EPA New Employment

Initiating an EPA New Employment Action

From the EPAWeb home screen:

Place mouse over the Actions menu option on the tool bar and and select New Employment.

Identifying Employee for Hire

1. Enter the Social Security Number.

2. Click Submit button.

Processing EPA New Employment - Demographic Data

1. Enter the Effective Date - Date that the action is to occur in the payroll system. MM/DD/YYYY (ex. 01/31/2005)

2. The Serial number will be generated upon submission of the action.

3. The SSN populates from the previous screen. It is the number applied for and assigned through the Social Security
Administration. Used to help maintain an accurate record of wages or self-employment earnings that are covered under the
Social Security Act.

Foreign Nationals must visit the International Center to obtain an ID that serves in the capacity of the social security number. This
is a required field when processing the New Employment action; therefore, a department will not be allowed to put an individual
on payroll without having it indicated. For more information on the International Center and how to obtain an ID, click here.

Display only - 123456789

4. The PID will be displayed if the person has been on campus previously as an employee or student. If the new employee has
never been here, the PID will be generated and displayed upon submission of the action.

The Person Identification Number (PID or Person ID) is an identification number assigned to all persons with a university
relationship, as defined by an official university department. This number is designed to give all persons a universal number that
is unique to the University of North Carolina at Chapel Hill . Display only - 123456789

5. Enter the employee's legal Last Name as it appears on the Social Security Card. Must be an alpha value with no punctuation
unless the name is hyphenated.

6. Enter the Suffix as applicable.

7. Enter the employee's legal First Name. No nicknames allowed. Must be an alpha value with no punctuation

8. Enter the employee's legal middle name or initial. Must be an alpha value with no punctuation

9. Enter the employee's date of birth. No future dates. MM/DD/YYYY (ex. 01/31/2005 )

10. Enter the gender of the employee. M = Male F = Female

11. Indicate if the employee is of Hispanic or Latino origin by clicking in the appropriate of yes or no.

12. Enter the Race of the person by clicking the check box beside the appropriate option of:

American Indian or Alaskan Native
Asian
Black/African American
Native Hawaiian/Other Pacific Islander
White/Caucasion

13. Indicate Veteran Status by clicking the appropriate option of yes or no.

14. If Veteran status was indicated as yes, indicate Veteran Status Type by clicking the check box by the appropriate option of:

Recently Separated
Disabled Veteran
Special Disabled Veteran
Vietnam Era
Armed Forces Service Medal
Other Protected

15. If Veteran status was indicated as yes, enter the Discharge Date. (MM/YYYY)

16. Enter Citizenship - Employment Eligibility Verification," Form I-9, must be attached to the EPAWeb PIF for each new employee.

C = Citizen
R = Resident Alien
N = Non-Resident Alien

17. Enter the Alien Reg. # - Number assigned when permanent residence is received. Begins with A-______ A1234567890.
Required when the Citizenship code is indicated as a Resident Alien.

18. Enter the Immigration Work Elgbl. Exp. Date. Required if not US Citizen. Must be a valid date – future, current, or past
MM/DD/YYYY (ex. 01/31/2005 )

19. Indicate if the employee is a Transfer from another state agency. This action code is used for a new EPA appointment at the
University if an individual is transferring from another state agency or state institution This includes the UNC Hospitals or any
one of the constituent institutions of the University of North Carolina. Y = Yes N = No

20. The Employee Status is a view only field here and should be Active for the New Employment action. Employee status types
include:

A - Active
O - On Leave
P - Phased Retired
R - Retired
C - Retired (Contract)
T - Terminated

21. Indicate if the employee is a Transfer from an SPA position at UNC-CH by clicking on the code table icon located beside the
field and select the appropriate option of Y=Yes or N=No.

22. Indicate if the employee is a Re-employed TSERS (Teachers, State Employees Retirement System) Retiree by clicking on the
code table and selecting the appropriate option of

23. Enter Supervisor PID directly in the field or select by performing an alpha lookup by clicking on the code table.

Processing EPA New Employment - Degree Data - FICE Code

The Degree section is available for users to enter the required Degree Information for the employee. The data entered for the degree information is found on the AP-2 form. NOTE: The degree information is not required for Temporary Employees.

1. Enter the FICE (The Federal Interagency Committee on Education) Code for the Institution for where the degree was earned by
clicking on the code look up table. The code look up table will require users to search for the Institution by one of three criteria.

2. Enter Search Criteria:

To search by FICE code, click on the code table icon to get an alpha listing of all Institutions. Select the appropriate option by
clicking on the entry in the listing.

