Everest electrnic Persnnel Actin (epa) Frm Guide The University f Alabama Payrll Services Everest, Pwered by K2 is being utilized fr several different UA prcesses, but this guide is specifically fr the Payrll electrnic Persnnel Actin (epa) frm prcess. Cntents epa ORIGINATORS... 2 epa APPROVERS... 2 ACCESSING THE epa... 2 EMPLOYEE INFORMATION... 2 Emplyee Type...2 Purpse...2 Superseding PA...3 Enter CWID...3 Emplyee Infrmatin Buttn...3 Deans, Directrs, and Department Heads Mailing List...3 Requisitin Number...3 Budget Change Frm Number(s)...4 Mving Allwance & Temprary Living Allwance Checkbxes...4 ASSIGNMENT INFORMATION... 4 Frm:...4 Appint, Reappint r Change T:...5 ATTACHMENTS... 6 Adding Attachments...6 Editing Attachments...6 Deleting Attachments...7 Mst Cmmn Attachment Types & Ntes...7 BUILD APPROVAL LIST... 7 Adding Apprvers...7 Editing Apprver Infrmatin...8 Deleting Apprvers...8 REQUEST ROUTE... 8 Department & Department Rute...8 Revised February 27, 2018 1
Cntract and Grant & Budget Checkbxes...8 University Rute...8 COMMENTS... 9 ACTION... 9 Save:...9 Clear:...9 Create PDF:...9 Clse fr Originatrs:...9 Clse fr Apprvers:... 10 Submit:... 10 PDF HISTORY...10 REWORKS...10 epa ORIGINATORS Originatrs are respnsible fr cmpleting the epa frm and ruting it thrugh the apprpriate apprvers. Apprvers may edit the Requisitin Number field, Budget Change Number fields and Attachments. Otherwise, apprvers must send the epa back t the riginatr fr a Rewrk. If an epa is returned, the riginatr will receive an email ntificatin with a link t the frm (see REWORKS sectin) and ne escalatin ntice if n actin is taken within 3 days. Originatrs als have the ability t track their frms thrughut the apprval prcess. epa APPROVERS Apprvers will receive an email ntificatin when an epa frm is ready fr review and an escalatin ntice will be sent if n actin is taken within 3 days. In additin t email ntificatins, apprvers may access their tasks via myeverest a cmbined Wrklist and Tracking Tl. Apprver access t the Tracking Tl is by request nly. Apprvers have tw ptins Apprve r return t the riginatr fr Rewrk. Apprvers may edit the Requisitin Number field, Budget Change Number fields and Attachments. Fr any ther edits, the frm must be returned t the riginatr. ACCESSING THE epa 1. Lg in t www.mybama.ua.edu 2. Click the Emplyee tab 3. Navigate t the Payrll Services sectin 4. Click the epa Frm link beneath the Everest electrnic Persnnel Actin Frms heading 5. Lg in using mybama credentials EMPLOYEE INFORMATION Emplyee Type Select the apprpriate Emplyee Type frm the drp-dwn menu. Other (nn-emplyee) shuld nly be selected when the purpse f the epa is Occasinal Pay. Purpse Select the epa Purpse frm the drp-dwn menu. Purpses are listed in alphabetical rder. Fr guidance n selecting the apprpriate purpse, refer t the epa Purpses dcument r cntact Human Resurces. The epa Purpse drives the frm layut, i.e. based n the purpse selected, certain fields may cllapse. Fr example, when New Emplyee is selected, the FROM sectin f Assignment Infrmatin disappears. Revised February 27, 2018 2
Superseding PA A Superseding epa is cmpleted nly t replace an epa that was submitted with an errr, nt t make changes during an active assignment, such as a salary r labr distributin change. The intent is t verride the riginal epa with a superseding (crrectin) epa. Befre submitting a superseding epa, use the myeverest tracking tl t see if the riginal epa is cmplete. If the riginal is still active, cntact the current apprver, request a Rewrk and then make the necessary crrectins. If the riginal epa is cmplete, begin a new epa and check the Superseding PA bx. Superseding PA s shuld nly be prepared if the date f the change is the exact same date f the epa that was riginally submitted OR if nly the begin date needs t be crrected. In the FROM sectin f Assignment Infrmatin put the infrmatin f the epa