16Test TitleePAF Topics & Tools ePAF Topics & Tools - PHPKBV8
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ePAF Topics & Tools Articles
Where do I find job titles and salaries?
Viewed 3764 times since Wed, Dec 22, 2010
The Pay Plan (Job Class listings) has a list of all titles and salary ranges at TTU.  It is found on the HR website.
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How do I get Approver access to the ePAF system?
Viewed 719 times since Tue, Dec 2, 2008
Category:  ePAF Subcategory:    Question:  How do I get Approver access to the ePAF system?      Answer:    Ask your Organization Financial Manager to submit an Access Request (the Financial Manager can submit a request for himself): 1.   Sign on to the Total Enterprise Access Management application. TEAM App is foound in the AFISM list on RaiderLind A&F Work Tools. 2.   Select Access Request from the menu at the left....
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How can I add another person to the approval chain if they are not in the drop down name list of approvers?
Viewed 342 times since Tue, Dec 9, 2008
Catetory:  ePAF   Question:  How can I add another person to the approval chain if they are not in the drop down name list of approvers?   Answer: A new ePAF approver can be appointed to ePAF Level 20 by the department head using TEAM App.   Or, the department can request name(s) be placed at another level (5, 10, etc) by sending an email to HR Compensation Operations in the Outlook Address book.   For the newly assigned approver, ...
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I need to complete two ePAFs on the same person do I have to wait for one action to be applied before I complete the paf for the next action?
Viewed 323 times since Tue, Jan 27, 2009
Category:  ePAF Question:  I need to complete two ePAFs on the same person. Do I have to wait for one action to be applied before I submit an ePAF for the second action?   Answer:  Yes, if submitting multiple ePAFs, the first must be applied before the second is submitted.
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Can you help me understand Annual Salary?
Viewed 275 times since Fri, Jan 16, 2009
Category:  ePAF   Question:  Could you explain "ANNUAL SALARY"? Is it 12 months or 9 months...or does it depend if faculty, staff or student?   Answer:  Annual Salary is the "rate" at which an exempt employee is paid (as different from nonexempt employees who are paid with an hourly "rate").  Texas Tech's pay plan quotes salaries for exempt titles as an annual rate.  Two categories of exempt titles ...
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Default Routing Queue: How to save and update ePAF Routing Queues
Viewed 257 times since Fri, Feb 13, 2009
Category:  ePAF Question:  How do I set up Default Routing Queue patterns for my ePAF's?   The Default Routing Queue allows you to define your preferred routing for each ePAF Approval Category (New Hire, Termination, etc.) The Approvers/Levels you save as a Default Routing Queue will paste in the Routing Queue when you start a new ePAF.  The Approvers/Levels can be changed on the new ePAF as needed. You can also edit the Default...
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Which is best to do - end the job or terminate if you do not know what the person plans to do?
Viewed 255 times since Tue, Jan 13, 2009
Category:  ePAF   Question:  Which is best to do - end the job of an employee or terminate when you have no idea what the person plans to do?   Answer:    To terminate an employee is to remove them from Texas Tech, as though they changed employers or retired and no longer work at Texas Tech.  To end the job is to stop the title and pay, but retain the person as a Texas Tech employee who does not have a current assignment.  It is imp...
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How do I remove ePAF Originator or Approver access?
Viewed 247 times since Fri, May 29, 2009
Removal of ePAF access permissions for origination of or approval of an ePAF requires that Human Resources or Enterprise Application Security be contacted.  The functionality to do this does not exist in TeamApp.
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How can I determine the Hours per Day and Hours per Pay to enter on an ePAF?
Viewed 237 times since Wed, Dec 22, 2010
Use the ePAF Calculator on the AFISM Resources page.  Choose from the drop-down list, deciding between exempt or nonexempt versions.
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When an employee is moving from department to another do I use Job Change ePAF or Transfer ePAF?
Viewed 237 times since Fri, May 1, 2009
Question :  If an employee is leaving one department and moving to another, does it matter whether the gaining and losing departments use the Job Change-End/Job Change-Begin ePAFs or the Transfer- Losing/Transfer Gaining ePAFs—don’t both of these sets end one job and start another?                                       Answer :  If an employee is leaving one department and moving to another, th...
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How can I track the status of an ePAF?
Viewed 226 times since Fri, Jan 16, 2009
Category:  ePAF   Question:  How can I track the status of an ePAF?   Answer:  Click on the link below to review the process.
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What are the valid ePAF Approver Actions, and what do they mean?