To search by Institution/FICE Name or Partial Name, enter the value in the field and proceed to next step.

To search by State, click on the code table to get a list of all states. Select the appropriate option by clicking on the State.

3. Once Search Criteria has been defined, click the Search button.

Note: If search was done by Name or partial name search, user will be required to select the appropriate option by clicking on the College/University to populate the field. If the search was done using the other criteria the user will then need to click on the appropriate option from the search results to populate the field.

Processing EPA New Employment - Degree Data - Degree Code

1. Enter the Degree Code for the degree that was earned by clicking on the code look up table. The code look up table will require
users to search for the Institution by one of three criteria.

2. Enter Search Criteria:

To search by Degree code, click on the code table icon to get an alpha listing of degree types. Select the appropriate option by
clicking on the entry in the listing.

To search by Degree Name or Partial Name, enter the value in the field and proceed to next step.

To search by Level of Degree, click on the code table to get a list of degree types. Select the appropriate option by
clicking on the Degree type.

3. Once Search Criteria has been defined, click the Search button.

Note: If search was done by Name or partial name search, user will be required to select the appropriate option by clicking on the Degrees displayed to populate the field. If the search was done using the other criteria, the user will need to click on the appropriate option from the search results to populate the field.

Processing EPA New Employment - Degree Data - Major/Description Code & Date Conferred

1. Enter the Major Code/Description for the degree by clicking on the code look up table. Select appropriate option by clicking on it
from the list provided.

 

2. Enter the Date Conferred. (The date the degree was earned, MM/DD/YYYY)

Processing New Employee - Special Attributes Data

1. Indicate if the employee is a Communicable Disease Mandatory Employee by clicking on the code table and selecting the
appropriate option of P=Primary, B=Backup, N/A=Not Applicable. Defined as : The employee is needed at work during a public
health emergency (Environmental Disaster, Pandemic, etc.)

2. Indicate if the employee is a Severe Weather Essential employee by clicking on the code table and selecting the appropriate
option of Y=Yes, N=No. Defined as : The employee is needed at work during a weather emergency, such as any event that
would fall into our adverse weather policies.

3. Indicate if the employee has Supervisor Duties by clicking on the code table and selecting the appropriate option of Y=Yes,
N=No. Defined as: Supervises and/or manages one or more persons' employment, promotion, salary administration, or other
related management or personnel considerations.

4. Indicate if the employee is Subject to HIPPA by clicking on the code table and selecting the appropriate option of Y=Yes,
N=No. Defined as: Position falls under HIPPA guidelines.

Processing New Employment - Appointment and Rank Data

1. Enter the Working Title. This is the overall title for the employee. Text (ex. Professor/Chair or Special Proj. Officer & Associate Director)

2. Enter the Base Dept - A four digit number for departments, centers, professional schools and any other academic units to which a specific dept number has been assigned.
1234

3. Enter the Check Dept - Department to which paycheck and all payroll reports should be sent. 1234

4. Enter the Pay Cycle - Time interval that employee is to be paid. Pay Cycle types include:

    B = Bi-Weekly
M = Monthly
S = Summer School

5. Enter the 1st EPA Appointment Date - Date first appointed as EPA faculty or non-faculty position. Does not including student appointments. MM/DD/YYYY (ex. 01/31/2005 )

6. Enter the Perm/Temp status. If the duration of the appointment is less than twelve months or if the appointment is coded as visiting, code as temporary. P = Permanent
T = Temporary

7. Indicate the Funding Contingency as appropriate. If the continuation of employment is contingent on the continued availability of funds, this should be indicated as yes and
justification should be included in the supporting documents attached to this action. Y = Yes N = No

8. Indicate the Service Period. This code applies to the appointment service time and how they are paid.

9 month faculty appointments are when the faculty are hired for the academic year but paid over 12 months.

12 month appointments are when Faculty or EPA Non Faculty are working 12 months per year.

26 Pay Periods is used for students that are employed for two semesters where salary is paid over 26 pay periods.

Summer School is used for Summer School Sessions.

