The George Washington University. Faculty Summer Hires on Sponsored Projects Electronic Personnel Action Form (EPAF) Initiator 1 Information

Transcription

1 The George Washington University Faculty Summer Hires on Sponsored Projects Electronic Personnel Action Form (EPAF) Initiator 1 Information 1 Initiators are school support staff and/or School Research Administrators. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 1 of 25

2 Information you will need to initiate a research summer hire: Employee s GWid Effective Date of the Hire Position Number (or the Banner Home Index so you can search for a position.) Hours per pay* Annual Salary (Appointment Salary) Number of Pays and Factors (number of months of the appointment) The End Date of the Appointment Financial Director, SPA2 approvers and any other school required approvers (Dean Designee or Department Chair). Any attachments required for the hire. * Hours Per Pay multiply the effort rate by % effort = 174 hours per pay 75% effort = hours per pay 50% effort = 87 hours per pay 25% effort = 43.5 hours per pay 20% effort = 34.8 hours per pay 10% effort = 17.4 hours per pay Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 2 of 25

3 Current Paper Personnel Action Form Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 3 of 25

4 Note: The EPAF Main Menu is located on the Employee Information Menu/Tab URL: USE FIREFOX or CHROME EPAF Menu New EPAF Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 4 of 25

5 1. Enter the GWid and press Tab or search using the magnifying glass 2. Enter the begin date of the summer research position in the Query Date field 3. Select the Summer Research approval Category Note: Once you enter 1 through 3 the employee s active position(s) as of the query date will appear 4. Press the Go button Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 5 of 25

6 Searching for or entering a position. 1. If you know the position number type it in the Position Number field and click the Go button. 2. Or you can click on the Search magnifying glass to find an appropriate research position. 1. Search for positions by selecting the R4 Employee Class 2. Click the Go button to return all R4 positions Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 6 of 25

7 1. Scroll down the the desired position 2. Click on the position number to select that position. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 7 of 25

8 1. Add the unique suffix. 2. Click the Go button. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 8 of 25

9 Note: This is the top portion of the web page when you first enter. The fields marked with a red asterisk are required. Notice the default data that appears in some fields. These were set up when the epaf as created. Also notice that some fields were defined as Not Enterable. Enter the # of summer months (i.e. 1,2, or 3) 1. Enter the Job Begin Information 2. Scroll down to enter the Job Termination Information Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 9 of 25

10 Calculation of annual salary: $77,400 (9 mth. salary)/9 (mths.)=$8,600 (mthly sal.)*.5 (FTE)=$4,300 (1 mth. sum. sal.) 1. Enter the Job Termination Information 2. Check/Change the Labor Distribution Information Note: See Appendix B for instructions on changing the Labor Distribution. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 10 of 25

11 Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 11 of 25

12 Tip 1: When adding an index to the distribution select COA of Z and then enter or search for the index. Click on the Default from Index button and the fund, organization, program and pta information will default in. You will need to enter the Account and the Percent. Tip 2: The total percent must equal 100. Note: See Appendix B for instructions on changing the Labor Distribution. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 12 of 25

13 1. Select the users/approvers for your routing queues. To see the list of people in the group click on the magnifying glass to the right of the approval group. Note: The users will default in if you have set up your default routing queues in NTRROUT in Banner INB. You can change the defaulted user if necessary. 2. Click Save. You will be given error messages if anything is incorrect or missing. 3. Click on Submit when you no longer have errors. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 13 of 25

14 EFAF Originator Summary Use this to view the current status of your submitted forms. The Current Tab contains items awaiting your action. The name and the transaction number below are hyperlinks. Click on one them to view the detail of the hire. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 14 of 25

15 The History Tab tab contains all successfully submitted actions. A transaction status of Pending indicates that approvals are in process. You may click on the name hyperlink to see the detail of the transaction and approval status. For transaction the Financial Director approval is pending. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 15 of 25

16 NTRROUT In Banner INB Used to Set Up Your Default Routing Queues The mandatory levels and required actions default from the SMRCH Approval Category. Users may add additional levels and actions but may not remove the mandatory levels and required actions may not be modified or removed. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 16 of 25

17 Appendix A Sample Workflow Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 17 of 25

18 Appendix B Modifying the Labor Distribution When you initially see the labor distribution the entry is defaulted from the position labor distribution as shown. If the employee has previously been assigned this position the labor distribution would be displayed from the job labor distribution under Current and repeated under New. To change the labor distribution type in Z as the COA code and enter the index. Click on the Default from Index button. NOTE: You will get errors. Ignore and continue. The Fund, Organization, Program and PTA Information will default in. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 18 of 25

19 Add the Account to all rows and change the Percent to the appropriate number. If you want to remove a row change the percent to 0. Click the Save and Add New Rows button. Note: You will receive a message that your changes were saved successfully. You now need to remove the zero percent rows Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 19 of 25

