Student Hire

Type Initiator Guide
Category Student Assignments
Updated 8/7/2017
Support HRIS@usfca.edu

Definition

This Student Hire (STUREH) guide applies to the creation of any student hourly assignment EPAF. To create a student non-earnings payment (i.e. stipend) EPAF, refer to the Student Non-Earnings guide. For all EPAF guides, refer to the Information for EPAF Users web page.

Purpose

EPAFs set up student employees in the Payroll database and authorize payment. Student employees cannot work at the University without a work clearance and an EPAF submission.

Deadlines

Generally, EPAFs must be submitted about two weeks before the end of a pay period. Adhere to the EPAF Approval Deadline column of Payroll's Pay Schedule table to ensure timely and accurate payroll for employees. EPAFs submitted after the deadline will be paid on the next available pay period. For a special check request, please contact Payroll.

Instructions

1. Review the student employee's required Work Clearance, which is obtained from One-Stop. The Work Clearance is required before an EPAF can be submitted.
2.
  • Log into myUSF
  • Click on the EMPLOYEE button in the Self-Service box, which enters you into Banner
  • Under the Employee tab, select EPAFs
  • Then select New EPAF
  • Enter the student employee's CWID
3. In the Jobs Effective Date field, enter the start date of the student employee's work assignment.
4. From the Approval Category menu, select Student Hire, STUREH and click Go.
5. In the Position field, enter the correct Position Number. Of the multiple position numbers for student employees, the two most common are: Work Study (B79999) and Non Work Study (B59999).
6. Click on Find Suffix. Then click on Create.
7.

In the Job Begin Date field,

  • Enter the start date of the student employee’s work assignment if the field is blank
  • Leave as-is if a pre-populated value in the field exists
8.

In the Employee Class Code field, enter:

  • BB for Non Work Study student employees, or
  • BC for Work Study student employees
9. In both the Home Organization and Distribution Orgn fields, enter the Distribution Org value.
10. Enter the Timesheet Orgn (P-Org) value. To determine the correct value, click on the P-Org link at the top left-hand corner of the EPAF. The P-Org is an alpha/numeric code (P, followed by 5 digits) that specifies the employee’s E-Timesheet supervisor. If the P-Org you're looking for is not listed, contact etimesheets@usfca.edu
11. In the Supervisor ID field, enter the CWID of the student employee's supervisor.
12. For the Assignment Type,
  • Select Primary if this assignment is the only job that the student employee currently holds at USF
  • Select Overload if the student employee currently holds another job
13. In the Step field, enter one of the following:
  • 1 if your student employee is paid exactly minimum wage
  • 0(zero) if you wish to manually control the student employee’s hourly rate
14. In the Regular Rate field,
  • Enter the student employee’s hourly rate if you entered  0(zero) in the Step field
  • Leave blank if you entered a 1
15.

In the Fund, Organization, Account, and Program fields, enter appropriate FOAP value over the default FOAP that automatically populates.

NOTE: the FOAP is provided by the department’s Budget Manager and designates the account from which the student employee’s pay is deducted.

16. In the Title field, enter the name of the employing department (e.g. “Biology”).
17.

In the Job Change Reason field, select the appropriate option from drop-down menu:

  • ADJOB: Addition of an additional overload assignment
  • CONT: Continuation of an assignment previously held
  • NEWHR: New hire (i.e. student employee has not previously worked at the University)
18.

In the Routing Queue section, enter designated EPAF approvers as follows:

Approval Level User Name
20 – DEPMGR determined by department
40 – STUEMP KANTOKHIN
90 – HRIS ECLAGRAN
99 – FINPAY ECLAGRAN

 

19.

In the Comments section, enter relevant information, including assignment start date, hourly rate, and student employee’s supervisor.

20.

Click Save and then click Submit.

21.

Once you submit the EPAF, monitor your e-mail for one of the following:

  • Confirmation that your EPAF has been "Completed Successfully."
  • Notification that the EPAF has been "Returned for Correction." If returned, revisit the EPAF in your EPAF Originator Summary, make the correction(s) specified in the Comments section, then click Save and resubmit.