University of the Pacific!

1. University of the Pacific! Guide to EPAFs with GEPAFswith Banner HR Guide to EPAFs with Banner Student and Temp/Casual Supervisor Training Guide 2013-2014

2. Introduction Q. I want to hire a student or T/C employee, What do I need to do? A. Make sure your student or temp/casual employees complete an I9 formbefore they start work, or verify that the Students have a “Legal Status to Work Card”. (I9 form has to be submitted in person to HR). 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.

3. What else? Make sure Students or Temp/Casuals also complete a background check before they start work. This takes 2-5 working days to come back, so have them come to Human Resources and do this as soon as possible. They will fill out a short form with their email address then a link will be sent to them to complete their background check on-line. They cannot work until their background check comes back cleared. As soon as it does, an email will be sent to the Supervisor clearing them for work. 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. Important! -Do not hire an employee until they have their I9 and Background check completed- -An Employee cannot work until they complete their I9 and Background check-

4. Ready to Work Q. My Student or Temp/Casual employee completed the I9 form and Background check, now what? A. 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”. For more EPAF training, go to Employee EPAF Information.

5. Before starting an EPAF, you will need the following: • The Student/Employee’s I.D. number or 98#. • Start date of employment or term date if you’re terminating a job. (this date should be put in the “Query Date”). • What type of EPAF: (Extend or add a job, brand New Hire, or Rehire from terminated status. Second, is this for a FWS Student, or DPT Student, or a Temp/Casual? • Position number. • The Pacific I.D. and Position number of Supervisor approving Web Time Entry timesheet. • Tiger Jobs ID# from the Career Resource Center (CRC) on “Comments area”. For more information on how to approve an EPAFgo to: EPAF Approver and Originator Summary.

6. What’s Next? Q. Is there anything else that needs to be done after submitting an EPAF? A. Yes. Now we will need the “Notice to Employee, California Labor Code Certificate” filled out and signed by the employee and an admin or supervisor. You can find this Notice on Inside Pacificunder Resources for Employees. California law requires that Salary Information and Workers’ Compensation Information be provided to all new, non-exempt employees (this includes students) at time of hire. The Law requires this within 7 calendar days of the start date. Important! **Please put the position number or the transaction number on top of this form and submit to HR.

8. University of the Pacific ~ New Staff Orientation 2010

9. Compliance Components Q. Ok, my Student or Temp/Casual Employee completed their I9, their background has cleared, their EPAF has been approved and applied. They are now working. Is there anything else they need to do? A. Yes. All employees must complete their Sexual Harassmenttraining every two years, if they have not already completed it. This includes FWS student employees. If your Student or Temp/Casual employee will be working with confidential information, they must complete a Confidentiality Agreement.

10. If your Student or Temp/Casual employee will be working with Student Education Records, they have to complete FERPA Training. FERPA training is located on Inside Pacific, under the Administrative Tab. If your student or temp/casual employee handles medical files, they have to complete HIPPA training. They also have to complete OSHA training within 30 days of their employment. (See Budget and Risk for OSHA training). Just remember to send or scan a copy of the Agreements and/or Certificates to Human Resources. We do not need the Sexual Harassment Training Certificate as that will be uploaded to Banner automatically. However, do submit the certificate to supervisor for retention.

11. Other Important Information: • Temp/Casual employees must complete a University employment applicationand original sent 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. It is recommended that supervisors request class schedules from their student workers prior to preparing work schedules so they could exclude scheduled class time and coordinate 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 hrsper week (40 hrs when classes are not in session). • International Students may work a maximum of 20 hours per week.

12. Other Important Information, Continued • The term “Student Employee” refers to Pacific Students only. They will keep being Student Employees up until they graduate, when they will then be referred to as temp/casual employees. • 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 with an hourly rate. • A Temp/Casual employee can work less than 20 hr/week indefinitely, or a maximum of 8 months F/T in a year, without being benefit eligible. If working 20 hr/week or more for more than 8 months, you will need to offer benefits to the employee and allow for this expense in your budget.

13. What’s New? • AllStudent jobs have to go through Tiger Jobs. All Departments hiring students, need to post through the Career Resource Center (CRC) and refer students to apply through Tiger Jobs. • It will now be required be write on the “Comments” area of the EPAF, the Tiger Jobs ID# that you get from the Career Resource Center when you post a job. • End date for Federal/Pacific Work Study (FWS/PWS) student employees is 05/08/14. • End date for regular departmental (DPT) student employees is 08/15/14. • Federal Work Study Index changes every year. The index for 2013-2014 school year is: O01439. Please verify that this new index is in your FWS EPAFs. • Starting soon, Supervisors will be required to perform simple evaluations for student employees. Look for it through the Career Resource Center. • New updated Student Salary Guidelines. • Refer Student employees to our NewStudent Employment section for Students on our HR Website, under Resources for employees.

14. EPAF TIPS • The first thing you should do is 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 does not have an active job, use “Re-hire from term status” Category. • Do not start an EPAF if this is a new employee that has never worked at the University, 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 the EPAF is late, put on the “Comments” the reason it is late. • If you are terminating a job, and this is the only job the employee has, use “STK Employee Termination, 1STRM” to terminate his whole record. Otherwise use “STK Job Termination, 1JBTRM” for regular job terminations.

15. Resources Under Human Resources Website Under Resources for Employees Under EPAF Information, you will find links for: • Guide to EPAFs (detailed training guide for EPAF) • Preview Guide to EPAFs with Banner HR (Powerpoint) • EPAF Approver and Originator Summary (Powerpoint) • How to process a Federal Work Study Position on EPAF • How to Put a Grant Position on EPAF • Budget Analyst Assignments (Who is your University Budget Analyst) • Approval Queue Cheat Sheet (Approval Process, Who approves EPAFs) • Security Access to EPAF Application (Application to Access EPAF) • Query Date Guide • Salary Notice to Employee Form

16. Resources Under Human Resources Website Under Resources for Employees Under Student Employment for Supervisors, you will find links for: • Student Supervisor Training PowerPoint • I9 Packet • Pre-Background form • Sexual Harassment Training link • Salary Notice to Employee Form • Guidelines for Supervisors of Student Employees • Guidelines for Student Employees • Student Authorization Routing Process • Work Study Authorization Routing Process • Temp/Casual Authorization Routing Process • Student Salary Guidelines • Things to remember when hiring Students • Things to remember when hiring Temp/Casuals • Career Resource Center Job Postings

17. Resources Under Human Resources Website Under Resources for Employees Under Student Employment for Students, you will find links for: • Top 10 Things Student Employees should know • Guidelines for Student Employees • I9 Packet • Background screening form • Sexual Harassment Training • Confidentiality Agreement • Tiger Jobs • Work Study Process Overview • Web Time Entry for Students & Temp/Casuals

18. CONTACTS • Human Resources: Leticia Corona, ext. 67440 (for Student and Temp/Casuals) Patrice Coss, ext. 67451 (for Faculty and GA’s) Cari Keller, Ext. 62126 (for Staff and RD’s) • Payroll: Stacey Lucchesi, ext. 62159 (for Students and Temp/Casuals) Elizabeth Ledesma, ext. 62199 • Sponsored Programs: Shannon Chi, ext. 67425 (for all grants) • Financial Aid: Pa Moua, ext. 62520 • Career Resource Center: Deb Crane, ext. 67369