that was riginally submitted and needs t be replaced. The FROM sectin f a superseding epa shuld always have an assignment that needs t be stpped, r crrected in sme way. This is vital infrmatin t ensure the crrect assignment is replaced. Add the crrected assignment infrmatin in the APPOINT, REAPPOINT, OR CHANGE TO sectin. Als describe the change in the cmments sectin. Fr questins regarding Superseding PA s, cntact Payrll Input. Enter CWID Enter the emplyee s Campus Wide Identificatin Number (CWID) and press tab n the keybard. The emplyee s name shuld autmatically ppulate. If the wrng name ppulates, check the CWID fr accuracy. If the CWID is crrect, but the name is nt, cntact Payrll Input. Names cannt be edited n this frm. Official name changes with apprpriate dcumentatin must be submitted t the Human Resurces Service Center. Emplyee Infrmatin Buttn This buttn will appear after an emplyee s CWID is entered. When clicked it will display Enrllment Status (students nly) and Jb Histry (all emplyees). It is available t riginatrs and apprvers and is updated in real time. STUDENT ENROLLMENT STATUS Effective Date is always equal t tday Level identifies a student s classificatin as Undergraduate r Graduate Class identifies a student s year in schl (i.e. Freshman, Sphmre, Junir, Senir r Graduate) Current Term displays a student s Enrlled and Registered Hurs Next Term displays a student s Enrlled and Registered Hurs EMPLOYEE JOB HISTORY Psitin lists all psitins Descriptin is the title assciated with psitin number Emplyee Class FTE Last Effective Date is the last time the psitin was updated r changed End Date Deans, Directrs, and Department Heads Mailing List This field is required t be cmpleted n all Faculty and Staff type epa s. It is used t maintain the Deans, Directrs and Department Heads Mailing List in Banner. It will default t N/A, but riginatrs may change the selectin t Add r Remve. Requisitin Number If the emplyee was hired thrugh a UA recruiting system (Faculty, Staff r Student), include the requisitin number n the epa fr reference. epa riginatrs and apprvers may add r edit the Requisitin Number. Revised February 27, 2018 3
Budget Change Frm Number(s) Tw Budget Change Frm Number fields are prvided t accunt fr fiscal year splits. Fill as needed. epa riginatrs and apprvers may add r edit Budget Change Frm Numbers. Fr questins regarding Budget Change Frm Numbers, cntact the Budget Office. Mving Allwance & Temprary Living Allwance Checkbxes These checkbxes nly appear n Faculty and Staff epa s. The apprpriate bx shuld be checked when the intent is t prvide payment fr a mving r temprary living allwance. ASSIGNMENT INFORMATION Frm: The FROM sectin is used t end an assignment r prvide current assignment infrmatin t apprvers. POSITION NUMBER Enter the psitin number and press the tab key n the keybard Suffix, Title/Rank, Emplyee Class and descriptin, Psitin Class and EEO Cde will autmatically ppulate based n psitin number entered If Invalid Psn r null appears in any f these fields, verify the psitin number If the infrmatin ppulated is incrrect, cntact Human Resurces t update the psitin Changes shuld be prcessed in Banner befre submitting an epa SUFFIX TITLE/RANK EMPLOYEE CLASS POSITION CLASS EEO CODE ORG NUMBER Enter the Hme Org number and press the tab key n the keybard Org descriptin will autmatically ppulate COMPOSITE FTE (Full Time Equivalent) Enter the FTE (0.000) TOTAL SALARY Enter the Ttal Salary MONTHLY OR HOURLY RATE Mnthly r Hurly Rate will be displayed depending upn the Emplyee Class Enter the Mnthly Rate fr mnthly paid emplyees r the Hurly Rate fr Bi-weekly paid emplyees D NOT enter a Mnthly r Hurly Rate fr ne-time Supplemental payments LABOR DISTRIBUTION Adding rws 1. Click the Add buttn r click (Add new rw) beneath the FUND heading 2. Enter the *Fund, Org, Accunt, Prg, Activity (if needed) and Dist % 3. Add as many labr distributin rws as needed Nte: Dist % must equal 100.00% *The Org and Prg will autmatically ppulate fr Cntract & Grant funds and shuld NOT be changed Editing rws 1. Click the Edit buttn r duble click within the rw 2. Make crrectins as needed Deleting rws 1. Click the rw Revised February 27, 2018 4