1 = 9 Month
2 = 12 Month
5 = 26 Pay Periods
6 = Summer School

9. Enter the Tenure Status (T) - Faculty ONLY( not required for non faculty and student ranks) – status of position

Tenured – New appointments with Tenure are typically reserved for Professor appointments and in some occasions
Associate Professors could be appointed with Tenure.
On Tenure Track (N)– applies to those appointments that are on track to eventually receive tenure. Associate and Assistant
Professors are typically appointed in the tenure track.
Not on Tenure Track (Z)– applies to the Faculty ranks of Lecturer and Instructor as well as Fixed Term Faculty
ranks such as Clinical Professor or Research Associate Professor for example.
Retired (R)– This code should be used for an appointment of an individual that is an official retiree of a previously held
appointment that participated in the state or optional retirement plan that is returning back to work and that is not in the
Phased retirement program.
Phased Retirement (P) – This code should only be used for individuals that are being reemployed as a participant in the
Phased Retirement program after official retirement from their Faculty appointment.

10. Indicate Visiting status. If primary appointment is less than one (1) year, this must be checked yes; except for students For
students (rank code 20-29), this should always be
No. Y = Yes N = No

11. Enter Tenure Review Date. This is the date that the notification is due to the faculty member regarding promotion with tenure for
Assistant Professor,m or reappointed with tenure for Associate Professors.This field is not requred due to the various processes
that different schools utilize to track this dat. Please communicate with your Dean's office to determine if you should use this field.

12. Indicate Clinical Pay as appropriate. A one-time payment for the portion of the Clinical Pay that is determined by reviewing clinical
performance in accordance with the Clinical Compensation Plan. Can be awarded up to four times a year. This option is only
available to individuals that hold faculty ranks in the Health Affairs – School of Medicine
departments. (42xx). Y = Yes N = No

13. Indicate UNC P&A eligibility as appropriate. Clinical Faculty that are members of UNC Physicians & Associates (P&A) receive
certain supplemental fringe benefits in addition to the basic fringes received by all UNC-CH EPA faculty. This option is only
available to individuals that hold faculty ranks in the Health Affairs – School of Medicine departments.
(42xx). Y = Yes N = No

14. Indicate Dental Faculty Practice Plan eligibility as appropriate. Faculty only with Base Rank dept number 43xx must have this
entered ( School of Dentistry ). Y = Yes N = No

15. Indicate AHEC/Other Off Campus designation as appropriate. For Faculty members that are affiliated with but not employed by
the University.

16. Enter Rank Code - Can have multiple entries, one for each rank held by the employee.
01 - 07
09 - 28

17. Enter Modifier Code - A descriptive term used in conjunction with the rank title that better reflects the true title and work
performed by the person that holds a specific appointment. Examples of rank modifiers include:

Acting/Interim Distinguished
Adjunct Distinguished Term
Assistant Not Applicable
Assistant To Other
Associate
Research
Clinical
An example of a rank with a rank modifier would be: Clinical Professor. A 0 - 9

18. Enter Rank Dept - Four digit number for Department where particular rank is held. 1234

19. Review Rank Title - The rank title is derived from the rank and modifier code that are indicated in those fields. Display only .

20. Enter Begin Date - The date that the person was officially appointed to new rank. MM/DD/YYYY (ex. 01/01/2005).

21. Enter Scheduled End Date - The scheduled end date for this rank. MM/DD/YYYY (ex. 01/01/2005). If this is to be an At Will
appointment, leave this field blank.

22. Actual End Date - Last actual date of appointment. (only indicated when actually ending a specific rank) MM/DD/YYYY (ex.
01/01/2005).

23. Enter Primary Rank Indicator. Required field - Y/N

24. Enter Primary Faculty Rank Indicator. Required field - Y/N

25. Indicate Position Number. Only applicable for EPA Non Faculty positions. Field will not be available if the rank indicated is a
Faculty or Student rank.

Processing New Employment - Salary/FTE/Distribution, Document Attachments and Comments Data

1. Enter the Base Rate - The annual base salary for the person (not annualized). This value should be equal to the total of the
base rates entered for each source. 123456, No commas or $

Note: If for Zero based appointment, base salary should be entered as 0.00 (This value with a FTE of zero will display an additional field listed in step # 6 for the "Intend to Pay" indicator.)

2. Enter the Supp Rate - Administrative and Other Term Supplements such as Chair/Assistant Chair stipends, advisor
stipends or Dean stipends. 123456, No commas or $

3. Total Salary - Display only – Base Rate plus Supplemental Rate – Display only.

4. Enter FTE - Full-Time Equivalent is the percent of time employed: full-time = 100%, one-third time = 33%, two-thirds
time = 67% Do not enter fractional percents (two-thirds equals 67%, not 66.7%). If the appointee is coded
as a UNC-CH student (Rank 20-26) fte is zero. If the appointee is Rank 27 or 28 and is eligible for health
insurance the FTE has to be 1. FT/PT field is defaulted based on the FTE (FTE = 1.00 then FT, otherwise PT)

1.0, 0.5 , 0.25

Note: If for Zero based appointment, FTE should be entered as 0. (This value with a base rate of 0.00 will display an additional field listed in step # 6 for the "Intend to Pay" indicator.)

