GREN ePAF Grad Asst. Renewal

GREN ePAFs are only used for Graduate Assistant contract renewals. Meaning, a completed GREN “reactivates” an existing Graduate Assistant record for the employee’s next contracted appointment. The position number and timesheet org must match the previous contract (job record). The dates must not overlap with the previous contract.  

Please submit a PAF through Jotform (Job Change New Position) to HR Operations in ImageNow if the employee has not held the position number before (or has not held the position number in the timesheet org before).

Example: An employee has had a TR0012 position before, but they have not held an AF0012 position before. Or, if an employee has held a TR0012 position in timesheet org 1342, the job record to be set up is in TR0012 but in timesheet org 1455. In both of these cases, a PAF must be submitted.  

• ePAF Errors and Solutions: A list of common error messages and how to resolve them. If you are not able to resolve error messages, please contact pafs@vcu.edu for assistance.

• Employee History Report: A review on how to access the Employee History Report and what the data means regarding your employee’s status in Banner.

• NBIJLST Instructions: A guide on how to review your employee’s job records in Banner. This may help determine if a job record already exists on the desired effective date, which positions the employee has had, etc. 

• ePAF Statuses and Glossary: A guide on ePAFs terms and statuses, as well as an overview on Effective Dates vs Personnel Date

Before submitting any electronic Personnel Action Forms (ePAF), the routing queue must be set up.

1. Log in to Banner.

2. Search for “NTRROUT (Electronic Approval Routing Rules)” 

3. On the NTRROUT screen, enter the Approval Category “GREN”. Hit “GO”.

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4. Two Level Codes should appear: HROAPR (Level 78) for the Required Action “Approval”  and HROAPL (Level 88) for the Required Action “Apply”.

5. Click on the User ID field for Level 78. Enter “HREPAF”.

6. Click on the User ID field for Level 88. Enter “HREPAF”.

7. The User ID Name fields should populate to “HR EPAF”. 

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8. Click SAVE. 

1. Return to the Banner homepage.

2. Search for “NOAEPAF” (Electronic Personnel Action). 

3. Enter the following information:

   1. ID: Enter the employee’s VID.

      1. If the VID is not known, use the Search function on the right hand side of the ID field. 

   2. Transaction: Leave blank

   3. Query Date: Effective date of transaction

   4. Approval Category: GREN (Grad Asst Renewal)

   5. Approval Type: GREN1 (Grad Asst Renewal) will default.

   6. Position: Enter the position number for the employee.

      1. To fill this field using NBIJLST:

      2.  

         1. Click on the Position search function

         2. Click on “List of Employee’s Jobs (NBIJLST)”

         3. Double click the desired position number to return to NOAEPAF.

   7. Suffix: Enter the suffix of the position number.

      1. Defaults to the selected position if filled using NBIJLST. 

4. Hit "GO".

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NOTE: If you do not see any information in the Current Value column verify the correct suffix is being used, as that identifies that you may not be using the correct suffix or the employee has never held this position.  If they have not held the position number before a paper PAF will be required for the position. 

1. Enter the following information in the New Value column (fields with stars are required):

   1. Job Effective Date*: Enter the effective date for the new Graduate Assistant contract appointment.

      1. Note: This date must be aligned with the pay period begin dates (10th or 25th). 

      2. Note: This date must be greater than the Last Paid Date AND after the end date of the previous Graduate Assistant contract. 

   2. Job Status*: Defaults to A

   3. Change Reason*: Defaults to GRE

   4. Annual Salary*: Enter the total salary amount.

      1. If the salary NOT changing, type in the Current salary in the New Value column.

      2. If the salary IS changing, type the NEW salary in the New Value column.

   5. Pays*: Enter the number of Pays.

      1. Pays are the number of pay periods in between the start and end date.  

      2. If the contract length is the same as the previous contract, fill out Pays to be the same as the information that is in the current value column.

      3. If the contract length is different that the previous contract, fill out Pays to correspond with the length of the new contract.

   6. FTE*: Enter the FTE. 

      1. Typically the maximum FTE is 0.5.

   7. Hours per Day*: Enter the Hours Per Day. 

   8. Hours per Pay*: Enter the Hours per Pay. 

   9. Factor*: Enter the number of Factors. This will match number of Pays. 

   10. Begin Date and Job End Date: For information only. Leave blank.

   11. Supervisor ID: Enter the Supervisor V# 

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   12. Click “SAVE”. 

   13. Click “TOOLS”, then “Next Action”. You will be routed to the NOAEPAF Home Screen, which now shows your ePAF is in “Waiting” status, and the ePAF transaction number. Hit GO.
       

1. Enter the following information in the New Value column:

   1. *Job Effective Date: enter the effective date for the termination of the Graduate Assistant appointment.

      1. Note: This date must be aligned with the pay period end dates (9th or 24th). 

      2. This date must be aligned with the job start date and number of Pays. For example, if the start date is 08/10/2024 and number of pays is 24, the termination date is 08/09/2025.

   2. *Job Status: Will be pre-filled to T (terminate).

   3. *Job Change Reason: Will default to “3T08”. Do not change.

   4. The next two rows (Job Begin Date and End Date) are for information only. Leave blank.

   5. Salary Group: Will default.

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2. Click “SAVE”. Click “TOOLS”, then “Next Action”. You will be routed to the NOAEPAF Home Screen. Hit GO. 
   
   
   

1. Enter the following under the New Job Labor Distribution section:

   1. Index: Based on department

   2. Account: 532110

   3. Percent: Percent of funding provided by the Index.  

      1. Percent Total must equal 100%

      2. To add additional lines click “Insert”  to remove lines click “Delete” located in the upper right-hand side of the current block “New Job Labor Distribution”.

   4. Note: the Labor Distribution Effective Date must be the same as the Job Effective Date. 
      
      
      

2. Click “SAVE”. 

3. Click “TOOLS”, then “Submit Transaction". You will see a green message saying "Transaction Submitted". Verify that the ePAF's status says "Pending". 
   
   
   

When a correction needs to be made on an ePAF, HR Operations will move the ePAF into the Return/Correction status.  

When the initiator logs into Banner they will receive the following message "You have 1 Electronic Approvals Transactions. Do you wish to view them now?"  Click "Yes". The system will then ask if you would like to receive additional notifications during your session. Click "Yes".

Banner will take you to NOAAPSM to see what has been returned for correction. 

Change the “Transaction Status” to “Return/Correction.” Change the “Queue Status” to “All”. Click "Go". This will give you a list of all actions that have been returned for corrections.  

You can click on the transaction you wish to view. Go to the "Other Information and Comments" tab to see why it was returned.   

To review the ePAF and make the needed corrections, click "Tools" and select "Queue or Routing Information (NOAEPAF).” Make the needed changes. Click "Tools" and select "Submit Transaction". This will move the ePAF back to a Pending status. 

Once the ePAF Transaction is in Pending status, the HRIS Analyst will move forward to review, approve, and apply the transaction request.   At this point, the ePAF transaction is considered complete.