The Electronic Personnel Action Form (EPAF) is an application designed to enter new or returning student workers directly into Banner. This form can also be used to make pay rate changes and terminate existing student assignments.
In an effort to reduce paper forms and automate the processing for Student Employment (IWS, FWS, and Student Hourly) assignments, the office of Human Resources has developed a Student Employment EPAF process (Electronic Personnel Action Form) through Self-Service Banner. Student employee supervisors who are responsible for the hiring and processing of student workers must enter the information directly into Self-Service Banner.
We also encourage all departmental personnel who currently process student workers to take the training available via video format under the Employee tab in Self-Service Banner.
Table of Contents
- New Students
- Change Students
- New International Students
- Return for Correction
- Terminate Student Assignments
- New Pay Rate Changes
- More Resources
New Students: Students who have NEVER worked at any Rowan University Campus in any capacity.
- Go to the Employee tab of Self-Service Banner > EPAF Menu > New EPAF.
- Enter Student ID, then tab (or search for student).
- Student ID, Name and Query Date will pre-populate.
- Select Student New Assignment, NEWAGN from Approval Category drop down.
- Select All Jobs to ensure that there are no previous jobs in the system. If any jobs listed, select Student Changing Assignment, CHGAGN instead.
- If No Jobs Based on Query Date displays, select Go.
- Enter Position Number and Suffix. The Suffix will always be 00.
- Select Go.
- The student's New Job Information Page will appear. Enter in all fields marked with an asterisk *.
- Home and Timesheet ORGN
- Contract Type (Primary or Secondary)
- Job Status (Active)
- Current Hire Date, Job Begin Date, Job Effective Date (MUST BE 1ST DAY OF CURRENT PAY PERIOD).
- Regular Rate
- Salary Encumbrance (Note: 1.0 unless FWS student. If FWS, use the encumbrance listed on their paperwork).
- I9 Form Indicator (Received).
- Save and then Submit
- Forward any documentation to Approver.
- Student will receive email with link to the Student Authorization Form. The student MUST open and acknowledge the Student Authorization Form in order for the Approver to see and approve the request.
- Once all documentation is received and the student opens and acknowledges the Student Authorization Form, the Approver will either Approve, Return for Correction or Disapprove.
Note: Personnel Date is NOT a required field. Only use is actual start date is prior to current pay period. Should be the first day the actual pay period started in.
Students who have worked at some point on any Rowan University campus. They have a previous job in the Banner system.
- Go to Employee tab of Self-Service Banner > EPAF Menu > New EPAF.
- Enter Student ID, then tab (or search for student).
- Student ID, Name and Query Date will pre-populate.
- Select Student Change Assignment, CHGAGN from Approval Category drop down.
- Select All Jobs to view previous jobs in system.
- If no active jobs, you will receive the message There are no active jobs based on the Query Date.
- Select All Jobs again.
- To reinstate the same Position and Organization, select that previous job.
- To enter a NEW STUDENT CHANGE ASSIGNMENT, select New Job and enter Position Number and Suffix. The Suffix will always be 00.
- Select Go.
- The student's Changing Assignment Page will appear. Enter in all fields marked with an asterisk * even if previous values are listed under the Current Value.
- Home and Timesheet ORGN.
- Contract Type (Primary or Secondary).
- Job Status (Active).
- Job Begin Date (For REINSTATED job, date listed under Current Value) (For New Change Assignment, 1st Day of CURRENT PAY PERIOD).
- Job Effective Date (MUST BE 1ST DAY OF CURRENT PAY PERIOD).
- Regular Rate.
- Salary Encumbrance (1.0 unless FWS student. If FWS, use the encumbrance listed on their paperwork).
- I9 Form Indicator (Received).
- Save then Submit.
- Forward any documentation to Approver.
- Student will receive email with link to Student Authorization Form. The student MUST open and acknowledge the Student Authorization Form in order for the Approver to see and approve the request.
- Once all documentation is received and student opens and acknowledges Student Authorization Form, Approver will either Approve, Return for Correction or Disapprove.
Note: A new I9 Form indicator will only be required if it has been more than 3 years since employment.
- Scan and email Edyta Paluch (paluch@rowan.edu) a copy of the student's SS card, visa and passport.
- Ask Edyta to enter the information and notify you when you can go back in and enter a New Student EPAF.
If there is an error in the EPAF submission, the approver will send a Return for Correction email to you.
- Return for Correction/Edit Information: If the error is something like you did not enter the beginning of a pay period date or entered a personnel date when one was not needed.
- Go to EPAF Originator Summary.
- Select Student Name hyperlink, then the Update link at the bottom of page.
- Make corrections.
- Save and Submit.
- Return for Correction/Void and Resubmit: If you entered a New Student Request instead of a Change Student Request.
- Go to EPAF Originator Summary.
- Select Student Name hyperlink, then the Void button on top or bottom of page.
- Save and Submit.
- You will need to submit a new Change Student Request.
To terminate an active student assignment in the EPAF system:
- Go to the Employee Tab of Self-Service Banner > EPAF Menu > New EPAF.
- Enter Student ID, then tab (or search for student).
- Student ID, Name, and Query Date will pre-populate.
- Select Student Terminate Assignment, STUTRM from Approval Category drop down.
- The student's active job should show on the bottom of the screen.
- Select All Jobs to select the active job that you want to terminate.
- Select Go.
- You will be brought to the Student Terminate Assignment Form.
- Enter Job Effective Date (MUST be LAST day of the CURRENT pay period).
- Job Status will automatically be entered as T (for Terminate).
- Enter Job End Date (MUST be LAST day of Current pay period).
- Save and Submit.
Note: Both the Job Effective Date and Job End Date MUST be the LAST day of the current pay period.
Administrators can now make pay rate changes in EPAF system:
- Go to the Employee tab of Self-Service Banner > EPAF Menu > New EPAF.
- Enter Student ID, then tab (or search for student).
- Student ID, Name, and Query Date will pre-populate.
- Select Student Changing Assignment, CHGAGN from Approval Category drop down.
- Student Changing Assignment page will display.
- Make sure all fields with a red asterisk * are filled in.
- Make the change to the Regular Rate.
- Save and Submit.
Note: A Pay Rate Justification may be requested by the Approver in order to support the rate increase.