAF is awaiting their action. 

Confirmation emails are sent to Originators, Approvers and Proxies when an ePAF is Returned for Correction (with Comments), Voided or when it successfully completes the approval process and is Applied in Banner during an overnight process. 

• Use the this form to gather the information needed to complete the ePAF.
• Non Benefited Employees Appointment & ePAF Dates Guide contains a listing of payroll begin & end dates, query dates, and the earliest personnel dates to be used in the ePAF.
  

Each type of ePAF has a required list of Approvers that much verfiy the information listed before the ePAF can be applied.   See the guides below for more information.

• Approval Levels are required on all ePAFs and are setup on individual ePAFs OR using the Default Routing Queue option.  It only takes a few moments to set up your Default Routing Queues and will save you time and effort!
  

• Complete guide to the data fields for each type of Student, Grad, Temp, Lecture, and Research ePAF.  Guide is broken up into sections based on the New Hire/Rehire ePAF data fields.
  
• The A-TERM - Terminate Employee From Position ePAF is used to terminate an employee from just the position
  
• The T-TERM - Employee is Leaving Department AND 黑洞社区 ePAF is used to terminate the employee from both the position and Wichita State
  
• Processes used to process funding changes using Change of Status ePAF, Fund Code Change ePAF, and Prior Pay Period Funding Change Form
  
• How to do a One Time Pay ePAF for a non-benefits eligible employee
  
• How to either Void or Cancel an ePAF. 
  If the exempt Graduate, Lecturer or U4 declined the position AND the individual has NOT been paid, the Originator is to CANCEL the ePAF.
  
• How to update Campus Box Address/Phone Changes useind the Campus Address ePAF:
  
• Information regarding the Positions by Org, Enrollment/Employment Verification Report, and the Job Begin Date report in Reporting Services
  

• Information regarding Lecturers & GTA Policies and forms available
  

• Prior to entering the Graduate ePAF, review the Enrollment / Employment Verification Report in Reporting Services, HR 鈥� ePAF Reports to determine eligibility.
  

• Things to know BEFORE you start a Graduate ePAF
  
• Calculate Graduate hourly rate to verify minimums are met
  

Eligible Undergraduate and Graduate Students may work the following based on the number of credit hours they are enrolled in according to Academic Year or Summer/Scheduled breaks.

 

* Graduate Teaching Assistants (GTAs) can only work during the regular semester timeframes (Spring, Summer, and Fall) unless assigned specifically to a pre-session course. GTAs cannot work when classes are not in session (i.e. Winter Break).

Students are permitted to have multiple positions on campus as long as the total hours worked does not exceed the maximum hours listed

Additional options for Graduate Assistants should they not be enrolled in a minimum of 6 credit hours:

Employees who have a Position Only Termination date listed on their position in WuHire or a Position Only Termination ePAF processed are considerd active 黑洞社区 employees with no active position on file. Their position has terminated but their 黑洞社区 employment record is still active.

This includes:

• Employees who are terminated from their position using the Position Only Termination ePAF
• Temporary employees who have a termination date built into their Job Offer in WuHire (Lecturers, GRA, GSA, GTA, U4 and U3).

Because their 黑洞社区 employment record remains active, a 60 day termination process has been implemented for security reasons. 

Employee(s) will automatically be terminated from the University 60 days after the termination date listed.

What this means for you:

• If this person has left employment and is not returning, no action is needed, and the employee will automatically terminate from 黑洞社区 when the 60 days has passed.
• If you do intend to re-engage this individual into an active position, it is recommended that you extend their position in WuHire.  The extention must be submitted and fully approved before the 60 days expire.
  • Please note:  If no job extention is in place, once the 60 days from termination has passed, the full hiring process for Non-Benefits Eligible Employees will be required to 're-hire' the employee.