Viewed 213 times since Wed, Jan 7, 2009
Category:  ePAF   Question:  What are the valid ePAF Approver Actions, and what do they mean?   Answer:   Approver Actions : Approve . You can approve the transaction indicating that you are in agreement with the information on the ePAF. Disapprove . You can disapprove the transaction indicating that you disapprove the information on the ePAF and you do not want this ePAF to be resubmitted.  NOTE: DO NOT USE this action if you want...
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How do I change the FOAP from which a person is paid?
Viewed 212 times since Tue, Jan 27, 2009
Question:  How do I change the FOAP from which a person is paid?   Answer:  When you only need to change the FOAP, you will use funding change procedures, submitted straight to the Budget Office.  An ePAF is not required.  (The ePAF system is for changes to title, pay, and/or FTE)  There are two procedures for changing the FOAP for an employee:   1)  The FOAP change is for upcoming paychecks.  The electronic form is an ePAF, TTU Curr...
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Where is the approval button for an ePAF?
Viewed 209 times since Tue, Dec 9, 2008
Answer:  When you open an ePAF (by clicking the employee name) to review and approve it, you will find the Approve button.  In your Approver Summary: The "Current" tab of your ePAF Approver Summary will hold the transactions waiting your approval.  Ensure that the ePAF in question is found there. The "IN MY QUEUE" tab contains ePAFs that have been saved but not submitted by the originator OR ePAFs that have been submi...
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Where do I go to find a specific employee’s position number?
Viewed 208 times since Tue, Feb 17, 2009
Category:  ePAF   Question:  Where do I go to find a specific employee's position number? This person is transferring between departments on campus, and I need to prepare the ePAF.   Answer:  An employee's position number can be found by running various Cognos reports > Human Resources ‎> Departmental Users ‎> All Human Resources Reports‬   Suggested reports are the HR121 Current and Future Appointment Rep...
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What does it mean if I void an ePAF?
Viewed 204 times since Wed, Jan 14, 2009
Category:  ePAF Question:  What does it mean if I void an ePAF?   Answer:  Voiding an ePAF retains it for future reference.  It will remain in your Originator Summary.   When you start an ePAF, there are two buttons:  Void and Delete.   The Delete button will remove a transaction and no record of the ePAF remains.  Delete is available until the ePAF has been submitted.   The Void button is for an ePAF that has been submitted ...
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What is the supervisor ID? Is it the R# for banner or the oracle ID?
Viewed 203 times since Tue, Dec 9, 2008
Category:  ePAF Question:  What is the supervisor ID? Is it the R# for banner or the oracle ID?   Answer:  The Supervisor ID is the Banner ID (R#) of the person who will supervise the employee.   You can find the Banner ID for every person in your organization on the Cognos HR Report “RPT_PBUD_002 – Position List with Employee Appointed.”    You must have permission to run HR Cognos Reports, which is granted by the Organiza...
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Can ePAF Approvers assign a proxy to act in their absence?
Viewed 201 times since Wed, Dec 22, 2010
Yes, ePAF Approvers can assign a proxy from their Approver Summary or from their ePAF menu, can assign more than one proxy, and can delete proxies.  “Managing Your Approver Summary” is a quick reference guide for Approvers, found on the RaiderLink > A&F Work Tools > AFISM Resources webpage, along with “Proxy Navigation”, a quick reference guide for a Proxy.  
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How do I pay a student who has a Work Study grant?
Viewed 195 times since Tue, Feb 17, 2009
Answer: Student Financial Aid provides you with an Award Authorization form with approval information, including a W-position (instead of a T#) with the Work Study FOAP funding information.  This Authorization is prepared after you contact the Student Financial Aid to share FOAP information.   The award is the maximum that the student is allowed to earn (earn means to be paid).  Work Study will pay 75% of the award and your department w...
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What does Transaction Status "Partially Completed" mean?
Viewed 189 times since Mon, May 4, 2009
A transaction status of "Partially Completed" means that the job record portion of the ePAF has been applied to the database.  Any job changes will be reflected in the next payroll cycle.  In many cases, particularly terminations, HR must wait until after the payroll cycle has run before the employee record portion of th ePAF can be applied to the database.  At that time, the ePAF transaction status will change from "Partially...
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What is the difference between the "IN MY QUEUE" tab and the "CURRENT" tab of the ePAF Approver Summary ?
