Lesson 2: Biographical and Address Information (ID) Lesson 2: Biographical and Address Information (ID)

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Bartholomew Anderson
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1 Lesson 2: Biographical and Address Information (ID)

2 1. In Internet Explorer, click Tools 2. Click Internet Options 3. Under Browsing History, click Delete

3 Table of Contents Introduction... 4 Learning Objectives... 5 Step 1: EPAF Login... 6 Step 2: New Person Selection... 8 Step 3: Electronic Personnel Action Form Step 4: Routing Queue Step 5: Comment Box Step 6: Save and Submit the Transaction Step 7: Scan or Import and Index Documentation Summary... 18

4 Introduction Welcome to the Biographical and Address Information, ID lesson. The ID transaction is the EPAF category used to generate an ID or update or add employee Biographical Information. NOTE: This is only mandatory for job change reasons HIAPP, HIREA, the first AWARD, and the first PTF PTCAN. Before we begin, there are twp important things to be aware of: 1) The ID EPAF does not go through a typical approval routing. You must do a one-time default routing setup with your Access ID as the applier. This should NEVER be changed once it is set up. Further information may be obtained from under the heading EPAF. NOTE: If you are unable to access the ID transaction within three days of completing the NEWPOS I and NEWPOS II courses, contact you business manager. 2) All originators and approvers must take this lesson. In this lesson, we will discuss how to complete the Biographical and Address Information, ID transaction.

5 Learning Objectives Upon completion of this lesson, you will have learned how to complete the EPAF Biographical and Address Information, ID transaction. Specifically, you will learn to: Step 1: Login to EPAF Step 2: Complete the New Person Selection Screen. Step 3: Complete the Biographical and Address Information Electronic Personnel Action Form Step 4: Review the Routing Queue Step 5: Add to the Comment Box Step 6: Save and Submit the Transaction Step 7: Scan or Import and Index Documentation Let s begin with Step 1: Login to EPAF

6 Step 1: Login to EPAF The first step to completing an ID transaction is to login to EPAF. To do this, follow these steps: 1) Login to Pipeline at Pipeline.wayne.edu. 2) Click the Employee tab. 3) Click Employee Self Service 4) Click More Employee Services

7 Step 1: Login to EPAF, continued 5) Click Electronic Personnel Action Forms. 6) Click New EPAF.

8 Step 2: New EPAF Person Selection The second step in creating the ID EPAF involves completing the New EPAF Person Selection screen. The following steps explain how to complete this screen: NOTE: If the person already has a Banner ID, and this is the person s first assignment in your unit, complete the steps following Letter A. If the person does NOT have a Banner ID per the Person Search, complete the steps following Letter B. NOTE: The Person Search is only necessary for job change reasons HIAPP, HIREA, the first AWARD, and the first PTF PTCAN. 1) Enter the employee s Banner ID or Access ID and TAB to the Query Date field. NOTE: Always perform a Person Search to ensure you have entered the correct ID. 2) In the Query Date field, leave the default date and press TAB. 3) In the Approval Category field, click the down arrow and select Biographical and Address Information, ID. 4) Click Go.

9 Step 2: New EPAF Person Selection, continued If the person does NOT have an active address record, go to Step 3. If the person has an active address record, the Telephone and Address Selection screen appears. Here, you must: 1) Select the Active radio button under the Select column. 2) Click GO. NOTE: If the person has an active address, you MUST select the active address. Do NOT add a new address or you will not be able to submit the transaction. The Biographical and Address Information screen appears. Go to Step 3 to learn how to complete this screen. If, after performing the Person Search, you determine that the employee does NOT have a Banner ID, you need to generate one using the Biographical and Address Information, ID transaction. The following outlines the steps for doing this. Refer to your supporting documentation and perform each of the following steps. 1) To complete this step, on the New EPAF Person Selection screen, click the icon directly to the right of the ID line. The word GENERATED appears in the ID field. Next, TAB to the Query Date field. 2) In the Query Date field, leave the default date and press TAB.

10 Step 2: New EPAF Person Selection, continued 3) Next, click the down arrow next to Approval Category and select Biographical and Address Information, ID. 4) Click Go. The Biographical and Address Information Screen appears.

11 Step 3: Biographical and Address Information Screen The following outlines the fields on the Biographical and Address Information screen of the ID transaction and how to complete them. NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is complete. NOTE: If the ID was generated, enter all required fields. NOTE: If there is existing information, only make the necessary changes. a. Last Name- legal name on the I9 documentation NOTE: This field is required. b. Jr., Sr.,II, III, etc., only if the employee has a suffix after their legal name. c. First Name legal name on the I9 documentation NOTE: This field is required. d. Middle Name e. SSN/SIN/TIN NOTE: This field is required. If this is a new ID and the SSN already exists in Banner, you will not be able to submit this transaction. Instead, send an to ESC containing the person s full name and birth date, requesting an ID. Upon receipt of the ID from ESC, you may complete the Biographical and Address Information (ID) transaction. f. Birth Date NOTE: This field is required. If the last name, first name, and birth date match an existing ID in Banner and you are certain these are different people, you must contact ESC to verify and submit the transaction. NOTE: If this ID should not have been generated, delete this EPAF. g. Ethnicity NOTE: This field is required. Select UN if unknown. h. Multi-Racial i. Marital Code NOTE: The Marital Code field is required. The only valid entries are S or M. j. Gender NOTE: The Gender field is required. The only valid entries are M or F.