2. Click the Delete buttn Appint, Reappint r Change T: The APPOINT, REAPPOINT, OR CHANGE TO sectin is used t begin an assignment. POSITION NUMBER Enter the psitin number and press the tab key n the keybard Suffix, Title/Rank, Emplyee Class and descriptin, Psitin Class and EEO Cde will autmatically ppulate based n psitin number entered If Invalid Psn r null appears in any f these fields, verify the psitin number If the infrmatin ppulated is incrrect, cntact Human Resurces t update the psitin Changes shuld be prcessed in Banner befre submitting an epa SUFFIX TITLE/RANK EMPLOYEE CLASS POSITION CLASS EEO CODE ORG NUMBER Enter the Hme Org number and press the tab key n the keybard Org descriptin will autmatically ppulate MAIL DISTRIBUTION ORG The Mail Distributin Org will default t the Org Number (abve), but may be changed It is nly necessary t change the Mail Distributin Org when the emplyee receives mail in a different lcatin than the Bx Number assigned t the Org Number Example: An emplyee wrks in the Payrll Office, but is hused in a separate building with the Financial Affairs Infrmatin Technlgy (FAIT) department. The Payrll emplyee s Mail Distributin Org needs t be changed t the FAIT Org s that the emplyee receives mail in FAIT s campus bx. COMPOSITE FTE (Full Time Equivalent) Enter the FTE HOURS IN WORK WEEK Enter the number f hurs the emplyee is expected t wrk in a week TOTAL SALARY Enter the Ttal Salary MONTHLY OR HOURLY RATE Mnthly r Hurly Rate will be displayed depending upn the Emplyee Class Enter the Mnthly Rate fr mnthly paid emplyees r the Hurly Rate fr Bi-weekly paid emplyees D NOT enter a Mnthly r Hurly Rate fr ne-time Supplemental payments BEGIN DATE Use the calendar feature t select the apprpriate Begin Date OR Enter the Begin Date (MM/DD/YYYY) END DATE Use the calendar feature t select the apprpriate End Date OR Enter the End Date in this frmat (MM/DD/YYYY) If the emplyee shuld be put n payrll until further ntice, leave the End Date blank and check the FURTHER NOTICE bx FURTHER NOTICE Check this bx in lieu f entering an End Date fr further ntice emplyees REGULAR EMPLOYEE WITH NO PERMANENT BUDGET Revised February 27, 2018 5
Check this bx if applicable HR USE ONLY (TIP) This check bx is reserved fr Human Resurces PAYROLL USE ONLY This text bx is reserved fr Payrll Input LABOR DISTRIBUTION Labr Distributin Calculatr Available fr split distributins t calculate a Dist % based n Dist Amt, r vice versa. Click the Ttal buttn after the last rw is entered. Adding rws 1. Click the Add buttn r click (Add new rw) beneath the FUND heading 2. Enter the Fund, Org, Accunt, Prg, Activity (if needed) and Dist % 3. Add as many labr distributin rws as needed Nte: Dist % must equal 100.00% *The Org and Prg will autmatically ppulate fr Cntract & Grant funds and shuld NOT be changed Editing rws 1. Click the Edit buttn r duble click within the rw 2. Make crrectins as needed Deleting rws 1. Click the rw 2. Click the Delete buttn ATTACHMENTS When uplading attachments t epa s, it is very imprtant t select the apprpriate dcument type. The dcument type is matched with the emplyee s CWID, s the upladed file(s) may be autmatically indexed t the crrect categry f the emplyee s file. Multiple attachments f the same r different type may be added t an epa and may be cmbined when beneficial. Adding Attachments Attachments must be scanned (if paper) and saved in rder t uplad t an epa frm. Users may name attachments hwever they like, but certain special characters are nt allwed in the file name. Special Characters NOT allwed in upladed file name: Ampersand (&), Angle Brackets (<>), Asterisk (*), Backslash (\), Braces ({}), Cln (:), Number Sign (#), Percent (%), Pipe ( ), Plus Sign (+), Questin Mark (?), Qutatin Mark ( ), Slash (/) and Tilde (~). Acceptable File Name: Unacceptable File Name: Jhn Smith<Supplemental Pay Request> Jhn Smith Supplemental Pay Request The Attachments sectin n an epa is cllapsed upn pening the frm. Click here fr a list f the mst cmmn attachment types that may be upladed t an epa and imprtant ntes fr each categry. 