5. Annualized Salary - Display only – Base Rate/FTE. For part-time employee, this will show what annual salary
would be if employee was full time. Display only.

6. Intend to Pay Indicator - This field is only displayed if the base rate and FTE are entered as Zero and will serve as an indicator that although the appointment is non salaried, there will be a possibility of lump
sum payments. If that is the case the employee must go through I-9 verification process in Law Logix as all other paid employees do.

Yes - Selecting this option means that you do intend to submit lump sum payments for payment, I-9 verficiation required.
No - Selecting this option means that you do not intend to pay the employee at all - lump sum payments will not be allowed, I-9 verfication not required.

Note: If this flag is not set to yes, any attempts to process a lump sum payment will be blocked by the system and the only way to make payment will be to terminate the employee's zero based appointment and
rehire to set the flag to yes; therefore requiring the I-9 verification process.

7. Enter Sources as appropriate:

FRS Acct/Object CD FRS Account - A 6-digit number to which revenue/expenses are assigned & the
Four-digit object code revenue or expense category identifier. XXXXXXXXXX entered without dashes. Ex. 2123451112

C/S -Cost Share - A 5 digit FRS account number that is used to share the funding with a Contracts and Grants
account. 12345 Dist Amt The amount of the annual base salary that is funded by this source. 123456, No commas or $

Supp Dist Amt - The amount of the annual supplemental salary that is funded by this source. 123456, No commas or $

Acct Exp Date - The end date is not entered by the user; it is retrieved from FRS for the specific account. The end date is null for all state funds. Display only - MM/DD/YYYY

Scheduled Source End Date - This date field is provided for departments to indicate the date for sources that they
plan to end at a specific time. These dates will eventually be used to calculate encumbrances on the accounts
once that functionality is available in EPAWeb. MM/DD/YYYY (ex. 01/01/2005)

BD - Budget Code - Retrieved from FRS based on the 6 digit account number. FRS–lookup based on acct ID
Display only.

PUR - x-XXX-xxxx is the three-digit series after the budget code. It identifies the broad University purpose to
which a transaction relates. The Office of State Budget and/or the University designates purpose codes that
apply uniformly to state, trust, and contract and grant funds. See the Accounting Services section of the
Business Manual for a complete listing of General Purpose Code definitions.
http://www.ais.unc.edu/busman/act/actapp1.html
FRS–lookup based on acct ID
Display only

Dept - The last four-digit series of numbers attribute segment of the account number identifying the activity of the
department or the departmental cost center. A department number is used for all funds in the FRS system.
FRS–lookup based on acct ID. Display only

Cost Code - Used with InDepth. User defined codes utilized at the funding level to identify and to further classify
expenses to the cost centers associatedlary. Display only.

8. Click the Recalculate button.

9. Add Documents as appropriate. For required documentation, refer to Standard order links at the beginning of this lesson.

10. Enter Comments as appropriate.

11. Click the Submit button.

Reviewing Submitted Action

Once an action is submitted, it allows the originator an opportunity to review the action to ensure it is correct. The review screen will highlight the data that is being changed on the action as well as the effective date and current status of the action. The originator is also provided an option of retracting or deleting the action. See information below for more specifics around retracting and deleting.

Note the following:

1. Data that was changed is highlighted in yellow.

2. The Serial number has been generated. This number can be used in tracking the action through the system by using the Actions
in Progress search.

3. Navigational buttons available at the top and bottom of each screen.

Retract button - This navigational button allows the user to pull an action back from routing through the system to be modified
& resubmited, or deleted. The action will be placed in the originator's inbox under the paused, retracted and disapproved section.

Delete button an action - This navigational button will delete the action from the system. It does not allow the user to review
or to reactivate the action if this button is used.

Done button - This navigational button allows the originator to end the review of the action and will return them to the EPA Home
screen.

4. Printer View - This navigational button provides the originator with a printable version of the action.

5. Routing Matrix - (not visible in this screen shot) This section of the review screen shows where the action will route through the
system including approval roles and department information.

6. Action Comments - (not visible in this screen shot)This field pulls in the comments that were entered on the action as it was
processed.

7. Action History - (not visible in this screen shot) This field includes data relevant to the action as it routes through the system
including the originator and approver information. It will also include any approver/disapprover comments, time, date and onyen of
each role.