ePAR Training Module

1. ePAR Training Module Job Attribute Change ePAR - Job Attribute Change

2. What is a Job Attribute Change ePAR? • A Job Attribute Change ePAR is an ePAR where an employee’s job information can be changed. • Job Attribute Change ePARs can be used for employees who are budgeted by position number or by appointment. • If the employee will be transferring to a new department as part of the change, a Transfer ePAR should be used rather than a Job Attribute Change ePAR. If a Job Attribute Change ePAR is needed, please continue reading. If a Transfer ePAR is needed, please see our Transfer ePAR training materials. ePAR - Job Attribute Change

3. Log in to Galaxy. ePAR - Job Attribute Change

4. Select Gemini HR. ePAR - Job Attribute Change

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 - Job Attribute Change

6. Select “Add a New Value”. ePAR - Job Attribute Change

7. Click the dropdown menu for the ePAR action, and select “Job Attribute Change”. ePAR - Job Attribute Change

8. 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 - Job Attribute Change

9. Selecting the employee ID will populate the employee’s current job information. Click through for in-depth information on each section. ePAR - Job Attribute Change

10. Two fields are available in the header. This is an optional field. It can be used to explain why the Job Attribute Change is needed. Note: if the employee is being promoted, please note that in this box. This is a required field. It is the effective date of the change. ePAR - Job Attribute Change

11. Appointment Details The required fields for this section will vary based on if the employee is hired by position or appointment. The differences will be looked at in detail over the new few slides. Position Appointment ePAR - Job Attribute Change

12. Appointment Details - Position The current information will show in the left column and will be pre-populated in the right column. Several fields are available to be changed, the first of which is position number. If an employee’s position number is changing, this field should be entered first as it drives the information in several other fields. Certain fields will be grayed out as they cannot be altered from what is attached to the position number. Other fields can be changed as needed even after a new position number has been entered. ePAR - Job Attribute Change

13. Appointment Details - Position Most often an employee will not be changing their position number while other job information is changing. Several other fields are available to be updated as needed. If no changes are needed, please leave the fields filled as is. Note: on the compensation fields for monthly employees, you can fill in “Annual Rate @100%” or “Monthly @100%” with the new compensation amount. This will update the other compensation fields once the ePAR is saved. This is a required field. If the employee will have a new Job Code, enter it here. Please update the Description and Short Desc fields to match the information with the new Job Code. These fields are the full and short description of an employee’s position. These fields should match with the information contained in the Job Code table. If Job Code is changing, please update these fields to match. This is a required field. If department is changing, please use a Transfer ePAR rather than a Job Attribute Change ePAR. ePAR - Job Attribute Change

14. Appointment Details – Appointment Employees who are hired by appointment will have the following available fields to change. All filled in fields are required fields and should be left as is if they are not changing. This is a required field. If department is changing, please use a Transfer ePAR rather than a Job Attribute Change ePAR. This is a required field. This is a required field. This is a required field. This is a required field. This is a required field. This is a required field. This is a required field. ePAR - Job Attribute Change

15. Current and Proposed Funding This section has optional and required fields that are the same for all employee types. This section will contain the employee’s current regular earnings funding details. This section will allow changes to be made for funding dates and cost centers. The fields will be pre-populated with the current information, so if no changes are needed, these fields can be left as is. ePAR - Job Attribute Change

16. Proposed Funding If changes are required, please see the following directions for the available fields. This is a required field. It is the first date of funding for the job attribute change. This date must match the effective date of the job attribute change. These buttons can be used to add or subtract effective dates for funding. These buttons can be used to add or subtract cost center rows for split distribution. This is a required field. It is the end date of funding that has been entered. This is a required field. It is the cost center that the employee’s earnings should be charged to. This is a required field. It is the percentage of the employee’s earnings that should be charged to the specified cost center. If more than one cost center is used, the total percentages for each funding effective date must add up to 100%. Note: if there are already multiple effective dates for funding in the current funding section, data must be entered for all the same effective dates in the proposed funding section. ePAR - Job Attribute Change

17. 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%. ePAR - Job Attribute Change

18. Submitter/Contact InformationThis section will contain the contact information of the person who submitted the ePAR. It can be expanded by clicking the white arrow. A secondary contact with information about the ePAR can also be added once this area has been expanded. ePAR - Job Attribute Change

19. Saving the ePAR The ePAR can be saved multiple times while it is being filled out. Note: it must be saved at least once before it can be submitted. ePAR - Job Attribute Change

20. After the ePAR has been saved, new fields will be available. Once the ePAR has been saved, it will be assigned a request ID. This number will allow you to track the ePAR so you can return to it as needed. The “Attachments” button can be used to upload paperwork related to the transfer. This is an optional field. To attach a document, click “Attachments”. ePAR - Job Attribute Change

21. When “Attachments” is selected, a new page opens up. Select the dropdown box to choose a type of document to attach. ePAR - Job Attribute Change

22. Once an attachment type has been selected, a document can be uploaded. Click the “Add” button to select the document. ePAR - Job Attribute Change

23. A search screen will allow you to browse for a document to attach. Click the browse button to search for the document you would like to attach. After you have chosen your document, select the “Upload” button. ePAR - Job Attribute Change

24. After a document has been selected, the attachments home page will return. 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 - Job Attribute Change

25. 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 further changes can be made after an ePAR has been submitted. ePAR - Job Attribute Change

26. Once the ePAR is submitted, the Approval Workflow will be visible. ePAR - Job Attribute Change

27. 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 - Job Attribute Change