12 Step 3: Biographical and Address Information Screen, continued k. Citizenship NOTE: The Citizenship field is required. The only valid entries are C, Citizen, N, Non-Citizen, and P, Permanent Resident. NOTE: If the code RA already appears in the Citizenship field, it should NOT be changed. This is a payroll tax code for foreign nationals. l. Veteran Category. If applicable, select the category of veteran that represents the employee. m. Special Disabled Vet. If applicable, select Yes. n. Active Duty Sep Date. If applicable, enter the date the employee was separated from active duty. o. Veteran File Number. If applicable, enter the employee s Social Security Number as the Veteran File Number. p. Address Line 1. Enter the number and street of the employee s mailing address. NOTE: This field is required, even if there is no change. q. Address Line 2. Enter the second line of the employee s mailing address, if applicable. (i.e., Apt. 215) r. Address Line 3: Enter the third line of the employee s mailing address, if applicable. s. ZIP or Postal Code: Enter the employee s ZIP Code or Postal Code. NOTE: This field is required, even if there is no change. t. City: Enter the employee s city. NOTE: This field is required, even if there is no change. u. State: Click the down arrow immediately to the right of State and select the employee s State. NOTE: This field is required, even if there is no change. v. Nation (Non-US Only): If the employee s nation is outside of the United States, click the down arrow immediately to the right of Nation and select the employee s Nation. NOTE: This field is required if the address is not in the United States.

13 Step 3: Biographical and Address Information Screen, continued w. Area Code: Enter the employee s area code. NOTE: This field is required. x. Telephone Number: Enter the employee s telephone number (no dashes). NOTE: This field is required (home/cell/contact). Scroll down until all fields under Routing Queue are visible.

14 Step 4: Review the Routing Queue The fourth step in completing the ID transaction is making sure your routing queue is accurate. Notice that the only approval level is 57 (ID-CP) Implied approval ID and CAMPUS. The ID EPAF does not go through typical approval routing. You must do a one-time default routing setup with your Access ID as the applier. This should NEVER be changed once it is set up. This is different from the standard routing queue. Implied approval means that the transaction is automatically applied to Banner at frequent intervals throughout the day. This makes the assignment of a Banner ID and the addition or update of the Biographical and Address Information more expedient. Further information about setting up default routing queues may be obtained from under the heading EPAF. NOTE: You MUST verify that your Access ID is in the User Name field! Scroll down until the Comment box is visible.

15 Step 5: Add Comments The fifth step in completing an ID EPAF transaction is adding explanatory and/or required comments. The steps for adding a comment follow. Step 5 Add Comments 1) Enter any comments that are relevant to the transaction in this box. 2) Click Save.

16 Step 6: Save and Submit the Transaction The final step, Step 6, is saving and submitting the ID transaction. This saves it to the EPAF system and submits it to the routing queue to be automatically applied to Banner. The steps for doing so follow. NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements. Do NOT click Submit until loading is complete. 1) Click Save. 2) Click Submit. NOTE: You MUST click SAVE before you submit the transaction. NOTE: Once the ID transaction has been successfully submitted, it is placed in the Queue and will automatically be applied to Banner. 3) At the bottom of the screen is the Transaction History section. This section shows when the transaction was created and submitted, and by whom.

17 Step 7: Scan or Import and Index Supporting Documentation Finally, when the EPAF ID transaction has been successfully saved and submitted, it is time to organize your supporting documentation and scan or import it and index it using ApplicationXtender. This provides an electronic record of the transaction. There is a separate course for ApplicationXtender. You MUST attend this course to be granted access. See your supervisor for details.

18 Summary, Lesson 2 This completes Lesson 2, Biographical and Address Information (ID). Now that you have completed this lesson, you should be able to use EPAF to complete the Biographical and Address Information (ID) transaction. Specifically, you should be able to: Step 1: Login to EPAF Step 2: Complete the New Person Selection Screen Step 3: Complete the Biographical and Address Information Electronic Personnel Action Form Step 4: Review the Routing Queue Step 5: Add to the Comment Box Step 6: Save and Submit the Transaction Step 7: Scan or Import and Index Documentation

Under Biographical Details you can:

Under Biographical Details you can: To update an employee s personal information you will look under Emory HR Web>General Update>Personal Data. Search for the employee using the name, national ID (SSN), or the 7-digit HR/Payroll system employee