1. Expand the Attachments sectin by clicking the dwn arrw n the far right side f the Attachments heading bar. 2. Click the Add buttn. 3. Select the apprpriate attachment type frm the drp-dwn menu beneath the Type heading. 4. Click in the sectin marked Click here t attach a file beneath the File heading. 5. A Chse File t Uplad pp-up bx will appear. 6. Lcate the file t uplad. 7. Either duble click n the file name r select the file and then click Open. Editing Attachments Once an attachment has been added, the type may be changed and file upladed may be replaced. 1. Click n the rw that needs t be edited. 2. Click the Edit buttn. a. T change the type, select the apprpriate attachment type frm the drp-dwn menu. Revised February 27, 2018 6
b. T replace a file, click the small, gray X in the upper right crner f the bx cntaining the file and then add a new file by fllwing steps 4-7 in the Adding Attachments sectin abve. Deleting Attachments Once an attachment has been added, it may be deleted. 1. Click n the rw that needs t be deleted 2. Click the Delete buttn Mst Cmmn Attachment Types & Ntes PAY Cntracts Apprval Request fr Supplemental r Occasinal Pay Frm Prmtin, Raise r Salary Change dcumentatin Resignatin letters Memrandum f Appintment Ntes n Cntracts: D NOT send dcuments with infrmatin n multiple emplyees (e.g. a spreadsheet apprving raises fr 10 emplyees). Remember, this infrmatin is being upladed t an emplyee s persnnel file and des nt need t include dcumentatin n ther emplyees. If there is n way t avid it, black ut the names f the ther emplyees befre attaching the dcument t the epa. If attaching an email strand as dcumentatin, keep emails precise and t the pint. Again, this infrmatin is being captured in an emplyee s persnnel file and des nt need t include persnal cnversatins. PAY Demgraphic and Setup Frms New Hire Frm Ntes n Demgraphic and Setup Frms: D NOT submit New Hire Frms fr student emplyees. D NOT submit New Hire Frms fr staff emplyees hired thrugh the PageUp Peple recruitment system. That infrmatin is being captured when the emplyee accepts an ffer. Additinal Infrmatin: I-9 s must be sent directly t the Human Resurces Service Center and shuld never be attached t an epa. Scan attachments right-side-up and make sure they are cmplete. BUILD APPROVAL LIST This sectin is used t build the epa s departmental apprval rute. University Rute apprvers, Principal Investigatrs (fr Cntract & Grant funding), and Cntract & Grant Accuntants shuld NOT be added in this sectin. Frms are autmatically ruted t the apprpriate PI(s) and CGA(s) based n the Fund numbers entered. Adding Apprvers 1. Click the Add buttn. 2. Click the Lkup buttn that appears. 3. An EPAF LDAP User Search 2 pp-up bx will appear. 4. Search fr the apprver by entering the Last Name r Last Name, First Name and then click the Search buttn. 5. Names matching the search criteria will appear. 6. Duble click the rw f the apprpriate apprver and the pp-up bx will clse. a. The apprver s mybama username will appear beneath the FQN clumn. b. The apprver s name as it is in Banner will appear beneath the Display Name clumn. 7. In the Descriptin field, type the apprver s title r rle in the epa apprval prcess, e.g. Budget Manager. a. Fr audit purpses, it is imprtant t develp a standardized naming system and t be cnsistent with apprver descriptins. Revised February 27, 2018 7
