Standard Features When Preparing an Action

To access the EPAWeb User Guide Table of Contents, click here.

·        Buttons

·        Code Table Fields

·        Security Features

·        Correcting Errors

·        Printing Actions

·        Retracting or deleting an action

Buttons

The following group of buttons is located on the top and bottom of almost all of the personnel action forms in the EPAWeb Personnel Action System. Details about what happens when one of these buttons is clicked are listed below:

Button	Description
	The current action is paused in your inbox under the Paused, Retracted, and Disapproved section. The action will retain all data entered before it was paused. For more information on the Inbox click here.
	The current action is canceled. The data is not saved and the system returns you to the selected person form.
	Clears all of the data that you have entered, but remains on this form for further processing.
	Sends action to first approval stops (usually within initiating department). For more information on approval routing click here.

Other buttons seen throughout EPAWeb

Button	Description
	Adds 3 more blank lines so additional information can be listed.
	Will approve action and forward to next approver.
	Will send action back to the originator and FYI to anyone who has already approved the action along with comments explaining reason why action was disapproved.
	Finish viewing screen. Will take you back to previous screen.
	Will open separate browser, with action formatted to print on 81/2 X 111/2.
	Allows the originator to retrieve a form that has not been approved by payroll. The form will be returned to the originator’s inbox and will send an FYI to everyone in approval routing path notifying them that the actions have been pulled back.  The originator may make corrections and resubmit the form or delete it all together.
	Will search system using criteria entered.

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Code Table Fields

Code table fields are indicated by a  located to the right of the code table field. You can click on the  to display a list of codes, any one of which can be selected for the corresponding field or you can type the code directly into the field, if the code is known. An example of the tenure status code table is shown below:

To close the code table:

1     Click , located in top right corner of the code table.

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Security Features

• Approving Actions You Initiate or for Which You are the Subject of the Action

By default, the EPAWeb System does not permit you to approve any actions that you also originate or for which you are the subject of the action regardless of who initiated it. This type of circumstance does not satisfy generally accepted business controls and audit standards.

If an individual has both the originator and approver roles for their Department in EPAWeb and this individual then originates an action that will route to them for approval, they must make alternate arrangements to accomplish the approval. Options include:

·        setting up a second individual within your department in the approval role to approve actions that you originate

 

-OR-

 

·        making arrangements with your Dean or Division Business Office to approve for you.

Please be aware that actions do not route to individuals per se but to any EPAWeb System user who is assigned the relevant approval role for the Department or School/Division. For example:

if two individuals in Department 1234 are set-up as HR Approvers, both will see actions requiring approval from this role when accessing their inbox.  Either Approver can make the approval on behalf of the department.  In larger departments, multiple people may routinely work a given approval queue, so whoever gets to the action first makes the approval.  Authorized individuals outside of the department, such as Dean's Office or Division Business Office staff, may also be assigned department-level originator and/or approval roles when necessary.

Individuals may prepare actions on themselves.  These are then reviewed and approved by others, but the individual may not in any circumstance approve that same action. Any attempts to do this will be blocked by the system. If you are in the situation where you are in an approval role, within a department, and must have an action on yourself approved, consider having a second authorized individual in your department assigned an approval role so they can approve this action.

If you have questions or encounter problems processing specific actions with this restriction, please contact the HRIS Help Desk for assistance.

• Restrictions for Accessing EPAWeb Off-Campus or from Wireless Devices

The EPAWeb Personnel Action System, as with many other HR-related systems, contains a great deal of confidential and protected information under State of North Carolina law. To comply with these laws and to protect our employee’s information from unauthorized access and identify theft, we have taken extra steps to secure physical access to the EPAWeb system. Access to the system is blocked from workstations that are not physically connected to the UNC-Chapel Hill campus network or wireless devices, including wireless equipped laptops, whether on- or off-campus. You must use a workstation that is physically connected to the campus network (e.g., connected by wire to a network jack on your office wall) to access the EPAWeb Personnel Action System. Access from off-campus locations or personal residences, directly or via a connection to an on-campus workstation, is strictly prohibited except under highly unusual circumstances and then only with special approvals. Any requests for special arrangements should be directed to the Director of HRIS Support. Special requests for at-home access must be made under the signature of the senior administrative official of the School, College, or Division from which the request is made (e.g. Dean, Assistant Dean for Administration, Associate Vice Chancellor, etc.). Campus units/departments with off-campus University owned or leased space that is not directly connected to the campus network are permitted access and special technical arrangements can be made by contacting the Director of HRIS Support.

*Attempts to access the EPAWeb System from any off-campus location, except in the circumstances described above, will be considered a violation of University policy and may result in a suspension of all EPAWeb System access privileges and appropriate disciplinary action. Please address any questions regarding this policy to the Director, HRIS Support Department.*

If you have questions or encounter problems processing specific actions with this restriction, please contact the HRIS Help Desk for assistance.

• Screen time-out

The system will log the user out of the system after 60 minutes of non-activity.

• Field Locks

Security Feature that aids in the efforts to protect individual’s information. The lock feature is displayed beside the last 4 digits of the social security number. In some circumstances it is necessary for department users to know the entire social security number. By clicking on the lock the user is prompted to input their ONYEN & password which is tied to the user’s access and security profile. Once verified by the system, the information will be “unlocked” to reveal the full social security number.

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Correcting Errors

All actions prepared in EPAWeb can be edited by the initiator anytime before  is clicked. If action has been submitted by the initiator and is still in approval routing (at any level), it can be retracted for editing by doing the following:

1. Click  from the menu bar (Select Person Search).
2. Type the personal identification number of the employee in the Personal Identification # field. For more info on a select person search, click here.
3. Click .  The Select Person form is displayed next.
4. Click the Actions in Progress link (link location is highlighted orange in the image shown below):

NOTE: A similar list can be displayed for all actions on all employees in your department by doing an Actions in Progress search for your department and continuing from there with step 6.

5. Click the action's serial number in the far right-hand column to display the action. All Actions in Progress for the selected employee(s) will be listed on the next form that's displayed.
6. Click . once action is displayed.  Retracting an action returns it to your inbox under the Paused, Retracted, and Disapproved section and FYIs (with disapprover's comments) to all people that have already approved the action.

To correct the action, open it from the Paused, Retracted, and Disapproved section of your inbox. Make edits and resubmit. The action will go back through approval routing so that all approvers can review the new information.

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Printing Actions

After successful submission of any personnel action in EPAWeb, an action overview is displayed with change fields highlighted in yellow.

1. Click  to display the overview in a printer friendly format,.
2. Select Print from the File menu; adjust printer settings, if needed, and print

Note - If forms are being "cut off" on the right side of the page, each user will need to go into Internet Explorer, select "File", then select "Page Setup", and then change the Left and Right Margins to 0.25 inches. This should only have to be done one time per computer. For forms that are being cut off on the bottom of the page, users should be sure to wait for the green load bar to disappear and the word "Done" to appear at the bottom of the screen. This will ensure that the system has loaded the full form.

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Retracting or deleting an action

  ·        To retract an action, follow steps 1 through 7 of correcting an action.

·        To delete an action, follow steps 1 through 6 of correcting an action.

·        Click .

 

When you delete an action, the system sends an FYI to all those who have reviewed it letting them know that it has been deleted and will not take effect.

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