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How To Hire A Graduate Assistant (EPAF)

How To Hire A Graduate Assistant (EPAF).

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How To Hire A Graduate Assistant (EPAF)

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  1. How To Hire A Graduate Assistant (EPAF) • ***An EPAF cannot be submitted prior to a new employee completing their new hire paperwork in Human Resources.  Departments must give the New Employee Instructions Form to each employee who has not worked on campus previously with instructions to report to HR with page one of their I9 completed and their supporting documents. • 1. Go to Employee Self Service Banner: https://portal.mwsu.edu:9040/pls/PROD/twbkwbis.P_WWWLogin • or from the Portal, click on Web Worldhttps://my.mwsu.edu/web/mycampus/home • 2. Enter your User ID (always use a Capital M) and PIN and click the Login button. If you’ve forgotten your PIN, click on the Forgot PIN button.

  2. How To Hire a Graduate Assistant • 4. Once on the Employee tab, Click on Electronic Personnel Action Forms. • 3. Once logged in, click on EMPLOYEE. • 5. Click on NEW EPAF.

  3. How To Hire a Graduate Assistant • 6. a. Enter the employee’s Campus ID or click on the search icon (magnifying glass) to search for the employee you are creating the EPAF for. • b. Enter the effective date of the job (the first day the job starts) in the Query Date field. Please note that the Query Date field always defaults to today’s date, therefore it is very important that you enter the actual JOB EFFECTIVE DATE. • GA JOBS START DATES: • FALL-SPRING - 9-1-20xx – 5-31-20xx • FALL ONLY - 9-1-20xx – 1-15-20xx • SPRING ONLY - 1-16-20xx – 5-31-20xx • Summer I - June 02- July 03, Summer II July 06 -Aug 06 – payments will be prorated • June 01 – July 31 for 2 equal payments or Jun 01 – August 31 for 3 equal payments. • c. Choose the correct Approval Category: Hire Graduate Assistant • d. Click “Go” a. Employee’s Campus ID b. HINT: Query Date Always Equals the Job Effective Date . GA jobs always start on the first day of the month. c. Correct Approval Category

  4. How To Hire a Graduate Assistant • 7. a. Enter the position number if you already know it (and skip to step d, enter suffix) or you may search for the Position Number by clicking the “magnifying glass”. Search for Position Number Enter Position Number and Suffix • b. Select “G1”, Student Assistant Hourly: Click “Go” Graduate Assistant Research

  5. How To Hire a Graduate Assistant • c. Click on the correct Position Number from the list under your department. • NOTE: There are two different types of GA Position numbers, One for a regular GA (EM) and one for Research (GR) Regular GA (EM) Research (GR) • d. Enter “00” in the suffix, and click GO.

  6. e. Enter annual salary, contract type (Primary if this is their only job or Secondary if they have more than one job), FTE, Hours per day, and hours per pay from the Monthly EPAF Hours worksheet. Enter terminate job effective date. How To Hire a Graduate Assistant *Enter Annual Salary Terminate Job Date

  7. How To Hire a Graduate Assistant • f. Enter the earnings code. It will always be code 016. Effective date is the same as Job begin date. Hours or Units per pay will be the same as entered previously

  8. How To Hire a Graduate Assistant • Your routing queue should be set up to automatically default. If not, complete the Approval Queues by clicking on the magnifying glass to select the appropriate approver’s name. • *Please note for GA HIRES – the DEPT will be your Graduate Coordinator for your area. If you wish to include your CHAIR, please add to your routing queue. • If your graduate student is being paid by GRANT FUNDS – please select Shane Comer (SCOMER) in the PREAVP level. If not, select Lucy Davis (LDAVIS) *Always put monthly pay in comments* Very Important: In the comments section, indicate any information that could be relevant. Once comments are “saved”, they cannot be changed. Be careful with articulating comments. An EPAF user can make multiple comments to the EPAF and comments can be attached to the EPAF at any approval level.

  9. How To Hire a Graduate Assistant • h. Click Save and Submit to finalize your hire and to send your EPAF for approval. • If errors occur, review the Errors and Warning Messages Section at top of the EPAF. (Ignore the Warning Messages, correct the Error Messages) If no errors exist, your transaction has successfully submitted. • Return to the EPAF Originator Summary and click on your History Tab to view the status of your EPAF. • Need Additional Help? • Contact epafhelp@mwsu.edu

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