TEXAS A & M UNIVERSITY at GALVESTON

1. TEXAS A & M UNIVERSITYat GALVESTON WEB-BASED EMPLOYEE PAYROLL ACTION (EPA) Presented by: Nancy Cook

2. TABLE OF CONTENTS • Preparation Steps • Step 1 Create the document Step 2 Document Header Step 3 Funding Sources Step 4 Validate Step 5 Net Funding Step 6 Close the Document • Canceling EPA Documents • Recalling EPA Documents • Printing EPA Documents Glossary / terms EPA & Canopy Symbols EPA Introduction LOGON to Canopy Searching for EPA Documents Document Search Employee Display PIN Display EPA Doc Display Preparation Steps Creating a New EPA Document (cont’d)

3. Glossary Terms Annual Term This defines the period of time this position will be on the payroll and is found in the Position section of the Document Header. For typical full-time budgeted positions, these dates are always 9/1/yy through 8/31/yy. For Teaching and Graduate assistant positions, the term is often different. The person may be employed just for the fall semester (9/1 - 1/15) or just the spring semester (1/16 - 5/31). Faculty are on 9 month appointments (9/1 - 5/31). Any term is valid - provided the term is specified in 1/2 month increments. Annual Term Modifier Sometimes the annual term is not continuous. For example, the Term may be from 9/1 to 8/31, but with a break for the first summer session. If this is the case, the Annual Term modifier is used. See the drop down list in the Position section of the Document Header for the options for the term modifier.

4. Glossary Terms Cont’d EPA Documents Electronic documents created using Canopy. There are three types of EPA documents: EBRfor Employee Budget Request EWRfor Employee Wage Request EGRfor Employee Graduate Request

5. EMPLOYEE WAGE REQUEST

8. Glossary Terms Cont’d Iteration Each change to the BPP Position database is called an iteration. The first version of the position at the start of the fiscal year is iteration 01. Iterations increment by one over the course of the year. Iterations can also be referred to as a history record for the position. Funding Source Lines In the BPP system, how positions are funded is specified in advance. The funding source lines specify how positions are funded. They specify the account that will pay the salary and the object code that will be charged on the account.

9. EPA INTRODUCTION EPA MODULES HOUSED UNDER CANOPY: EMPLOYEES PAYROLL ACTION MODULE ROUTING AND APPROVALS MODULE EPA FUNCTIONS INCLUDE: Creating Modifying Inquiry Canceling EPA DOCUMENT FORMS ARE: EBR for Employee Budgeted Request EWR for Employee Wage Request EGR for Employee Graduate Request

10. Canopy and EPA Symbols Click on this button to expand and show more detail. Click on this button to collapse and hide detail. This symbol indicates that the items in the column can be sorted in: Ascending Order Descending Order The double arrow buttons allow you to go back to the first record of your search results or to the end of the data. Use the single arrows under the words “Employee Search Results” to advance the displayed list forward or backward. Expands the column to show additional information. Collapses (hides) the expanded detailed information. Collapses (opens) all sections on the screen. Prints the current document cover sheet. Recalls the current document from routing. Selects a new document.

11. LOGON TO CANOPY Access to canopy is set by the FAMIS Security Officer To Log into Training: http://lab1.sago.tamus.edu/training/canopy/logon To Log on enter: User ID Password Submit If you receive a message on the logon page that your password has expired, The New Password box will appear and you will need to type in a New Password (must be 8 characters) You will be asked to retype the New Password again to confirm. Logon Modules: Select Campus Code from the drop down menu (Galveston) Click on the module - Employee payroll action (EPA) YOU ARE NOW READY TO BEGIN ENTERING EMPLOYEE PAYROLL ACTIONS(EPA)

12. Searching for EPA Documents • Search TAB - - BPP Employee Search Select “Name (Last, First)” or “UIN/SSN down list. Type the person’s last name (or any portion) or their identification number. Click the “Search Employees” button. Results The search results are displayed below Click the “S” (Select) button or the Name (link) to view detail information.

13. Search Tab -- BPP Budget (Positions) Search BPP Budget (Positions) Search Select the desired Fiscal Year from the drop down box. Click the ‘Vacant Only’ box to only display vacant positions. Select a Search By option. Click on the blank box and type in the Adloc, PIN, Last Name, UIN or SSN. Click on the ‘Search Budget’ button to display the results. Choose the PIN type – ‘All’, ‘Wage Only’, or ‘Budget Only’. DOC SEARCH TAB To find documents you have started, but not finished, click on the Doc Search Tab and look for the ones with the Status “Open for Editing”.

