create new attachment (at-pos) - wayne state university · create new attachment (at-pos)...

Create New Attachment (AT-POS)


Wayne State University 1 May 1, 2009 v2.0


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Table of Contents

Table of Contents Introduction .....................................................................................................4 Pre-Knowledge Assessment ................................................................................5 Learning Objectives...........................................................................................6 Create New Attachment (AT-POS)

Step 1: EPAF Sign-On ..............................................................................7 Step 2: New EPAF Person Selection............................................................9 Step 3: New EPAF Job Selection .............................................................. 10 Step 4: Job Change Reason .................................................................... 11 Step 5: Electronic Personnel Action Form

• Appointment (HIAPP)................................................................... 12 • Reappointment/Rehire (HIREA) ..................................................... 16 • Return from Temporary Reclassification (CHREC) ............................. 20 • Change in Interim/Acting (CJINT) .................................................. 24 • Data Correction (DCCOR) ............................................................. 28 • Salary Adjustment (PASAL)........................................................... 32 • Reclassification (RCLAS)............................................................... 36 • Renewal of Appointment (RENEW) ................................................. 40 • Temporary Reclassification (RTTEM)............................................... 44

Step 6: Review the Routing Queue .......................................................... 48 Step 7: Add to the Comment Box ............................................................ 49 Step 8: Save and Submit the Transaction ................................................. 50 Step 9: Scan or Import Required Documentation ....................................... 51

Access Additional Resources ............................................................................. 52 Summary....................................................................................................... 53 Post-Knowledge Assessment............................................................................. 54



Introduction Welcome to the Create New Attachment (AT-POS) course. AT-POS is the EPAF category used for creating new attachments. Associated within the AT-POS category are a number of job change reasons. However, not all job change reasons are available for all employees. Only those job change reasons specific to the employee’s e-class can be selected for each transaction. Before we begin, there are three important things to be aware of:

• You must have obtained the proper Banner Security Access to use EPAF. If you have not already done so, see your supervisor.

• For each type of EPAF transaction, you must set up your default routing

queues. If not, the EPAF transaction will not move through the appropriate approval queues. Direct questions about this to your approver. Further information may be obtained from http://www.hr.wayne.edu/help under the heading EPAF.

• All originators and approvers must take this course. Originators will learn to

complete the actual transactions. Approvers will learn the requirements of the transaction entries to ensure accuracy.

In this course, we will discuss how to complete the EPAF transactions for all of the job change reasons associated with AT-POS.


http://www.hr.wayne.edu/help


Pre-Knowledge Assessment

1. Fill in the blank. EPAF’s AT-POS category is used to make changes to an existing, ___________ and/or suffix.

2. True or False? AT-POS is used for all employee types. T F

3. Fill in the blank. There are a number of _______ change reasons associated with AT-POS.

4. True or False? If you haven’t set up your default routing queue, a message will appear that requires you to do so before continuing with the EPAF.

T F 5. True or False? AT-POS is the EPAF category used to make changes to positive

hourly employees. T F

6. Fill in the blank. The _______________ is used to enter additional, but important information and instructions for the originator, approver, or FYIer.

7. True or False? All supporting documentation must be scanned or imported and indexed using ApplicationXtender’s document management system. T F



Learning Objectives Upon completion of this course, you will have learned how to complete the EPAF Create New Attachment (AT-POS) transaction. Specifically, you will learn to: Complete the Create New Attachment (AT-POS) EPAF transaction:

Step 1: Sign-On to EPAF Step 2: Complete the New Person Selection screen Step 3: Complete the New EPAF Job Selection screen Step 4: Select the Job Change Reason Step 5: Complete the Electronic Personnel Action Form for all job change reasons associated with the AT-POS transaction:

• Appointment (HIAPP) • Reappointment/Rehire (HIREA) • Return from Temporary Reclassification (CHREC) • Change in Interim/Acting (CJINT) • Data Correction (DCCOR) • Salary Adjustment (PASAL) • Reclassification (RCLAS) • Renewal of Appointment (RENEW) • Temporary Reclassification (RTTEM)

Step 6: Define the Routing Queue Step 7: Add to the Comment Box Step 8: Save and Submit the Transaction Step 9: Scan/Import Required Documentation Access Additional Resources

Let’s begin with Step 1, Signing onto EPAF.



Step 1: Sign On to EPAF The first step to completing an AT-POS transaction is to sign on to EPAF. To do this, follow these steps:

1) Login to Pipeline at Pipeline.wayne.edu.

2) Click the Employee tab. 3) Click Employee

Self Service

4) Click More Employee Services



Step 1: Sign On to EPAF, continued

5) Click Electronic Personnel Action Forms.

6) Click New EPAF.



