ePAR Training Module

1. ePAR Training Module Secondary Assignment ePAR - Secondary Assignment

2. What is a Secondary Assignment ePAR? • A Secondary Assignment ePAR allows you to add a secondary assignment to an existing employee. • Secondary Assignment ePARs can only be used to enter a secondary assignment for an employee who is actively employed at UTD. It cannot be used to enter a new employee or to rehire a previous employee. • Please contact Human Resources and/or the Payroll office if you have questions about a new hire or a rehire. If a Secondary Assignment ePAR is needed, please continue reading. If another type of ePAR is needed, please see our other training materials. ePAR - Secondary Assignment

3. ePAR - Secondary Assignment

4. Select Gemini HR. ePAR - Secondary Assignment

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. ePAR - Secondary Assignment

6. Select “Add a New Value”. ePAR - Secondary Assignment

7. Click the dropdown menu for the ePAR action, and select “New Appointment”. ePAR - Secondary Assignment

8. Select “Secondary Assignment” as the Appointment Type to continue. ePAR - Secondary Assignment

9. Enter the Employee ID if known. If not known, select the magnifying glass to search by first and last name. Enter the known information and click “Lookup” to search for the employee. Click on the correct employee ID to continue. ePAR - Secondary Assignment

10. Selecting the employee ID will allow you to fill out the ePAR. The next few slides will show each section of the ePAR in detail. ePAR - Secondary Assignment

11. Employee Information and Action This is an optional field. It can be used to include notes regarding the second assignment. This is a required field. It is the start date of the secondary assignment. This field will be pre-populated with the day the ePAR is started. ePAR - Secondary Assignment

12. Proposed Appointments The required fields in this section will vary based on if the employee is hired by position or appointment. The next few slides will show the differences. ePAR - Secondary Assignment

13. Proposed Appointments – By Appointment The required fields for employees hired by appointment are shown below. For Academic Monthly or Salaried Monthly, the “Annual Rate @100%” field or the “Monthly @100%” field is required. The option chosen here for Salary Basis will determine which compensation fields are required. If Hourly is chosen, only the Hourly Rate field is required. ePAR - Secondary Assignment

14. Proposed Appointment – By Appointment With all of the required fields filled in, the Proposed Appointment section will look like this. ePAR - Secondary Assignment

15. Proposed Appointment – by PositionSeveral fields are controlled by the position number and therefore will be read only once the position number is entered. Enter the Position number first. Once position number is entered, only Salary Basis and the compensation fields are required to be entered. “Annual Rate @100%” or “Monthly @100%” are required for salaried employees. ePAR - Secondary Assignment

16. Proposed FundingThis section will have the same fields for employees employed by position or appointment. If funding or cost centers rows are added unnecessarily, they can be deleted by using the “-” buttons. This is a required field. It is the start date of the funding for the new assignment. This date will be pre-populated with the effective date entered above. These fields must match for the ePAR to be processed. This is a required field. It is the end date of the funding for the secondary assignment. Multiple funding effective dates can be entered by using the “+” button to the right. Date ranges must run consecutively. The final end date entered will be the expected job end date for the secondary assignment. This is a required field. It is the percentage of earnings that should be charged to the specified cost center. The total of all percentages for a funding effective date must add up to 100%. This is a required field. It is the cost center that the secondary assignment should be charged to. Multiple cost centers can be entered for each funding effective date by using the “+” button to the right. ePAR - Secondary Assignment

17. Proposed FundingSee below for a completed Proposed Funding section. Note that the date ranges run consecutively. Also note that the percentages for each funding effective date add up to 100%. ePAR - Secondary Assignment

18. Submitter/Contact InformationThis section will contain the contact information of the person who submitted the ePAR. It can be viewed by clicking the white arrow. Once the area has been expanded, a secondary contact with information about the Secondary Assignment ePAR can be added. This area is optional. ePAR - Secondary Assignment

19. When all of the information has been entered accordingly, select the “Save” button. Click the “Save” button to continue processing the ePAR. Further changes can be made after the ePAR has been saved, and the ePAR can be saved multiple times. Note: the ePAR cannot be submitted without first being saved. ePAR - Secondary Assignment

20. After the ePAR has been saved, new fields 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 paperwork related to the Secondary Assignment as needed. To attach a document, click “Attachments”. ePAR - Secondary Assignment

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

22. Once an attachment type has been selected, a document can be uploaded. Select the “Add” button to choose a document to attach. Click “Browse” to search for the document you would like to attach. After you have chosen your document, select the “Upload” button. ePAR - Secondary Assignment

23. Once an attachment type has been selected, a document can be uploaded. 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. ePAR - Secondary Assignment

24. 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. ePAR - Secondary Assignment

25. Once the ePAR is submitted, the Approval Workflow will be visible. ePAR - Secondary Assignment

26. 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. ePAR - Secondary Assignment