Frequently Asked Questions (FAQs) - Aggie Hub | North Carolina A&T State University

What is an ePAF?

An Electronic Personnel Action Form is an online form that is the electronic version of a hiring authorization that allows users to process personnel actions through Self-Service Banner also referred to as Aggie Access Online.

What is the query date?

It is the start date. For bi-weekly students, ALWAYS make this the same as your Effective Date. This date defaults into the date fields in the body of the ePAF. If you are submitting this ePAF as late paperwork, after the pay period has already been paid, the query date will not be the start date that the employee actually worked, but the start date of the next pay period. Please refer to the appropriate payroll calendar.

I’m a Manager that needs to approve an ePAF. What steps do I need to take in order to do so?

First, login to Aggie Access Online to see if you already have access to the Electronic Personnel Action Forms link under the Employee Tab. If you signed off on an ePAF Security Access Form for an Originator in your department then you already have the link. If not, complete the ePAF Security Access Form and submit it to Human Resources.

I’m an Employee that now needs to create ePAFs for my department. What steps do I need to take in order to do so?

Complete the ePAF Security Access Form and submit it to Human Resources.

As an originator, what happens if I have already submitted my ePAF and it has been routed to the next level approver, but I realize that I need to make changes?

As an originator, you may select return for correction at any given time during the Approval routing process after the ePAF has been submitted. Go to Originator Summary, click on your History Tab, and select the employee name of the ePAF that needs to be corrected, select Return for Correction, and then click Update. You will then be able to make the necessary changes to the ePAF. After updating the ePAF, you must then Save and Submit. It will then proceed to be re-routed through the routing queue.

Why is entering comments so important?

Comments are vital to the ePAF because once a comment has been entered it remains with the ePAF for all approvers to see.

What information goes into the comments sections?

Information such as the total amount to be encumbered for a pay period or the Chart F information needed when completing an ePAF using funds from University Foundation.

I received a promotion and my departmental organization codes have changed. How do I gain access to my new organization codes?

This will require the ePAF user to send in an updated ePAF Security Access Form with approval signatures for access to the new departmental organization codes.

How will I know if all of my approvers have access to approve the ePAF that I am preparing to submit?

When setting up your routing queue for your ePAF, there are different approval levels. By clicking on the magnifying glass for the appropriate level, a new window will appear with a list of names that have been added as approvers for the designated approval level. If your approver name is not listed, they will need to submit an ePAF Security Access Form.

The timesheet approver doesn’t know their position number. Is there a way that they can locate it themselves?

Yes, they can. Have the timesheet approver login to Aggie Access Online and click on their leave report. Once they have opened their leave report they will find their title and position number.

How do I know what Suffix to use and when?

For Bi-weekly paid students - On the New Person ePAF Selection page, once you have entered the Banner ID and generated the employee’s name, you can click on the Active Jobs radio button located at the bottom of the page. This will identify any active jobs for the employee. If the employee already has an active job for let’s say Position U30000-00 and you are wanting to pay them again just only for a different pay period, you would use U3000-00 again. If you do not see a match or if there are no job numbers, the suffix will be 00.

How do I hire students who have an existing job?

When selecting the Contract Type field within the ePAF you will need to select “Secondary” if the student already has a Primary job. A student can work multiple jobs, however, Students may not exceed 20 hours per week during the Fall and Spring semesters. Summer semester earnings subject to FICA if hours exceed 20 per week.

How do I hire students who have two jobs, with two different positions numbers?

A student may be hired with various departments. You can hire students for both their jobs at the same time since they are being hired for two different position numbers. In this case, make sure the contract type for one is Primary and the Secondary for the other. A student can work multiple jobs, however, Students may not exceed 20 hours per week during the Fall and Spring semesters. Summer semester earnings subject to FICA if hours exceed 20 per week.

I didn’t write down the transaction number after I submitted an ePAF. How am I able to search for my ePAF?

You may search by employee name, Banner ID, or by their social security number.

What is the Job Begin Date?

The Job Begin Date is the date that the student FIRST began in that position. There can only be one Job Begin Date (for returning students the Job Begin Date would be what’s listed in the Current Value column). Refer to the ePAF Glossary.

What is the Regular Rate?

This is the hourly wage that the student earns working in a specific position.

I have submitted my ePAF and now I want to check the transaction status to see who has approved it and when. How am I able to do that?

As an originator, go to Originator Summary, click on your History Tab, and select the employee name of the ePAF that you want to review. The ePAF Preview allows you to view the transaction status. By scrolling down to the routing queue at the bottom of the ePAF, you are able to view which approvers have approved the ePAF and the date and time of when they approved it.

How do I know what my transaction status means?

Refer to the ePAF Glossary.