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H.R.I.S.  Home Pages
Information
Forms
Processes
Policies
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TRANSITIONING FROM PAR
TO EPAF - Marshall University historically used a multi-part paper
typewritten form called the Personnel Action
Request (PAR) to process changes to
employment such as new hires, overtime, transfers, terminations,
retirements, etc. The PAR is being replaced by the Banner HR Electronic
Personnel Action Form (EPAF). The University is beginning the
transition from the paper PAR to the electronic EPAF. New EPAF Categories
(the specific purpose of an EPAF such as a new hire, termination, etc.)
will be made available as time goes on until almost all personnel actions
are submitted with an EPAF allowing us to discontinue use of the PAR.
Concurrently with the increase in the assortment of categories available
for processing with the EPAF, the number of EPAF users (referring
to a complete chain of approvers from originator through any approvers
such as Dean/Director or Vice President who are outside the university
administrative group) will increase. The EPAF will soon become
mandatory at a date to be announced. It is necessary, however, to continue to use the PAR to
process actions that cannot yet be handled with the EPAF. PAR
actions are processed into the Banner HR system by the administrative
group (Human Resource Services, Budget Office and the Payroll Office).
To help these offices enter data into the Banner HR system and the EPICS
state payroll system, several changes need to be made in the types
of information that appear on the PAR. In certain cases additional
information not typically included in a PAR is requested so that the
action can be posted accurately and successfully to the Banner HR system.
The patience and cooperation of PAR users during this period is much
appreciated. Listed below are the revised/new PAR CONTENT
requirements:
Social Security
Number: For payroll purposes, the person who is
the subject of a PAR must have a valid Social Security number.
Banner HR may infrequently utilize an ID number that is different from
the Social Security number. In any such case, the PAR must
reflect both the Social Security number and the Banner ID number. >Home Address/County:
Complete home address including county of residence.
County is required by the State Budget Office. The EPAF cannot
be used to process a change of address. An alternate
process will have to be determined. In the meantime, however,
PARs will be used for this purpose. Position Number:
A position number must be included in all PARs. A PAR with
"To Be Determined" in lieu of a position number cannot be
processed. Citizenship:
A notation of Y or N with regard to U.S. citizenship must be included
on all PARs. Start Date/End Date:
All non-regular appointments (temporary, extra help, casual, etc.)
must include a start date and an end date. The continuation of
regular-status appointments is implicit. Therefore, PARs for
regular-status appointments require only a start date. Secondary Job
Disclaimer: All PARs for secondary jobs for
regular-status faculty and staff (extra help) must include a statement
that the work was performed outside the normal workload and must
include an estimate of the total expenditure for that PAR appointment. Hours:
All PARs for extra help appointments, regular-status or non
regular-status, must include the number of hours planned to be worked
(in order not to exceed the departmental budget) and must include an
estimate of the total expenditure for that PAR appointment. FOAPAL:
The Banner FOAPAL (labor distribution code) must appear on all PARs
whether the FOAPAL is changed or unchanged as a result of that PAR.
Consult the Banner Finance section for information on the FOAPAL and
where to find the FOAPAL through the Banner Finance desktop. The
old CUFS fund number should continue to appear on the PAR for
the time being along with the FOAPAL because the Payroll Office is
currently still using it. At the beginning of FY2001 when it is
hoped the EPAF will be the exclusive personnel actions process, the
only labor distribution information that will be included is the
FOAPAL. Lump Sum Payments:
If a lump sum payment is made for extra help, the following items must
be explained (either in the PAR or by attachment as appropriate): (1)
What was done? (2) When was it done, not when the PAR was typed. (3)
How was the compensation determined. Part-Time Work
Statement: PARs for part-time faculty or graduate
assistants need to include an explanation of what work was performend
(teaching, research). Position Numbers:
PARs for part-time faculty and graduate assistants should be hired
using the appropriate position (10013 or 10646) and appropriate
compensation method (salary basis). A Work Study graduate
assistant uses the Work Study position and is hourly-paid. Listed below are revised/new PROCESSING
requirements for the PAR:
Deadline:
PARs must be received in Human Resource Services (the first stop
among the administrative group following department approvals) not
less than five working days prior to pay day. Click HERE to
view the payroll calendar showing due-by dates and cutoff dates.
PARs received in the administrative group later than the above
deadline will not be processed for that payroll. Form I-9:
INS Form I-9 must be completed or must be on file for all employment
appointments. PARs without adequate notation of the
completion of Form I-9 or for which a data record of a completed Form
I-9 cannot be found will be returned without action. Incomplete/Incorrect
PARs: Incorrect or incomplete PARs will be
returned to submitting departments without processing. PARs from
Academic Affairs units will be returned to Sherri Noble's office. Exclusive Use:
The PAR must be used for all personnel actions until the EPAF
is ready to use. No electronic PARs or Summer School lists
will be accepted for the balance of FY2000. PAR Routing:
The sequence for processing of PARs by the University administrative
group is as follows: First,
PARs are submitted to the Human Resource Services office which is
responsible for creation/verification of person/employee information
in Banner HR. Second,
the Budget Office (Associate VP/Finance) reviews financial/budget
information. Third,
the Payroll Office creates the job requested in the PAR (i.e.-join an
employee to a position). PARs that have all submitting
department approvals may be sent directly to Human Resource Services
first. The Banner HR Electronic Personnel Action Form (EPAF) may
have a different routing that will be explained later. No Faculty Hourly
Appointments: No faculty appointments reflecting
hourly rates will be accepted. All faculty appointments must use
salary basis. Comment, questions or concerns relative to these
guidelines may be submitted to the Banner User Group - HR (BUGH) by
sending e-mail to Jim Stephens at jstephen@marshall.edu
or by calling 304.696.3983. [GO
TO THE EPAF PROCESSES TOP PAGE] |
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