Viewed 187 times since Tue, Dec 9, 2008
Category:  ePAF   Question:  What is the difference between the "IN MY QUEUE" tab  and the "CURRENT" tab of the ePAF Approver Summary ?   Answer:  The CURRENT tab has the ePAF transactions waiting your action. The IN MY QUEUE tab contains ePAFs have not reached you.  The ePAF has been started and saved with your name is in the routing queue.  Either it has not been submitted by the originator, or it has submi...
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What is a Manual Check Request (MCR)?
Viewed 183 times since Wed, Dec 22, 2010
A manual check is used to pay an employee for a missed paycheck or an incorrect paycheck when underpaid.   An overview of Manual Check Procedures is found on the RaiderLink > A&F Work Tools > AFISM Resources webpage, filter by ePAF. ...
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Are there step-by-step instructions for completing an ePAF?
Viewed 180 times since Wed, Dec 22, 2010
A “Template” has been prepared for each individual ePAF Approval Category. The Template includes a description of the ePAF, instructions for completing the screens leading up to opening the ePAF for entry, and hints for all entry fields.  All you have to do is follow the instructions to complete an ePAF.   In the Multiple Job ePAF group, each Template is accompanied with an additional Instruction Guide to assist with opening the ePAF fo...
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How do I reclassify an existing position (T#)?
Viewed 176 times since Wed, Dec 22, 2010
Complete the New Position / Re-classification form (Instructions are available) on the HR webpage: RaiderLink > A&F Work Tools > Human Resources > HR Forms > Employee Change (list).
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What is a secondary job?
Viewed 174 times since Wed, Dec 22, 2010
When a new employee starts at Texas Tech, the first job appointment is referred to as the Primary Job.  The Primary Job title and FTE determine what benefits the employee may be eligible to receive.  Then, in addition, some job responsibilities are set up to be paid for as additional appointments.  ...
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What classes are available to learn ePAF preparation?
Viewed 173 times since Wed, Dec 22, 2010
The class catalog, Training Checklist, is found on the RaiderLink > A&F Work Tools tab > AFISM Training Website.  Find the current schedule of classes and register for your choice in SumTotal, RaiderLink > A&F Work Tools tab > AFISM > SumTotal. The All About HR and ePAF class of three half-day sessions is for ePAF newcomers.  All three sessions must be completed in total as unit to receive permission to prepare ePAFs a...
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What is the Query Date of an ePAF?
Viewed 172 times since Wed, Dec 22, 2010
If the ePAF will update the data base so that the employee receives the correct pay check for the intended pay period, type the Personnel Date in the Query Date field.   However, if the ePAF will not update in a timely manner, then deciding the Query Date entry is more complicated …  But  …  here are two references that describe what to enter as the Query Date:                 (1) Choosing an ePAF, found on the AFISM Res...
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I have ended an employee’s job in Banner who I will reappoint at a later date, should I make any notes in the comment section of the ePAF?
Viewed 171 times since Tue, Jan 6, 2009
Category:  ePAF   Question:  I have ended an employee's job in Banner who I will reappoint at a later date, should I make any notes in the comment section of the ePAF?   Answer:  Yes, it is helpful to indicate in the comments section if you are ending an employee's job, but will be reappointing them back into the job at a later date.    Even though you make notes in the comments section, you must prepare an ePAF when it ...
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Should I make notes in the comments section of the ePAF when I end a job due to a transfer to another department?
Viewed 170 times since Tue, Jan 6, 2009
Category: ePAF   Question:  Should I make notes in the comments section of the ePAF when I end a job due to a transfer to another department?   Answer:  Yes, when you are ending an appointment of an employee who is transferring to a new department it is recommended you make a note where the employee is transferring in the comments section of the ePAF.   Making notes in the comment section does not negate the requirement of an ePAF to b...
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I need to lower the FTE on an employee’s primary job and add a secondary job; do I have to wait for the FTE change on the Primary job to apply before I submit the secondary job?
Viewed 169 times since Wed, Jan 19, 2011
You do not have to wait for the FTE change on the primary job to be applied.  You can submit the Add Secondary Job.
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What is a primary job?
Viewed 167 times since Wed, Dec 22, 2010
When a new employee starts at Texas Tech, the first job appointment is referred to as the Primary Job.  The Primary Job title and FTE determine what benefits the employee may be eligible to receive.  Then, in addition, some job responsibilities are set up to be paid for as additional appointments.   See the primary job and 4 other categories of employee pay on the “Forms of Employee Pay” on the RaiderLink > A&F Work Tools >...
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What does the "Removed from Queue" status mean on an ePAF?