Step 2: New EPAF Person Selection The second step in creating an AT-POS EPAF involves completing the New EPAF Person Selection screen. This must be done for EVERY AT-POS EPAF transaction. The following explains how to complete this screen:

1) Enter the employee’s Banner ID or Access ID and TAB to the Query Date field.

NOTE: AT-POS must always be done in conjunction with a primary transaction that must be entered before the AT-POS is created. NEVER do an AT-POS without a corresponding primary assignment transaction with the same job change reason code as the attachment. NOTE: Always check to be sure you have entered the appropriate ID!

2) In the Query Date field, enter the personnel date and press TAB.

NOTE: The Query Date MUST equal the Personnel Date. The query date will subsequently default into all dates in the EPAF, except the contract end date. NOTE: The Personnel Date is the actual date the assignment starts.

3) In the Approval Category field, click the down arrow and select Create New

Attachment, AT-POS.

4) Click Go.



Step 3: New EPAF Job Selection The third step in creating an AT-POS EPAF involves the New EPAF Job Selection screen. This must be done for EVERY EPAF transaction. The following explains how to use this screen:

1) Under New Job, enter ATTACH in the Position field.

2) Next, enter the Suffix for the attachment in the Suffix field.

NOTE: Click ALL JOBS at the bottom of the screen to help determine the appropriate suffix.

3) Click Create.



Step 4: Select the Job Change Reason After signing on to EPAF and completing the New Person Selection and New Job Selection screens, you will be prompted to select a job change reason. This must be done for EVERY AT-POS transaction.

1) Here, following the directive, “Please Select a JCRE,” click the down arrow to select the appropriate job change reason code.

2) A description of the job change reason you selected appears. Now that we’ve discussed the steps involved in beginning an AT-POS EPAF, let’s take a close look at completing the Electronic Personnel Form for each job change reason associated with AT-POS.



Appointment (HIAPP) Overview The Appointment (HIAPP) transaction is used for an employee’s first job ever at the University; for an employee’s first job with Benefits; or, if the employee is returning to the University after a separation of at least three years. AT-POS HIAPP can be used with the following e-classes: XA

Complete the EPAF Transaction The following outlines the procedures for completing the AT-POS HIAPP transaction. Referring to any required documentation, perform each of the following steps. STEP 1 Sign-On to EPAF (page 18) STEP 2 New EPAF Person Selection (page 20)

STEP 3 New EPAF Job Selection (page 21)

STEP 4 Select Job Change Reason Code (page 22)



Appointment (HIAPP), continued

STEP 5 Electronic Personnel Action Form

NOTE: You MUST be aware of the “Loading” message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is complete.

Scroll down until all fields under Job Detail are visible.

1) Check the Personnel Date field. It defaults from the Query Date and

should be the actual date the assignment starts. If it is not, you MUST select the New EPAF link at the bottom of the screen to begin the transaction again, using the correct query date. If the personnel date is correct, TAB to the Primary/Secondary field. NOTE: The Personnel Date is the actual date the assignment starts.

NOTE: The Job Begin Date and Jobs Effective Date auto-populate based upon the personnel date.

2) Click the down arrow at the right of the Primary/Secondary field and select Secondary.

3) Enter the Contract Begin Date listed in the documentation or if the employee has a visa.

4) Enter the Contract End Date listed in the documentation or if the employee has a visa.

NOTE: The Contract End Date must be less than or equal to the visa expiration date.

NOTE: There must be a Contract End Date if there is a Contract Begin Date.

5) The Appointment Percentage defaults in. Next, TAB to the Annual Salary field.

6) In the Annual Salary field, enter the actual annual attachment amount the employee will receive.

7) Enter the Timesheet Orgn, starting with an H followed by 5 digits.

8) If the employee has a visa, the date and type of the visa will be displayed here.




STEP 6 Routing Queue (page 48) STEP 7 Comment Box (page 49) STEP 8 Submit the Transaction for Approval (page 50) STEP 9 Scan or Import and Index Supporting Documentation (page 51)




Reminders When creating a HIAPP transaction, there are several things you need to remember:

• The Personnel Date defaults in from query date and is the actual date the assignment starts.

• The Job Begin Date and Jobs Effective Date auto-populate based upon the personnel date.

• The Contract End Date must be less than or equal to the visa expiration date.

• AT-POS must always be done in conjunction with a primary transaction that must be entered before the AT-POS is created. NEVER do an AT-POS without a corresponding primary assignment transaction with the same JCRE as the primary.

• It’s important that the transaction be approved and applied in accordance with the payroll deadline calendar, or the transaction will fail.

Review In this topic, you learned to complete the AT-POS personnel transaction for the HIAPP job change reason code.



