Hiring Hourly Students with an EPAF
These steps will be used by most departments to hire students being paid an hourly wage. Most "new hires" should be performed by the department authorized representative but others will be done by the Career Center after the completion of the Student Employment Hiring Form.
Most of the Information needed for this EPAF can be found on the student referral form. However, you will need to provide:
Hire Date (Query Date)
Navigate to Self Service Banner and, after entering your log on ID and password:
Select "Employee" and, from the Employee Main Menu, "Electronic Personnel Action Forms."
Click on, "New EPAF"
Enter: Student ID Number
Query (effective) Date > Submit the actual effective date (format: MM/DD/YYYY)
Approval Category > Select "Student - New Hire, STU110"
This category includes students who have an existing assignment or have
previously worked in the same position (renewals).
Enter: Position #
The student referral should have both the regular position number and the Federal
Work Study (FWS) Position Number. If the student has an FWS balance, use
the position number beginning with an "899" or "889." If no balance is indicated,
use the position number beginning with a "999".
If position # is unknown, click on the magnifying glass icon, input:
Employee Class > enter "S1"
or, if a gradraduate student earning above $9.00/hr, use "S4"
COA, "All" or "1"
Budget Organization, use drop-down menu
Select position from resulting list.
Note: Work Study jobs begin with "8" while all others begin with "9"
Work Study status is indicated by an FWS balance on the referral.
Navigate to the Payroll Website and the Student Positions by TS Org with Labor PDF
Here, you can look up the position number first by Organization Code, then
by the Fund Code.
Use the largest (highest) position number with the corresponding codes where
multiple positions exist for the same FOAP.
Remember that Work Study jobs begin with the number 8.
If no position number with the correct codes exists, contact the Student Employment
Coordinator to have one created.
Suffix > For our purposes, unless instructed otherwise, please continue to use, "00."
Employee Information - PEAEMPL
Enter: Employee Status, (Default to "Active" based upon previous entry)
Employee Type/Class > enter "S1"
If hourly wage is above $9.00/hr. the student is assumed to be a qualified graduate
student and "S4" should be selected.
Home Department COA, defaulted to "1"
Home Department > enter Departmental Code
If "Current Value" is listed, repeat same value, otherwise enter your Org. number
Distribution COA, Defaulted ("1")
Distribution Orgn > enter your Organization number
Current Hire Date is dependent upon Employee Status, Current Value.
If no "Current Value" is listed or Status is "Terminated," > enter the above Query Date.
If Employee Status is "Active," > enter the same date indicated under "Current Value"
and next to "Current Hire Date."
Job Information - NBAJOB
Enter: Job Begin Date > enter "Query Date"
PAF Effective Date > enter "Query Date"
Personnel Date > "Query Date"
Job Type (P,S,O), will default to "Primary"
However, if primary job exists (Current Value (above) reads: "Active") >
select "S," (Secondary) to avoid position conflict.
Another option is "O," but stay away from this one, it isn't relevant to student
Step, defaults to "1"
Hourly Rate > enter in X.XX format
Shift, defaults to "1"
Job Status, default to "A" for active" based upon previous entry
Job Change Reason, default to "JBPLC, Student Job Placement," based upon previous entry.
If the position is a reactivation (renewal) > select "STREN, Student Employee Renewal"
Supervisor ID > enter 9-digit identification number of student supervisor.
Contract Number > Enter "Posting #" from Referral.
Effective Date, will default to the "Query Date."
Information should already be present based upon the position number entered earlier. Please
review for accuracy. Do not make changes to the funding of the position. If changes
need to be made, contact the Student Employment Coordinator.
Account information consists of 23 numbers corresponding to the "FOAPAL"
COA, Chart of Account (always "1" for Ball State University)
Fund, Fund Code (6 digits)
Numbers beginning with a "2" are grant sourced and require a "500" level approver
in the Routing Queue (see below).
Organization, Organization Code (6 digits)
Account, Account Code (6 digits)
Program, Program Code (4 digits)
Activity, Activity Code (6 alphas)*
*Most users will not use an Activity Code. Activity Codes are used to track financial
activity within a FOAPAL. For instance, an activity code can be used on a FOAPAL to
track a conference or a specific type of expense. Activity codes must be
established in advance through the Office of University Controller using a FOAPAL
For more information, email firstname.lastname@example.org or visit my.bsu.edu for the training materials.
If you don't know the FOAPAL, you can enter the old account number in the FRS to FOAPAL
converter to get the new account information.
End a Job Assignment - Two Options
To end a student's assignment on a predetermined date:
Enter: PAF Effective Date > enter date of anticipated end of assignment
For 2013-2014 academic year it's 05/10/2014
Job Status > enter "Terminated"
Job Change Reason > enter "ENDJB, End of Job Assignment"
Personnel Date, is not a required field
To keep a student active without a predetermined end of assignment date:
Enter: PAF Effective Date > enter the Query Date
Job Status > enter "Active"
Job Change Reason> enter "JBPLC, Student job Placement"
Personnel Date, not a required field.
Note: This student will have to be terminated at the end of his/her assignment!
First listed approval:
140 - (STMPOF) Student Employment Ofc (Defaulted)
User Name > select from the drop-down menu
Required Action, "Approve" is defaulted
Next listed approval:
900 - (PAYRLL) Payroll (Defaulted)
User Name > select from the drop-down menu
Required Action, "Apply" is defaulted
Additional approval levels may be added, if necessary, by departmental protocol
or Contracts and Grants.
If the fund number in the Labor Distribution begins with the number "2," the
approval routing must have a "500" level (Contracts and Grants) approver.
Departments are responsible for this information. If these criteria are not met,
the EPAF will be returned to the department for correction.
May be added if necessary or required by department
Click, "Save" and review the information for accuracy.
If there are any errors, a message will appear at the top of the page with instructions regarding
any required corrections. Once errors are corrected, click, "Save," before submission or
erroneous EPAF will be resubmitted.
If you need help identifying the error message or its intent, contact the Student Employment
Coordinator at 285-2432.
If no errors are indicated, the EPAF will be on its way to the next person listed for approval or