Hiring Stipend Students or Making Miscellaneous Payments with an EPAF
These steps will be used to input students working on a stipend basis or for miscellaneous payments made to students working on a project basis for a specific period of time pursuant to the Student Wage Plan. It is important to use the beginning and end dates of a bi-weekly pay period when making stipend payments to student employees. For miscellaneous payments be sure to use dates for a single pay period.
Navigate to Self Service Banner and, after entering your logon 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 Stipend Hire, STU115
Enter: Position #
Please note, students with a Federal Work Study Award cannot be paid via stipend. If
this condition exists, please contact the Student Employment Coordinator.
If position # is unknown, click on the magnifying glass icon, input:
Employee Class > S2
COA > "All" or "1"
Budget Organization, use drop-down menu
Select position from the resulting list.
Note: There should be no Federal Work Study position numbers on this list.
Navigate to the HRS Website and the Banner Position Numbers with FOAP pdf.
Here, you can look up the position number, first by Organization Code,
then by Fund Code.
Use the largest (highest) position number with teh corresponding codes where
multiple positions exist for the same FOAP.
If no position number with the correct codes exists, contact the Student
Employment Coordinator to have one created.
Suffix > For our purposes, unless instructed otherwi9se, please use, "00."
Employee Information - PEAEMPL
Enter: Employee Status, (Default to "Active" based upon previous entry)
Employee Type/Class > S2, Student Undergrad Salary
Home Department COA, defaulted to "1"
Home Department > Departmental Code (if "Current Value" is listed, repeat same value)
If not, enter your Departmental Code (enter your Organization number)
Distribution COA, defaulted to "1"
Distribution Orgn > Departmental Code (enter your Organization number)
Current Hire Date is dependent upon Employee Status, Current Value.
If no "Current Value" is listed or Status is "Terminated," use the above Query Date.
If Employee Status is "Active," use the same date indicated under "Current Value"
and next to "Current Hire Date."
Student Stipend Job Info
Enter: Job Begin Date > enter "Query Date"
PAF Effective Date > enter "Query Date"
Personnel Date > enter "Query Date"
Job Type (P,S,O), defaulted to "Primary"
However, if primary job exists (Current Value (above) reads: "Active"),
Select "S," (Secondary) to avoid position conflict.
FTE, defaulted to "1"
Step, defaulted to "0"
Annual Salary > enter total amount student is to be paid over the term of service
minimum one (1) full pay period.
Factor > enter "1"
Number of Pays > enter number of times student is to be paid
In most cases, this number coincides with the number of pay periods included in
the term of service
Job Status, defaulted to "A"
Job Change Reason > enter "STPND" from drop-down menu
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 gran 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 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 Request
workflow. For more information, email email@example.com or visit my.bsu.edu for
the training materials.
If you don't know the FOAPAL, and you have the old FRS account number, you may enter it
into the FRS to FOAPAL Converter to get the new FOAPAL (account) information.
End a Job Assignment
This position must be completed with a date which is after the "Query Date," preferably at
least one (1) full pay period, as stipend payments are determined by formulas considering
the total amount divided by the number of specific pay periods.
Enter: PAF Effective Date > Last date of service (MM/DD/YYYY)
Job Status > enter "Terminated"
Job Chang Reason > enter "ENDJB, End of Job Assignment"
Personnel Date, not a required field.
First liste approval:
140 - (STMPOF) Student Employment Ofc (Defaulted)
User Name, select from the drop-down menu
Required Action, defaulted to "Approve"
Next listed approval:
900 - (PAYRLL) Payroll
User name, select from the drop-down menu
Required Action, defaulted to "Apply"
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 the 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