Viewed 167 times since Mon, Feb 2, 2009
Category:  ePAF   Question:  What does the "Removed from Queue" status mean on an ePAF?   Answer:   "Removed from Queue" status indicates that the ePAF transaction was either:   - Voided by either the originator or Human Resources   OR   -Disapproved (as opposed to Returned for Correction) by an approver  
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How do I decide whether to use an Exempt, Nonexempt or Faculty ePAF?
Viewed 160 times since Wed, Dec 22, 2010
You determine whether to use Exempt, Nonexempt, or Faculty/TA/GPTI according to the Employee Class code for the T-position to which the employee will be appointed. Each job title in the Texas Tech Pay Plan is classified as “Exempt,” “Nonexempt,” or “Faculty/TA/GPTI” with an Employee Classification code.   Both the Employee Classification code and the Title become part of the T-position.   You can find your department’s posi...
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Where is the annual salary calculator that converts semester pay into annual salary for exempt ePAFs?
Viewed 159 times since Wed, Dec 22, 2010
On RaiderLink > A&F Work Tools > AFISM > Resources website is an ePAF Calculator, with a drop-dow list of three procedures.  Choose the Multipurpose Calculator, which will convert semester pay to annual salary.  It has an added benefit of including Work Study awards, if appropriate.  Your results can be exported to Excel for printing.  
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What ePAF is used when an employee is leaving a TTU department to join an HSC department?
Viewed 158 times since Tue, Feb 17, 2009
Answer:  For this situation, complete a Transfer Losing ePAF. Once this is applied, the gaining department should then complete the Transfer Gaining ePAF.
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What are Employee One-time Payments (EOPS)?
Viewed 158 times since Wed, Dec 22, 2010
One-time payments are miscellaneous or occasional payments to a current employee, not for regular job duties or regular paychecks.   Read about the Employee One-time Payments and 4 other categories of employee pay in the “Forms of Employee Pay " on the AFISM Resources webpage: ...
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What is the Effective Date of an ePAF?
Viewed 158 times since Wed, Dec 22, 2010
The Effective Date fields on the ePAF are populated by the Query Date.  If the Query Date is entered correctly, then the Effective Dates will be correct. Each Effective Date on an ePAF is related to an Approval Type (section).  When the Approval Type is applied to the data base, the Effective Date is stored with it to identify when the data base was updated. For more detail on this and other date definitions, please refer to the “HR ePAF...
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Where are definitions for the all the dates on the ePAFs?
Viewed 150 times since Wed, Dec 22, 2010
Please refer to the “HR ePAF Date Glossary” document found on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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How do I get access to HR reports to view employee and payroll data in Cognos?
Viewed 149 times since Wed, Dec 22, 2010
HR Cognos report access is granted by the department head using TeamApp.  
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What is an Overload Job?
Viewed 148 times since Wed, Dec 22, 2010
An Overload Job is one type of Primary Job Recurring Pay paid to an exempt employee; it is also the method of paying faculty during the summer.   Read about the Primary Job Recurring Pay (and Overload jobs) and 3 other categories of employee pay in the “Forms of Employee Pay” on the AFISM Training Resources webpage.
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What is a secondary position?
Viewed 145 times since Wed, Dec 22, 2010
A secondary position refers to a pay amount in addition to the FTE-based salary paid to an exempt employee .   Refer to the “Forms of Employee Pay” on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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Where are the I9 and other forms that a new hire must complete?
Viewed 145 times since Wed, Dec 22, 2010
The I9 New Employee Packet is on the HR website: RaiderLink > A&F Work Tools > Human Resources > Visit HR Website, with the Employee Resources > New Employee list.
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How do I attach documents to the ePAF?
Viewed 142 times since Wed, Dec 22, 2010
The "ePAF Attachment Instructions" contain step-by-step guidance for attaching documents to an ePAF. It includes a chart of required attachments for each ePAF on page 15. The Instructions are found on the RaiderLink > A&F Work Tools > AFISM Resources webpage, filter by ePAF.
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What is an Earning Code?
Viewed 140 times since Wed, Dec 22, 2010
Earning Codes are used to classify payments for work and leave to employees.   Earning codes also appear on paychecks. See examples on the “Forms of Employee Pay” and a list of codes on "Employee Pay: Earning Codes" on the RaiderLink > A&F Work Tools > AFISM Resources webpage.  
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What is the Personnel Date of an ePAF?