Reappointment/Rehire (HIREA) Overview The Reappointment/Rehire (HIREA) transaction is the AT-POS job change reason used when an employee is returning to the University after a separation for any time period less than three years. EXCEPTION: Do NOT use for employees with a part-time faculty position within three years of their last assignment. AT-POS HIREA can be used with the following e-classes: XA Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS HIREA transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Reappointment/Rehire (HIREA), continued STEP 5 Electronic Personnel Action Form

















Reappointment/Rehire (HIREA), continued




Reappointment/Rehire (HIREA), continued Reminders When creating a HIREA transaction, you need to remember:

• The Personnel Date is the actual date the assignment starts.





Review In this topic, you learned to complete the AT-POS personnel transaction for the HIREA job change reason code.



Return from Temporary Reclass (CHREC) Overview The Return from Temporary Reclass (CHREC) transaction is the AT-POS job change reason used if an employee is returning from a temporary classification title back to their original classification title. AT-POS CHREC can be used with the following e-classes: XA. Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS CHREC transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Return from Temporary Reclass (CHREC), continued STEP 5 Electronic Personnel Action Form

















Return from Temporary Reclass (CHREC), continued


Reminders When creating a CHREC transaction, there are several things you need to remember:








Return from Temporary Reclass (CHREC), continued

Review In this topic, you learned to complete the AT-POS personnel transaction for the CHREC job change reason code.



Change in Interim/Acting (CJINT) Overview The Change in Interim/Acting (CJINT) transaction is the AT-POS job change reason used if an employee begins or ends an Interim or Acting Administrative assignment. AT-POS CJINT can be used with the following e-classes: XA.

Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS CJINT transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Change in Interim/Acting (CJINT), continued STEP 5 Electronic Personnel Action Form

















Change in Interim/Acting (CJINT), continued




Change in Interim/Acting (CJINT), continued Reminders When creating a CJINT transaction, there are several things you need to remember:






Review In this topic, you learned to complete the AT-POS personnel transaction for the CJINT job change reason code.



Data Correction (DCCOR) Overview The Data Correction (DCCOR) transaction is the AT-POS job change reason used for corrections to the original action that DO NOT involve a correction in the money the employee receives. AT-POS DCCOR can be used with the following e-classes: XA Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS DCCOR transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Data Correction (DCCOR), continued STEP 5 Electronic Personnel Action Form

















Data Correction (DCCOR), continued




Data Correction (DCCOR), continued Reminders When creating a DCCOR transaction, there are several things you need to remember:






Review In this topic, you learned to complete the AT-POS personnel transaction for the DCCOR job change reason code.



Salary Adjustment (PASAL) Overview The Salary Adjustment (PASAL) job change reason code is used for any Change in Salary that DOES NOT affect Classification Title, Appointment Percentage, or Shift. Do not use this code to adjust the salary for Part-time Faculty during an active semester. AT-POS PASAL can be used with the following e-classes: XA

NOTE: AT-POS must always be done in conjunction with a primary transaction that must be entered before the AT-POS is created. NEVER do an AT-POS without a corresponding primary assignment transaction with the same JCRE as the primary.

Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS PASAL transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Salary Adjustment (PASAL), continued STEP 5 Electronic Personnel Action Form

















Salary Adjustment (PASAL), continued




Salary Adjustment (PASAL), continued Reminders When creating a PASAL transaction, you need to remember:






Review In this topic, you learned to complete the AT-POS personnel transaction for the PASAL job change reason code.



Reclassification (RCLAS) Overview The Reclassification (RCLAS) transaction is the AT-POS job change reason used for any Change in Classification Title EXCEPT Promotions, Demotions, changes between Non-Academic Classification Titles within the same salary grade and changes between benefited and non-benefited classifications. AT-POS RCLAS can be used with the following e-classes: XA Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS RCLAS transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Reclassification (RCLAS), continued STEP 5 Electronic Personnel Action Form

















Reclassification (RCLAS), continued




Reclassification (RCLAS), continued Reminders When creating an RCLAS transaction, there are several things you need to remember:






Review In this topic, you learned to complete the AT-POS personnel transaction for the RCLAS job change reason code.



Renewal of Appointment (RENEW) Overview The Renewal of Appointment (RENEW) is used for any Renewal of Assignment when there is no gap in service. Also use for Part-Time Faculty that are not additional service assignments and when the employee has had a Part-Time Faculty assignment within the past three years. AT-POS RENEW can be used with the following e-classes: XA Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS RENEW transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Renewal of Appointment (RENEW), continued STEP 5 Electronic Personnel Action Form

















Renewal of Appointment (RENEW), continued


Reminders When creating an RENEW transaction, there are several things you need to remember:








Renewal of Appointment (RENEW), continued Review In this topic, you learned to complete the AT-POS personnel transaction for the RENEW job change reason code.