14. Log on to Canopyhttp://canopy.tamu.edu.Enter your FAMIS/Canopy ID and password.Click on the Employee Payroll Action Module (EPA) Application.You have some initial questions to answer before you begin the document.Is this ACTION for a Wage Position or a Budgeted Position? Wage Positions pay an hourly rate of pay and are not eligible for benefits. Wage positions have a PIN number that consists of a TAMUG workstation code G followed by an 8 and numbers automatically assigned by the EPA system, for example, G800044333. Budgeted Positions pay a monthly/bi-weekly rate. Budgeted positions are entitled to TAMUG benefits, provided they meet all other criteria (Percent effort, etc.). Preparation Steps

15. Preparation Steps Cont’d Is this a New Position or am I taking action on an Existing Position? A few hints to make this determination: New positions are positions where the PIN has not yet been created. If the position is a wage position and the person does not yet work for TAMUG, it is a new position. New budget positions will be assigned a new PIN number. If the position is budgeted and vacant - you are taking an action on an existing position. If this is an Existing Position - do I know the PIN number?If not, you can use the Search Features to find the correct PIN number. If this is a change to an existing position, make sure the position information is displayed on the page before you proceed.Once you have the answers to these questions, you are ready to begin.

16. CREATING AN EPA DOCUMENT STEPS: Step 1 Create the Document Set the action * Select document type * Occupant action *Position action *“Create EPA Document” Step 2 Document Header Document information * Attachments * Position information *Occupant Information * Rate information *“SAVE CHANGES” Step 3 Funding Sources Save changes * click “DONE” Step 4 Validate Step 5 Net Funding Click “DONE” Step 6 Close Document Click “CLOSE”

17. Step 1 – Create the Document Set the Action Click on the PIN Disp/Start EPA Tab from the Menu Tabs. Next to the Create EPA document button is a drop down list of the possible actions. The following picture shows your choices. Following is a description of each of these actions: New Iteration for this PIN: Use when you have an existing position (including vacant & wage positions) and you want to make a change to that position. This can include (among other things) hiring someone into a vacant position, promoting someone into a vacant position, terminating someone from an active position and performing a funding change to an existing position. Insure you have the position you are performing the action on currently visible. New Wage Position: Use when you are hiring someone into a wage position.

18. Step 1 – Create the Document Cont’d New Budgeted Position: Use when you have all appropriate authorization for the new position. Note - most new hires will fall into one of the first two actions - not this one. Example of New Budgeted Position – as a copy of this position • Use when you have all appropriate authorization for the new position. • This position is just like (New Budgeted Position) - it exists only to save you some data entry. • Instead of starting with a blank form, the form will be filled out from data from a similar position. • The position that is currently visible is the position like the position you are creating.

19. Step 1 – Create the Document Cont’d Select the Document Type • After making the appropriate selection above, you will see the following page. The following picture shows your choices. • Select a Document Type to proceed to the next box, Recommended Occupant Action. • The drop down lists for the Recommended Occupant Action, Current Occupant Action, and Position Action are different for wage and budget positions. • Your options in the next box depend on what you chose in the preceding box. The next box may also be filled in for you. Select the Recommend Occupant Action • The Recommended Occupant Action box may look like this:

20. Step 1 – Create the Document Cont’d Select the Current Occupant Action The Current Occupant Action box may look like this: Depending on your choice the remaining boxes may have different choices Select the Position Action The Position Action box may look like this: Click ‘Create Document’ button Once you are satisfied with the choices in each of the action boxes, click the ‘Create Document’ button to create a new EPA document. This action assigns the document ID and also finalize the create step.

21. Step 1 – Create a Document Cont’d If you need to change a selection, push the‘Reset’button and begin again. If you still do not see the correct action or actions, then go back to the Search tab and search for the correct Name, PIN, or Adloc.

22. Step 2 - Document Header The document header is comprised of the following sections of the EPA document: Document Information, Position Information, Occupant Information, and Rate Information. Fields that are light yellow and have dash lines are the ones that you can enter information on. Some are required and some are optional. These sections will be saved together. Document Information DO NOT MARK any of the boxes unless your department head has indicated that funding will be made available by the Budget Office. Action is Effective From -To Dates Fill in the starting date of the action. Justification / Comments The justification comments field accepts 10 lines of up to 74 characters each Add Attachments Electronic document may be attached. Attachments will be stored with EPA document and viewable by anyone with right to view.   Authorized employees in the Payroll, Budget, HR, Grants, and Financial Aid will also be able to view. Documents must be in PDF format.

