ePAR Training Module

1. ePAR Training Module Change Funding Source

2. What is a Change Funding Sources ePAR? If a Change Funding Sources ePAR is needed, please continue reading. If a Supplemental Pay ePAR is needed, please see the related ePAR Training module. A Change Funding Sources ePAR is used to change the funding information for an employee’s regular wages. Funding dates and cost centers can be adjusted for regular wages via a Change Funding Sources ePAR. Change Funding Sources ePARs can also be used to change funding retroactively resulting in reallocation of funds. Change Funding Sources ePARscannot be used to extend current funding. A Job Attribute Change ePAR must be used to extend funding. Supplemental pay earnings such as cell phone allowances, enrichments, etc. cannot be changed via a Change Funding Sources ePAR. Changes to earnings other than regular wages must be made through a Supplemental Pay ePAR.

3. Log in to Galaxy.

4. Select Gemini HR.

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.

6. Select “Add a New Value”.

7. Click the dropdown menu for the ePAR action, and select “Change Funding Sources”.

8. Enter the employee ID if known. If the employee ID is not known, click the magnifying to utilize the search function. Enter the known information and click “Lookup” to search for the employee. Click on the correct employee ID to continue.

9. Selecting the employee ID will populate the employee’s current funding information. This area is an optional field. It can be used to add notes related to the change in funding source. This is a required field. It is the earliest date that the funding source changes needs to take place. It will be pre-populated with the date the ePAR is started. This area will contain the current funding information by date range and associated cost center(s).

10. Changes are made in the “Proposed Funding” area. This date is the first date of the proposed changes. It will populate to match the “Funding Start Date” field above. These fields must match for the ePAR to process. This is a required field. It is the cost center that the funding should be charged to. If the cost center is not known, the hourglass will allow you to search for it. This field is the percentage of funding that should be charged to the given cost center. If more than one cost center row is entered, the percentages must add up to 100% for each date range. If more than one cost center is needed for a particular date range, the “+” can be selected to add a row. If a row was added in error, the “-” can be used to the delete the row. In this case, a row will be added for the second cost center for the month of May. This date is the end date for the proposed funding change date range. If more than one range is entered, the end date of the first range and the start date of the next range must be consecutive for the ePAR to process.

11. A second cost center row will appear after the “+” button is clicked. Because the date range of the proposed changes does not span the full date range of the current funding, a second date range row must be added via the “+” button. After the “+” is selected, a new row will appear to allow the additional cost center and percentage information to be entered.

12. A second date range row will appear after the “+” button is clicked. When a date range row is added, it will populate to match the previous row. The correct dates, cost centers, and percentages can be entered. The “-” button can be used to delete any extra rows.

13. When a row is deleted, the following confirmation box will appear. Click “OK” if the row was deleted correctly and “Cancel” if the row was deleted in error.

14. Proposed Funding See below for a completed proposed funding change section with changes to the required fields properly filled in. Note that the date ranges are consecutive and that the later date range that was listed in Current Funding is also listed in Proposed Funding. Also note that the total percentage for each funding effective date adds up to 100%.

15. ePAR contact information can also be viewed. The “Submitter/Contact Information” will contain the information of the person who created the ePAR. Click the white arrow to expand. A secondary contact with information regarding the ePAR can also be added.

16. Once all of the changes are completed, the ePAR can be saved. Click the “Save” button to continue processing the ePAR. Further changes can be made after the ePAR has been saved. Note: the ePAR cannot be submitted without first being saved.

17. Reallocation and Retroactive Distribution Message If the dates entered resulted in funding changes past the most recent payroll period, this message will appear when the ePAR is saved. This means that funding will be altered retroactively based on the changes made, and a separate reallocation request is not necessary. This message will also appear upon ePAR submission. Note: reallocations specified by dollar amount rather than percentage cannot be accomplished by the current ePAR process. Please submit a paper PAF (Reallocation form) to process a reallocation by dollar amount.

18. Upon saving the ePAR, two new buttons will be available. Once an ePAR has been saved, a request ID will be assigned to the ePAR. This number will allow you to leave and come back to the ePAR as needed. The “Attachments” button can be used to upload documents related to the funding source change.

19. When “Attachments” is selected, a new page opens up. Select the drop down box to choose a type of document to attach.

20. Once an attachment type has been selected, a document can be uploaded. Click the “Add” button to select a document.

21. A search screen will allow you to browse for a document to attach. After you have chosen your document, select the “Upload” button. Click “Browse” to search for the document you would like to attach.

22. After a document has been selected, the attachments home page will return. Multiple documents can be added 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.

23. 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 changes can be made after an ePAR has been submitted.

24. Once the ePAR is submitted, the Approval Workflow will be visible. You will be able to see the progress of the ePAR through the various approval levels.

25. You will also receive an email that your ePAR has been submitted for approval. The email 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.