20 Scroll back down to the labor distribution. You will now see Delete checkboxes. Click on the checkbox next to the zero percent row and click Save. Now, the zero row has been removed. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 20 of 25

21 APPENDIX C FACULTY SUMMER HIRE FAQs Q 1. What do I do if I have submitted a summer faculty hire at the beginning of the summer and the faculty needs to add effort to another grant(s)? A 1. A new EPAF following the steps above will need to be initiated to add the new grant(s). Instead of selecting the previous suffix, you should use the next sequential suffix. For example, if the previous EPAF was submitted under suffix 00 you will need to submit the new EPAF under suffix 01. The new suffix number will add a new job record. Q 2 I made a mistake on the summer hire distribution. What do I have to do to correct the distribution? A 2. In order to correct a summer hire distributions you will either have to submit an EPAF and/or a labor redistribution. If payroll has already processed the first summer month, you will have to submit a LR for the first month and an EPAF for the following months. Q 3. What do I do if I have submitted a summer faculty hire at the beginning of the summer and the faculty needs to decrease effort after payroll has already processed for the current month? A 3. Contact the OVPR HR Client partner immediately so they can take appropriate actions. They will advise you when to submit an online termination. If an overpayment has occurred, you will need to contact payroll to arrange payback. You will also need to submit a new EPAF summer hire to process the payment for the remaining months. Q 4. My faculty member has different effort for June, July and August. How do I process the summer hire? A 4. Please submit separate EPAFs for each summer month. Q 5. It is the fall and I just received notification that a faculty member worked during the summer but did not request summer pay. What do I need to do to process the summer hire? A 5. Please submit a EPAF as usual. Once it has been confirmed that the EPAF has been processed, please contact payroll to request retro pay. You will need to provide the faculty name, GWID, pay period and the position #. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 21 of 25

22 Q 6. How do I know what position number I should use for my faculty summer hire? A 6. Faculty summer position numbers are pooled positions by the faculty member s home organization. Pooled position numbers begin with the letter A with a title of Lead Research Scientist PT and can be used for several faculty members within the same department. Follow the instructions above on finding an existing position number. If a position number is not available, please contact an OVPR HR Client Partner for position set up. Please provide the home organization banner index # and start date of the position. Q 7. Does the faculty summer hire request have the same payroll cut off dates as all other payroll? A 7. Yes, please follow the monthly payroll calendar cut off dates available on the Payroll website. Q 8. What are the required attachments for faculty summer hire requests? A 8. The required attachment is a faculty request for summer pay or a confirmation from the faculty member indicated that the proposed allocations in the budget are accurate for their summer appointment. Q 9. How do I calculate the hours to enter on the request? A 9. In order to calculate the hours, you will need to know the % allocation to the grant. For example, if the PI is budgeted at 20% summer pay, the calculation will be as follows: 174 hrs * 20% summer pay on budget=34.8 hrs Q 10. What are the mandatory approvals? A 10. The mandatory approvals are the school Finance Director (level 20) and the OVPR Sponsored Project Administrator II (level 30). Q 11. My school requires the Dean Designee and the Department Chair to approve the EPAF but they are not in the mandatory approval chain. Can I add them to the approval chain? A 11. Yes, you can add additional approvers by selecting them in the routing queue. You can also set up a default routing queue in Banner in the NTRROUT form so you do not have to add them to each of the requests. Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 22 of 25

23 Q 12. My Finance Director is not in the drop down list. How do I get them added? A 12. You should complete the Banner Access Request Form found on the HR form site ( and to hris@gwu.edu. Examples of page 3 and 5 are included in Appendix D. Q 13. Can I submit a summer hire request for a faculty member in another school? A 13. You will need to coordinate with the school on how you would like to handle the submission. There are two options: 1) you submit the information to the other school and they submit the request through the proper approval levels within their school or 2) you can initiate the request and select the proper approval levels within in their school or you include an approval document to your EPAF that approved the faculty members summer effort on your grant. Q 14. My faculty member is charging 25% on grant A and 15% on grant B. The FTE I enter at the top of the request is 40% but the EPAF is requiring me to enter a 100% distribution. What do I have to do? A 14. In order for the distribution to equal 100% you will need to perform the following calculation. Grant A and Grant B total FTE=40% Grant A 25%/40%=62.5% Grant B 15%/40%=37.5% Total distribution = % Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 23 of 25

24 APPENDIX D REQUEST ACCESS TO FACULTY SUMMER HIRE EPAF To request access to Research Summer Hire EPAF users must submit page 3 and 5 of the Banner Access Request Form found on the HR form site ( to hris@gwu.edu. Page 3 Complete this section Select add profile Include current banner user id Faculty Summer Hires on Sponsored Projects v 1.0 (5/1/2015) Page 24 of 25

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