University of the Pacific! with Guide EPAFs GEPAFs Banner to with with HR Banner Student and Temp/Casual Supervisor Training Guide 2016-2017 Introduction Before hiring a Student or T/C employee, you need to make sure they:
Complete an I9 form Complete background check If a student or temp/casual has never worked before at the University, or does not have a Legal Status to Work Card, have them come to HR to fill an I9 form. They will need to bring a document from List A or one document from List B and one document from List C. See Lists of Acceptable Documents on I9 Form. Important! -Do not hire an employee or start their EPAF until they have their I9 and Background check completed- Federal Work Study If the student has Federal Work Study (FWS), make certain the student gives you their FWS authorization card from Financial Aid before starting a FWS EPAF. FWS starts 08/16/2016 and ends 05/11/2017 (end of finals). New Index for FWS this year is O01448. Make sure your EPAF reflects the new Index.
Ready to Work After the Student or Temp/Casual employee completes the I9 form and their Background check come back cleared, you are ready to start an EPAF! (Electronic Personnel Action Form) Please start your EPAFs 1-2 weeks in advance, if possible, to allow approval circulation, especially for brand new hires. To start an EPAF: Log into Inside Pacific, with your regular log-in. Go to Administrative tab, under Administrative Services, Click Employee, under EPAF Main Menu, Click New EPAF. Before starting an EPAF, you will need the following:
The Student/Employees I.D. number or 98#. Start date of employment or term date if youre terminating a job. (this date should be put in the Query Date). What type of EPAF: 1. Extend or add a job, brand New Hire, or Rehire from terminated status. Second, is this for: 2. FWS Student, or DPT Student, or a Temp/Casual. Position number of the job. The I.D. number and Position number of Supervisor approving Web Time Entry timesheet.
Tiger Jobs ID# from the Career Resource Center (CRC) on Comments area. Whats Next? Is there anything else that needs to be done after submitting an EPAF? Yes. Notice to Employee, California Labor Code Certificate The Law requires this within 7 calendar days of the start date. Important! **Please put the 989 number, position number or the transaction number on top of this form and submit to HR. University of the Pacific ~ New Staff Orientation 2010 Compliance Components All employees must complete: Sexual Harassment Prevention training every two years. This
includes FWS student employees. New process-An automatic email will be sent to employees within 30 days of start date. NEW TRAINING REQUIREMENT! SEXUAL VIOLENCE ELIMINATION ACT OF 2013. (Title IX). Only staff and temp/casuals will receive an email for this. Students are done through Student Life. A Confidentiality Agreement if working with confidential information. Compliance Components, continued FERPA Training if employee will be working with Student Records. FERPA training is located on Inside Pacific, under the Administrative Tab.
HIPPA training if employee will be handling medical files. This is located under My Learning under Mandatory & Compliance folder. OSHA training within 30 days of their employment. (See Risk Management for OSHA training). Other Important Information:
Temp/Casual employees must complete a University employment application and send original to Human Resources. It is against the law to have students work without paying them in a timely manner. Terminate a position as soon as you know the employee will not be working. Supervisors are responsible for ensuring students are not scheduled to work during established class times or overlap hours with students other jobs. DPT Students may work a maximum of 30 hrs. per week (40 hrs. when classes are not in session). Federal Work Study (FWS) Students may work a maximum of 20 hrs. total per week. International Students may work a maximum of 20 hours per week. Other Important Information, Continued
The term Student Employee refers to Pacific Students only. They will continue to be a Student Employee up until they graduate, when they will then be referred to as temp/casual employee. Student or Temp/Casual employees cannot be supervised or work directly under a relative. If you have a relative working in the University, please fill out the Conflict of Interest Form and submit to Internal Audit Department. Student and Temp/Casual employees must be paid at an hourly rate. A Temp/Casual employee can work less than 20 hrs/week indefinitely, or a maximum of 8 months F/T in a year, without being benefit eligible. If working 20 hrs/week or more for more than 8 months, you might need to offer benefits to the employee and allow for this expense in your budget, but first make an appt. with HR to talk about the position. Whats New?
Minimum wage now is $10/hr. Effective 01/01/2016, minimum wage will go up to $10/hr. As of July 1, 2015 a new California sick leave benefit will be available to working students and temp/casual/seasonal employees. They will accrue 1 hr. for every 30 hrs. worked. Max. of 24 hours in a year. Sick will be paid through department funds not FWS. (Title on EPAF should be FWS) It is still required to write on the Comments area of the EPAF, the Tiger Jobs ID number that you get from the Career Resource Center when you post a job. End date for regular departmental (DPT) student employees is 05/15/17. End date for Federal/Pacific Work Study (FWS/PWS) student employees is 05/11/17. (Last day of finals) Federal Work Study Index changes every year. The index for 2016-2017 school year is: O01448. Please verify that this new index is in your FWS EPAFs. EPAF TIPS
When doing a change or extending a job in the middle of a pay period, have your student employee restart timesheet to see new changes. Set up your Proxy or Proxies in case you go on vacation or you are not available. Go to EPAF Main Menu, under EPAF Proxy Records, select Approval Level, select name and click Add box and Save. When starting a new EPAF, if employee did not have an active job for one month, use Re-hire from term status Category. If the student has another job on campus, use Add a job or extend job. For GAs extra jobs (not their Grad Assistantship job) always use Add a job or extend job EPAF. To give EPAF access to new Supervisors:
1. Fill out an EPAF Security Application, located in HR website under EPAF Information. 2. They must have completed their FERPA Training and signed a confidentiality agreement form. EPAF TIPS
Do not start an EPAF if this is a new employee that has never worked at the University before and they have not completed an I9 and background check. When hiring for one day, you have to put at least two days on the EPAF. If EPAF is late, put on the Comments the reason it is late. If you are terminating a student or T/C job, use STK Job Termination, 1JBTRM EPAF. Make certain you submit the Term EPAF after requesting the end date to be taken off. When starting a new EPAF, on the position number, please use suffix 00 first, instead of 01. For example: 192450-00. When extending a job, use the very next day as the start date. (Do not overlap) For example: job ends on 10/25/2016, you would do a new EPAF with start date of 10/26/2016. EPAF Training soon. Resources Under Human Resources Website Casual Employee. Employee Resources
Under Student or Temp/ Under Human Resources Website Under Employee Resources Information, you will find links for: Under EPAF Guide to EPAFs (detailed training guide for EPAF) How to Put a Grant Position on EPAF
How to process a Federal Work Study Position on EPAF Query Date Guide Salary Notice to Employee Form Budget Analyst Assignments (Who is your University Budget Analyst) Security Access to EPAF Application (Application to Access EPAF) Approval Queue Cheat Sheet (Approval Process, Who approves EPAFs) Preview Guide to EPAFs with Banner HR (Powerpoint) EPAF Approver and Originator Summary (Powerpoint) CONTACTS Human Resources: Leticia Corona, ext. 67440 (Staff Hiring and Resignations/Terminations) Joanne Carvana, ext. 67450 (Student and Temp/Casuals) Patrice Coss, ext. 67451 (Faculty and GAs) Sally Berry, Ext. 67362 (HR Manager ) Payroll:
Alyssa Wray, ext. 62158 (Students and Temp/Casuals) Alisha Groene, ext. 627442 (Staff, Faculty and GAs) Sponsored Programs: Shannon Chi, ext. 67425 (for all grants) Financial Aid: Natalya Farias, ext. 62421 Pa Moua, ext. 62520 Career Resource Center: Kaye Mooney, ext. 67486
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