Temporary Reclass (RTTEM) Overview The Renewal of Appointment (RTTEM) transaction is the AT-POS job change reason used if an employee receives a Temporary Change in Classification. AT-POS RTTEM can be used with the following e-classes: XA Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-POS RTTEM transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11)



Temporary Reclass (RTTEM), continued STEP 5 Electronic Personnel Action Form

















Temporary Reclass (RTTEM), continued




Temporary Reclass (RTTEM), continued Reminders When creating an RTTEM transaction, there are several things you need to remember:






Review In this topic, you learned to complete the AT-POS personnel transaction for the RTTEM job change reason code.



Step 6: Review the Routing Queue The sixth step in completing an EPAF transaction is making sure your routing queue is accurate. The steps for doing so follow. Step 6 Review the Routing Queue

NOTE: If you had not already done so, you were prompted to set up your default routing queue when you first entered the EPAF transaction. The steps that follow are for editing the routing queue for the current transaction. The routing queue must be accurate. If you have questions about the routing queue, speak to your approver or business manager.

1) If necessary, for the current transaction only, enter additions to the

required Approval (review) Levels.

2) If necessary, for the current transaction only, enter changes or additions to the AccessID(s) for an approval level(s).

3) If necessary, for the current transaction only, enter changes or additions to the Required Action for an approval level(s)

NOTE: If more than 9 approval levels are required, click Save and Add New Rows and enter the additional approval level information NOTE: Do NOT add Approval Level 60 to your routing queue.

Scroll down until the Comment box is visible.



Step 7: Add to the Comment Box The seventh step in completing an EPAF transaction is adding explanatory and/or required comments. Comments should give information that further clarifies the transaction, or instructs the approver or originator about transaction specifics. The steps for adding a comment follow. Step 7 Comment Box

1) Enter any comments that are relevant to the transaction in this box.

2) Click Save.



Step 8: Save and Submit the Transaction The eighth step in the AT-POS transaction is saving and submitting the transaction. This saves it to the system, and places it in the routing queue to be reviewed and approved. The steps for doing so follow. Step 8 Save and Submit the Transaction

1) Click Save.

2) Click Submit.

NOTE: Once the transaction has been successfully submitted, it is placed in the Pending Queue awaiting approval.

3) At the bottom of the screen is the Transaction History section. This section shows when the transaction was created and submitted, and by whom.



Step 9: Scan or Import and Index Supporting Documentation Finally, when an EPAF AT-POS transaction has been successfully saved and submitted, it is time to organize your supporting documentation and scan or import it and index it using ApplicationXtender. This provides an electronic copy for individuals in your routing queue to refer to as they review your transaction. There is a separate course for ApplicationXtender. You MUST attend this course to be granted access. See your supervisor for details.



Additional Resources Although this course is relatively comprehensive, there are additional resources available to assist you with the EPAF process. The WSU Help System holds different resource documents that are available for download. Here is a partial listing:

• EPAF Participant Manuals and Job Aids • EPAF 101, Getting Started guide • Setting Your Routing Queue guide • EPAF FYIer and Approver Participant Guide • ApplicationXtender Job Aids

To access any of these documents, follow this link, http://www.hr.wayne.edu/help.



Summary This completes the Create New Attachment (AT-POS) course. Now that you have completed the course, you should be able to complete the EPAF Create New Attachment (AT-POS) transaction for each of its job change reasons. Specifically, you should be able to: Complete the Create New Attachment (AT-POS) transaction:

Step 1: Sign-On to EPAF Step 2: Complete the New Person Selection screen Step 3: Complete the New EPAF Job Selection screen Step 4: Select the Job Change Reason Step 5: Complete the Electronic Personnel Action Form for all job change reasons associated with the AT-POS transaction:

• Appointment (HIAPP) • Reappointment/Rehire (HIREA) • Return from Temporary Reclassification (CHREC) • Change in Interim/Acting (CJINT) • Data Correction (DCCOR) • Salary Adjustment (PASAL) • Reclassification (RCLAS) • Renewal of Appointment (RENEW) • Temporary Reclassification (RTTEM)

Step 6: Review the Routing Queue Step 7: Add to the Comment Box Step 8: Save and Submit the Transaction Step 9: Scan/Import Required Documentation Access Additional Resources




Post-Knowledge Assessment

1. Fill in the blank. There are a number of _______ change reasons associated with AT-POS.

2. Fill in the blank. EPAF’s AT-POS category is used to make changes to an existing, ___________ position and/or suffix.

3. True or False? AT-POS is the EPAF category used to make changes to hourly positive employees. T F

4. Fill in the blank. EPAF’s AT-POS category is used to make changes to job assignment details for ________________.

5. True or False? If you haven’t set up your default routing queue, a message will appear that requires you to do so before continuing with the EPAF. T F

6. Fill in the blank. The _______________ is used to enter additional, but important information and instructions for the originator, approver, or FYIer.

7. True or False? AT-POS is used for all employee types. T F

8. True or False? All supporting documentation must be scanned or imported and indexed using WebXtender’s document management system. T F

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