8. In the Order field, the sequence number f the apprver will autmatically ppulate, but may be changed if necessary, e.g. number 1 fr the first apprver, 2 fr the secnd apprver and s n. Editing Apprver Infrmatin Once an apprver has been added, the descriptin and rder may be edited. 1. Click n the rw that needs t be edited. 2. Click the Edit buttn. a. T edit the descriptin, click in the descriptin field and delete and re-type r edit as needed. b. T edit the rder, click in the rder field and delete and re-type r edit as needed. i. Order numbers may cntain decimals. This is useful if the riginatr frgets t add an apprver wh needs t apprve between tw ther apprvers, i.e. if an apprver needs t be added between apprver number 1 and 2, add the apprver as 1.5. Deleting Apprvers 1. Click n the rw that needs t be deleted. 2. Click the Delete buttn. REQUEST ROUTE Department & Department Rute These fields are used nly if the department has a saved department rute. If the same apprval rute is used frequently, it may be beneficial t save a department rute instead f building it n the frm. Fr mre infrmatin n saving department rutes, cntact Diann Hayes at 205.348.6690 r dhayes@fa.ua.edu r Cindy Blakney at 205.348.8731 r cblakney@fa.ua.edu. Fllw the steps belw t select a saved department rute. 1. In the field t the right f Department, click the search icn. 2. A Search pp-up bx will appear. 3. Type the department name r a prtin f the name in the Find field, and then click the search icn. 4. Departments meeting the search criteria will appear in the Display Name sectin. 5. Either duble click the apprpriate department name r select it and then click OK. 6. The Department Rute drp-dwn menu will then return all saved department rutes fr that department. 7. Select the apprpriate rute frm the drp-dwn menu. Cntract and Grant & Budget Checkbxes Depending upn the funding surce(s), check the apprpriate bx(es) Budget, Cntract and Grant r bth. University Rute University rutes are predefined based n the emplyee type. A University rute is required n every epa. T select a rute, chse the emplyee type frm the drp-dwn menu t the right f University Rute. The predefined rutes are listed belw. Department apprvers shuld be included in the Build Apprval List sectin r in a saved Department Rute. FACULTY UNIVERSITY ROUTE 1. Academic Affairs 2. Cntract & Grant Accunting, r the Budget Office r bth, based n the funding surce(s) selected 3. Payrll Input (epa is cmplete at this pint) a. Payrll Prcessrs b. Benefits Office GRADUATE UNIVERSITY ROUTE 1. Graduate Schl 2. Cntract & Grant Accunting, r the Budget Office r bth, based n the funding surce(s) selected 3. Payrll Input (epa is cmplete at this pint) Revised February 27, 2018 8
a. Payrll Prcessrs b. Benefits Office STAFF UNIVERSITY ROUTE 1. Cntract & Grant Accunting, r the Budget Office r bth, based n the funding surce(s) selected 2. Human Resurces 3. Payrll Input (epa is cmplete at this pint) a. Payrll Prcessrs b. Benefits Office UNDERGRADUATE UNIVERSITY ROUTE 1. Cntract & Grant Accunting, r the Budget Office r bth, based n the funding surce(s) selected 2. Payrll Input (epa is cmplete at this pint) a. Payrll Prcessrs b. Benefits Office COMMENTS The Cmments sectin shuld be used by bth Originatrs and Apprvers t nte any necessary infrmatin that is nt already being captured n the frm. Cmments will be saved in the APPROVAL HISTORY fr everyne in the prcess t view. Als, all cmments will be saved n the frm and the final versin will be stred in UA s imaging system and emailed t the Originatr. If an Apprver is returning a frm fr Rewrk, the necessary crrectins shuld be nted in the Cmments sectin. Listed belw are a few ther examples f hw this sectin is used. Example: If it s a Superseding epa, nte the element that is being changed s that it is easier fr apprvers t identify, such as, Begin Date n riginally submitted epa was incrrect (8/01/2015). Crrect