Viewed 138 times since Wed, Dec 22, 2010
The Personnel Date on an ePAF records the official date of a personnel action, such as: What is the ‘hire’ date of the new employee? What is the ‘end’ date of a retiring employee? What is the ‘begin’ date of a promotion or pay change?   For this and other date definitions, please refer to the “HR ePAF Date Glossary” document found on the RaiderLink > A&F Work Tools > AFISM Re...
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How do I determine if I need to add an approval level to the ePAF?
Viewed 136 times since Wed, Dec 22, 2010
The ‘Mandatory Levels’ are automatically included on a ePAF. Optional levels may be necessary, based on the requirements of the appointment or of your chain of command, such as: Your Dean or Vice President may want to approve an new hires. A Graduate Student ePAF must be approved by the Graduate School to ensure the student is enrolled fulltime.  To determine whether or not an ePAF should be routed to additional levels, chec...
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How do I request a new position (T#)?
Viewed 128 times since Wed, Dec 22, 2010
Complete the New Position / Re-classification form (Instructions are available) on the HR webpage: RaiderLink > A&F Work Tools > Human Resources > HR Forms > Employee Change (list).
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Where can I find definitions for the different ePAFs?
Viewed 128 times since Wed, Dec 22, 2010
The "Choosing an ePAF" document has descriptions along with typical before and after comments to assist with understanding what each ePAF accomplishes.  It is found on the  RaiderLink > A&F Work Tools > AFISM Resources website.  
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Which ePAF Routing Levels should I choose?
Viewed 127 times since Wed, Dec 22, 2010
The ‘Mandatory Levels’ are automatically included on a ePAF. Optional levels may be necessary, based on the requirements of the appointment or of your chain of command, such as: Your Dean or Vice President may want to approve an new hires. A Graduate Student ePAF must be approved by the Graduate School to ensure the student is enrolled fulltime.  To determine whether or not an ePAF should be routed to additional levels, chec...
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Where do I register for HR/ePAF classes?
Viewed 126 times since Wed, Dec 22, 2010
A class catalog "Training Checklist" is available on the AFISM Training Website.  Register via the SumTotal Registration site.
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What is a Primary Job Recurring Pay (overload) job?
Viewed 125 times since Wed, Dec 22, 2010
A Primary Job Recurring Pay (overload) is a monthly allowance paid to an exempt employee.   Read about the Primary Job Recurring Pay and 4 other categories of employee pay in the “Forms of Employee Pay”  and the "Choose an ePAF" documents on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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How do I start learning about TTU’s ePAF processing?
Viewed 124 times since Wed, Dec 22, 2010
Attend the "All About HR and ePAF" class.  You will be introduced to important HR terms and concepts, and to the ePAF forms and entry. Find the class schedule in SumTotal > AFISM > HR/Payroll category, and register for the 3-session class.  
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How do you pay full-time staff who teach an academic course and need instructor status?
Viewed 123 times since Wed, Dec 22, 2010
Special instructions for Appointing Full Time Exempt Non-Faculty Employees Teaching Classes (for the full time staff employee who teaches an academic class, such as the Chancellor, President, etc) are found on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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How do I get access to be an ePAF Originator?
Viewed 121 times since Wed, Dec 22, 2010
Originator access is granted upon completion of the “All About HR and ePAF” class.   You can register on the RaiderLink > A&F Work Tools > AFISM Training Website.
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How can I route the ePAF to additional individuals in my department?
Viewed 119 times since Wed, Dec 22, 2010
There are three methods for adding additional approvers within your department: 1) Beside the mandatory Level 20 Department Head, you can use Level 5 to send an FYI notice, or Level 10 for an approver prior to the department head. 2) You can add more than one level 20, or level 10, or level 5. 3) You can use proxy assignment to allow others to view the ePAF.  
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What documents should be attached to an ePAF?
Viewed 119 times since Wed, Dec 22, 2010
The "ePAF Attachment Instructions" contain a required attachment chart on page 15,  that lists required documents for each ePAF. It is found on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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What is a Non-Tech Employee?
Viewed 116 times since Wed, Dec 22, 2010
A Non-Tech employee is paid by an outside employer, but works on the TTU campus and needs access to employee-type privileges such as parking, email, library, etc.   Special instructions for Appointing a Non-Tech Employee are found on the RaiderLink > A&F Work Tools > AFISM Resopurces webpage, filter by ePAF.
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Which ePAFs require that supporting documents be attached?
Viewed 116 times since Wed, Dec 22, 2010
The "ePAF Attachment Instructions" contain a required attachment chart on page 15,  that lists required documents for each ePAF. It is found on the RaiderLink > A&F Work Tools > AFISM Resources webpage.
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