23. Step 2 – Document Header Position Information • Changes to Adoc should be verified with Payroll • Changes to Title Code for Budgeted Positions should be verified with Human Resources Annual Term Modifier & Annual Term Months • Annual term months can be modified if the annual term modifier is “D”. • For all other annual term modifiers, the Annual Term Months will be calculated and replace whatever you enter. Annual Term From-To Dates • This is the date of the Position, not the person who is in the position.

24. Step 2 – Document Header Cont’d Occupant InformationFill in the employee’s name and social security number as it appears on the original Social Security card. You should have the employee present you their Social Security Card. If the person does not have one available, contact Human Resources for a temporary number. If the employee is transferring between departments, fill in the Occupant in Position From-To and From/To PIN boxes. Rate Information Change the Percent Effort and Monthly FTE/Hourly Rate if this position needs any changes.

25. Step 2 – Document Header Cont’d Rate Information (continued) Choose from the following drop down menus if the highlighted option is not correct: Pay Indicator Salary Action Source ControlPay Type Source Control: Used for splitting pay between accounts when one of the amounts is fixed. System automatically calculates the percentage effort and allocates. Example: Joe gets $500 fixed amount from account ###### out of his total salary of $2600. The other account ****** will have the remainder, and the percentage efforts of 19% and 81% will be calculated by the system. Pay Type: Biweekly – No Insurance (P): This is used for employees with both a budgeted & a wage position. The budgeted position makes them eligible for benefits and should pay for them. The wage position should not pay for any benefits.

26. Step 2 – Document Header Save Changes When you are finished entering, scroll up to the top of the page and click the ‘Save Changes’ button as shown below: If you receive an error message, go to the field mentioned and make changes. You may also have the option to get additional help by clicking on the blue ‘additional help’ words.

27. Step 3 – Funding Sources Edit funding source lines Once the document header has been saved, navigate to the funding source part of the document. Click on the ‘Edit Funding Sources’ button to make changes to the funding of the position. If you do not have any changes, proceed to Step 4 ‘Validate the Document’ The edit buttons available are: E- Edit this funding source line Use this function to change any of the fields that are light yellow. R- Replicate (make copy) of this funding source line. Use this function to split the Percentage Effort between accounts. You will Replicate and then Edit both lines. D- Delete this funding source line

28. Step 3 – Funding Sources Cont’d Object Codes: The suggested one will be already be highlighted. Funding Sources: NOTE: Wage Positions now require a percent effort Percent efforts must be split when on more than one account. One example would be: Joe is paid on account 266100 at 50% effort and on 266146 at 50% effort. When you have finished with your changes to the funding source (s), click on the “Done” button.

29. Step 4 - Validation You are now ready to validate the document. Validating the document ‘crosschecks’ the information on the document header and the funding source section. • This stepwill also check the account (s) for available budget. Click the “Validate” button.

30. Step 5 – Net Funding If the document changes the funding requirements for any account in this fiscal year, you will see the net funding section of the document. If there are no changes, you will not see this section. You may change the requirement accounts as necessary. If you change the accounts,click on the“Save Net Funding”button. The Net Funding display includes calculations for benefits and longevity. Net Funding edits stop documents from being processed if sufficient budget is not available. When you are finished, click on the "Done" button.

31. Step 6 – Close the Document The document is now ready to be closed and submitted to Routing & Approvals. The encumbrances post to FAMIS when the EPA document is closed. Once the document is closed it can then be approved and signed by the authorized individuals for the department or departments affected by the funding of your document. Click the “Close” button.

32. Other Helpful Information How to Cancel an EPA document An EPA document can be canceled at any time before it is closed. Navigate to the Document Type and Actions section and click the “Cancel” Button.

33. Other Helpful Information Cont’d Recalling an EPA Document Search for the document you want to recall using the Doc Search Menu Tab. Select the document, and displayed will be the EPA Doc Display tab. Type in your Recall Comments and click on the recall button. You will then be able to edit the document. You will also be able to cancel the document. Documents can only be recalled if they are still in the Department Routing. Once they reach the Processing office, you will not be able to recall it. Then you can click on the“Reopen Document”button and go ahead and make changes to the document. Then save and validate and do the net funding changes. Then you can close the document and submit it to routing.

34. Other Helpful Information Cont’d Printing an EPA document Prints the current document cover sheet. If you experience problems printing an EPA document, you may need to make some adjustments to your settings. using Internet Explorer, go to FILE, PAGE SETUP. Set your margins to .25 for both the right and left margins and .5 for your top and bottom margins. If you still have problems, you can switch the layout of the page to LANDSCAPE.