New Employment

This action is used to put a person on the payroll that has not worked here previously or that has worked on campus in a previous position and is reinstating with a break in the service period.

For general information on screen navigation, buttons, and features, click here.

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

·        Screen shot and field descriptions

·        Routing Rules

Screen shot and field descriptions

1        Type Social Security Number of new employee .  (XXX-XX-XX or XXXXXXX)

2        Click .  EPA New Employment form is displayed. 

NOTE:  A red asterisk * indicates a required field.

 

Name	Description	Format
Effective Date	Date that the action is to occur in the payroll system.	MM/DD/YYYY (ex. 01/31/2005 )
SSN	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
PID	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
Name, Last	Enter the employee's legal last name as it appears on the Social Security Card. If the name includes Jr., Sr., III, etc., it should be included in the last name field with NO punctuation marks.	*Must be an alpha value with no punctuation unless the name is hyphenated.    Examples:     Smith III                      Jones Jr                      Mason-Graham                      O Shea
First	Enter the employee's legal first name. No nicknames allowed	Must be an alpha value with no punctuation
Middle	Enter the employee's legal middle name or initial.	Must be an alpha value with no punctuation
Birthdate	Enter the employee's date of birth. No future dates	MM/DD/YYYY (ex. 01/31/2005 )
Gender	The gender/sex code of the person.	M = Male F = Female
Ethnicity	The ethnic code of the person.	1 = White 2 = Black 3 = American Indian or Alaskan Native 4 = Asian or Pacific Islander 5 = Hispanic.
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
Alien Reg. #	Number assigned when permanent residence is received. Begins with A-______	A1234567890
Immitration 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 )
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
Employee Status	Employee status on payroll.	A - Active O - On Leave P - Phased Retired R - Retired C - Retired (Contract) T - Terminated
Public Health Essential	The employee is needed at work during a public health emergency (Environmental Disaster, Pandemic, etc.)	Y = Yes N = No
Severe Weather Essential	The employee is needed at work during a weather emergency, such as any event that would fall into our adverse weather policies.	Y = Yes N = No
Supervisor Duties	Employee supervises and/or manages one or more persons' employment, promotion, salary administration, or other related management or personnel considerations.	Y = Yes N = No
Subject to HIPAA	Position falls under HIPAA guidelines.	Y = Yes N = No
Working Title	This is the overall title for the employee.	Text (ex. Professor/Chair or Special Proj. Officer & Associate Director)
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
Check Dept	Department to which paycheck and all payroll reports should be sent.	1234
Pay Cycle	Time interval that employee is to be paid.	B = Bi-Weekly M = Monthly S = Summer School
1st EPA	Date first appointed as EPA faculty or non-faculty position. Does not including student appointments	MM/DD/YYYY (ex. 01/31/2005 )
Perm/Temp	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
Funding Contingency	The continuation of employment is contingent on the continued availability of funds	Y = Yes N = No
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.   1 semester is used for students that are employed for only one semester where salary is paid over 9 biweekly pay periods.   2 semesters is used for students that are employed for two semesters where salary is paid over 26 pay periods.	1 = 9 Month 2 = 12 Month 3 = 1 Semester 4 = 2 Semesters 5 = Other (specify)
Tenure Status	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 – 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 – 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 – 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 – 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.	T = Tenured N = On Tenure Track Z = Not On Tenure Track R = Retired P = Phased Retirement
Visiting	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
Clinical Pay	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
UNC P&A	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
Dental Faculty Practice Plan	Faculty only with Base Rank dept number 43xx must have this entered ( School of Dentistry )	Y = Yes N = No
Rank Code	Can have multiple entries, one for each rank held by the employee.	01 - 07 09 - 28 30 50 - 55
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
Dept	Four digit number for Department where particular rank is held.	1234
Rank Title	The rank title is derived from the rank and modifier code that are indicated in those fields.	Display only
Begin Date	The date that the person was officially appointed to current rank.	MM/DD/YYYY (ex. 01/31/2005)
Scheduled End Date	The scheduled end date for this rank.	MM/DD/YYYY (ex. 01/31/2005)
Actual End Date	Not Applicable for New Employment action. This field is only indicated when a rank is actually ending.	MM/DD/YYYY (ex. 01/31/2005)
Primary Indicator	Indicates Primary Rank for Employee.  Only one rank may be set as “Y” for yes.  All other ranks must be “N” for no.   If an employee holds a Senior Administrator appointment, it is considered their primary appointment.  Senior Administrators include the Chancellor, Provost, Deans and some Administrative Directors.	Y = Yes N = No
Fac Prim Indicator	Denotes primary faculty rank.  Only one rank may be set as “Y” for yes.  All other ranks must be “N” for no.	Y = Yes N = No
Non Fac Indicator	This field should only be indicated for appointments to Non Faculty positions. The non faculty indicator is determined based on the type of position that was approved when established and should be found on the position approval letter. For definitions of EPA Non Faculty types, click here.	1 = Research 2 = Instructional 3 = Senior Admin Tier I 4 = Senior Admin Tier II
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 $
Supp Rate	Administrative and Other Term Supplements such as Chair/Assistant Chair stipends, advisor stipends or Dean stipends.	123456 No commas or $
Total Salary	Calculated field which is the sum of the Base Rate and the supplemental rate when applicable.	Display only
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
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
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. 01/31/2005)
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 associated with a particular expenditure.	Must be alpha and/or numeric
Sub Acct	Used with InDepth. InDepth internal accounts that are related or tied to a specific legacy account.	123
Sub CD	Used with InDepth. These subcodes are used to create individualized "extensions" for existing legacy subcodes to further itemize charges to a specific subcode.	12345
Dist FTE	Distributed FTE - This is a calculated field; defaults to the account % times the Employee FTE.	12
Acct %	This is a calculated field; the total of all fund source distribution lines must equal 100%. If only one line of fund source distribution, this will be 100%. Calculate the % based on the Total Salary	Display only
Document Attach	Allows user to attach documents to EPAWeb actions. Click here for help with this feature.	Display only
Comments	open field for justifications	Free form entry

3     Fill in all of the relevant data fields for this new employment action.  (* indicates required data)

4     Once the Salary/FTE Distribution section of the form has been completed:

5     Click the recalculate button to validate that the source distribution totals up to the base rate.  (skip this step if this is a zero salary appointment)

6     Enter comments as necessary.

7     Click  to start the approval routing of the action to the payroll department.

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Routing Rules

Approval/notification routing for actions prepared in the EPAWeb Personnel Action System is determined by:

·      What type of EPA appointment the employee has.

·      What type of action is prepared.

·      Which department initiates the action (for employees with joint appointments).

·      How routing is setup for the department(s) involved.

For more detailed information on approval/notification routing, click here.

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