Begin Date is 8/16/2015. ACTION Save: Originatrs may Save a frm and submit it later. When the Save buttn is clicked, all infrmatin n the epa is captured. T cmplete a saved frm, lg in t myeverest, and then click the Saved Electrnic Persnnel Actin Frms buttn lcated belw the Wrklist sectin. If the buttn des nt appear nce lgged in, click the EPA.Main bar. The epa Saved Requests list will pen in a separate tab. Click the epa Frm Link t pen a frm and cmplete the saved draft. Originatrs may pen and save frms multiple times befre submitting. T delete a saved transactin which is n lnger necessary, pen the frm, click the Clear buttn in the bttm left-hand crner, and then click OK. T immediately remve the frm frm the Saved list, click the green refresh buttn. The list is autmatically updated every 5 minutes. Apprvers may Save the changes they make t a frm (Requisitin Number, Budget Change Frm Numbers and Attachments) and submit it later. Clear: Originatrs may use the Clear buttn (lwer left crner) t delete all infrmatin entered n a frm and start ver. Create PDF: Originatrs and Apprvers may create a PDF f the frm t save fr future reference. The frm will be captured in its current state. The Create PDF buttn is lcated in the lwer right crner f the frm. Click the buttn, and it will turn frm white t green. When the buttn turns white again, the PDF is ready t view. See PDF HISTORY sectin. Als, a PDF cpy f the cmpleted frm will be sent t the Originatr as an attachment t the Cmpletin Email. Clse fr Originatrs: The Clse buttn allws Originatrs t exit an epa. Any infrmatin n the frm is discarded unless it was saved befre clsing. Revised February 27, 2018 9
Clse fr Apprvers: The Clse buttn allws Apprvers t exit an epa. Any cmments entered withut submitting the frm are discarded when clsed. Apprvers still have access t frms that are clsed, but nt submitted. Submit: When an Originatr clicks Submit, a pp-up bx that reads, Submissin Successful shuld appear, and the epa is ruted t the first apprver fr review. The apprver will receive an email ntificatin, and the Originatr may begin tracking the frm via myeverest. When an Apprver selects Apprve and clicks Submit, the frm is ruted t the next apprver and that apprver will receive an email ntificatin and s n. When an Apprver selects Rewrk and clicks Submit, the Originatr will receive a Rewrk Ntificatin email. The final apprval step is always Payrll Input. Once Payrll Input Apprves the frm, the fllwing steps ccur simultaneusly. Originatr receives a Cmpletin email ntificatin with a PDF cpy f the cmpleted frm epa is ruted t the Payrll Prcessrs and Benefits Office fr review epa and all attachments are swept int the emplyee s persnnel file in UA s imaging system PDF HISTORY Any PDF s f the frm that have been created thrughut the apprval prcess will appear in this sectin. T view the PDF s, click the drp-dwn arrw n the right side f the PDF HISTORY bar. If multiple PDF s have been created, the mst recent versin will appear last n the list. T pen a frm, click the green link. T delete a PDF, click within the rw (withut clicking the green link) and then click the delete buttn. REWORKS If an epa is returned fr a Rewrk, the riginatr will receive a Rewrk Ntificatin email. Click the link in the email t pen the frm and check the cmments sectin t see what the apprver is requesting. Rewrks are als accessible via the riginatr s myeverest Wrklist. If the apprver is requesting a mdificatin t the frm, simply update the frm, select Resubmit frm the drp-dwn menu and then click Submit. If the apprver indicates that the frm shuld be canceled, select Cancel frm the drp-dwn menu and then click Submit. It is imprtant that all frms returned fr a Rewrk are either resubmitted r canceled. If nt, frms will remain active, appear n active reprts and severely alter the epa average duratin statistics. Revised February 27, 2018 10