GA_revisions_document_if_then changed 12_06_2011_final by huanghengdong

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									                                  EPAF Revisions/ Terminations

In order to process a revision to a graduate assistant assignment, you need to know where that assignment is in
the process. Please refer to the chart below for instructions.

Remember –

       Student does not have a social security number; you can only process the e-contract until that student
        has obtained the number.

       If the date is after the 15th of any given month any revisions need to reflect the next month information

               IF                                 AND                                    THEN
       E-contract has been                Department needs to                Revise the E-contract
        signed                              make a revision to the             Create and process the EPAF
       No EPAF has been                    contract                            (once student has accepted)
        created                                                                Add comments to EPAF

       E-contract has been                Department needs to                Revise the E-contract
        signed                              make a revision to the             Change the EPAF using the
       EPAF has been created               contract                            ‘update’ button
        but NOT submitted for                                                  Add comments to EPAF
        approval                                                                Save and Submit for next
                                                                                routing approval

        E-contract has been               Department needs to                Revise the E-contract
        signed                              make a revision to the             Contact the approver and
       EPAF has been created               contract                            request the EPAF be “returned
        and submitted for                                                       for correction”
        approval                                                               Change the EPAF using the
       EPAF has NOT been                                                       ‘update’ button
        approved by                                                            Add comments to EPAF
        Department                                                              Save and Submit for next
                                                                                routing approval


       E-contract has been                Department needs to                Revise the E-contract
        signed                              make a revision to the             Email the Graduate School and
       EPAF has been created               contract                            request the EPAF be “returned
        and submitted for                                                       for correction”
        approval                                                               Change the EPAF using the
       EPAF has been approved                                                  ‘update’ button
        by the “approver”                                                      Add comments to EPAF
       EPAF has NOT been                                                       Save and Submit for next
        approved by Graduate                                                    routing approval
        School




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                               EPAF Revisions/ Terminations

     E-contract has been            Department needs to                Revise the E-contract
      signed                          make a revision to the             Email or call HR Records and
     EPAF has been created           contract                            request the EPAF be “returned
      and submitted for                                                   for correction”
      approval                                                           Change the EPAF using the
     EPAF has been approved                                              ‘update’ button
      by the Department                                                  Add comments to EPAF
     EPAF has been approved                                              Save and Submit for next
      by the Graduate School                                              routing approval
     EPAF has NOT been
      applied by HR Records

     E-contract has been            Department needs to                Revise the E-contract
      signed                          make a revision to the             Create a Revised EPAF
     EPAF has been created           contract prior to the 10th         Add comments to EPAF
      and submitted for               of the month                        Save and Submit for next
      approval                                                            routing approval
     EPAF has been approved
      by the Department
     EPAF has been approved
      by the Graduate School
     EPAF HAS BEEN applied
      by HR records but NOT
      PAID
     E-contract has been            Over payment and                   Revise the E-contract
      signed                          adjust future pay rate             Create a Revised EPAF
     EPAF has been created           period                             Add comments to EPAF
      and submitted for                                                   Save and Submit for next
      approval                                                            routing approval
     EPAF has been approved
      by the Department                                            Best Practice:
     EPAF has been approved                                            Adjust the future rate by the
      by the Graduate School                                               amount remaining on contract
     EPAF HAS BEEN applied
      by HR records PAID

     E-contract has been            Over payment and letter            Revise the E-contract and select
      signed                          of indebtedness                     termination option
     EPAF has been created                                              Create a Termination EPAF
      and submitted for                                                  Add comments to EPAF to
      approval                                                            indicate letter of indebtedness
     EPAF has been approved                                              issued
      by the Department                                                   Save and Submit for next
     EPAF has been approved                                              routing approval
      by the Graduate School
     EPAF HAS BEEN applied
      by HR records PAID

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                               EPAF Revisions/ Terminations

     E-contract has been            Revisions for past paid           Revise the E-contract
      signed                          period – doesn’t affect           Create a Revised EPAF for job
     EPAF has been created           pay rate, effects FOPAL            labor
      and submitted for               (redistribution)                  Add comments to EPAF
      approval                                                           Save and Submit for next
     EPAF has been approved                                             routing approval
      by the Department
     EPAF has been approved
      by the Graduate School
     EPAF HAS BEEN applied
      by HR records
     Payroll - PAID

     E-contract has been            Under paid for past paid   Prior to 10th of Month
      signed                          period, e-contract              Terminate EPAF
     EPAF has been created           amount didn’t match                     o put an end date
      and submitted for               EPAF amount                     Revise the E-contract if
      approval                                                            necessary
     EPAF has been approved          o   Increase in pay rate        Create a Revised EPAF
      by the Department                   after initial EPAF                  o make sure position and
     EPAF has been approved              paid for future pay                     suffix same as original
      by the Graduate School                                                  o enter new job effective
     EPAF HAS BEEN applied                                                       date, end date doesn’t
      by HR records                                                               change
     Payroll - PAID                                                          o Personnel date ????
                                                                      Add comments to EPAF
                                                                      Save and Submit for next
                                                                          routing approval

                                                                 Best Practice:
                                                                     Adjust the future rate by the
                                                                     amount remaining on contract
     E-contract has been            Increase pay for future    Prior to 10th of Month
      signed                          period (raise)                  Terminate EPAF
     EPAF has been created                                                   o put an end date
      and submitted for                                               Revise the E-contract if
      approval                                                            necessary
     EPAF has been approved                                          Create a Revised EPAF
      by the Department                                                       o make sure position and
     EPAF has been approved                                                      suffix same as original
      by the Graduate School                                                  o enter new job effective
     EPAF has been applied                                                       date, end date doesn’t
      by HR records                                                               change
     Payroll - PAID                                                          o Personnel date ????
                                                                      Add comments to EPAF
                                                                      Save and Submit for next

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                               EPAF Revisions/ Terminations

                                                                         routing approval


     E-contract has been             Future pay period in the   Completed prior to the 10th of the
      signed                           different position         month
     EPAF has been created            number                         Revise e-contract, change end
      and submitted for               Original position ends           date current position and add
      approval                                                          new box with new position
     EPAF has been approved                                          Terminate EPAF
      by the Department                                               Create a NEW EPAF for the new
     EPAF has been approved                                            position with new effective
      by the Graduate School                                            date of the future pay period.
     EPAF has been applied
      by HR records
     Payroll - PAID

     E-contract has been             Future pay period in the   Completed prior to the 10th of the
      signed                           different position         month
     EPAF has been created            number                         Revise e-contract
      and submitted for               Original position                    o add new box with new
      approval                         continues                                 position
     EPAF has been approved                                          Create a NEW EPAF for the new
      by the Department         Note: Student cannot work more          position with new effective
     EPAF has been approved    than 20 hours during Academic           date of the future pay period.
      by the Graduate School    year
     EPAF has been applied
      by HR records
     Payroll - PAID




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