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Student Worker New-Hire/Re-Hire (SWHIRE) ePAF

Student Worker New-Hire/Re-Hire (SWHIRE) ePAF

By Romona
Mar 12, 2025
Overview

SWHIRE is a Student Worker New Hire/Rehire ePAF. It is used when the employee is NOT Active in Banner: they are either a New Hire (have not previously been employed by VCU) or a Rehire (have been employed by VCU, but now Terminated in Banner). 

If the employee is a New Hire, use the action reason HNW. If the employee is a Rehire, use the action reason HRE. 

SWHIRE ePAFS are only reviewed by HRIS upon receipt of hire paperwork in its entirety ImageNow. Send hire paperwork to the "HR Operations" workflow queue in ImageNow for HRIS to process the hire.

This ePAF will set up the job in the eClass “SW”, which is only used for Student Worker positions. This field is not editable. To set an employee in a Work Study position please use the WSHIRE ePAF.


Helpful Tools
  • 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
  • Processing a SWHIRE ePAF: Kaltura video guide on submitting a SWHIRE ePAF
Setting Up a Routing Queue

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 “SWHIRE”. Hit “GO”.

  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”. 

  8. Click SAVE. 
NOAEPAF Home Page
  1. Return to the Banner homepage.
  2. Search for “NOAEPAF” (Electronic Personnel Action). 
  3. Enter the following information:
    1. If the VID is not known, use the Search function on the right hand side of the ID field. 
    1. ID: Enter the employee’s VID. 
    2. Transaction: Leave blank
    3. Query Date: Effective date of transaction
    4. Approval Category: SWHIRE (SW New Hire/Re-hire)
    5. Approval Type: will default to WGHIRE. Do not change.
    6. Position: Enter the position number for the employee. 
      1. Note: The Position Number must be S00001 Student Worker. Do not enter W00001 Work Study. To hire a Work Study, use the WSHIRE ePAF. 
    7. Suffix: Enter 00 or next available suffix for employees who are being rehired.  If you need assistance determining what suffix to use, contact HRIS. 
  4. Hit “GO”. 

NOAEPAF Transaction Tab
  1. Enter the following information in the New Value column (fields with stars are required):
    1. Employee Class Code: Defaults to “SW”
      1. Note: "SW" stands for "Student Worker". This must match the Position Number, S00001. If your Position Number is W00001, HRIS will return the ePAF and request a WSHIRE ePAF due to the Position Number and Employee Class Code mismatch. 
    2. *Job Change Reason: Enter the action reason HNW (New Hire) or HRE (Rehire)
    3. *Current Hire Date: Enter the effective date
    4. *Begin Date: If an employee has had the same position and suffix, leave this field blank.  If they have not had this position and the suffix is in a prior position, enter the job effective date.
    5. *Jobs Effective Date: Enter the effective date
    6. Home Organization: Enter the 4 digit Home Organization code
    7. Distribution Orgn: Enter the 4 digit Home Organization code
    8. *Timesheet Orgn: Enter the Timesheet Organization code
    9. *Supervisor ID: VID of Supervisor
    10. Title: Enter the Employee Position Title
    11. *Regular Rate: Enter hourly pay rate for employee
    12. FTE: Defaulted to the maximum value of “.50”, but can be edited
    13. Hours per Day: Defaulted to maximum value of “4” but can be edited
    14. Hours per Pay: Defaulted to maximum value of “43.34” but can be edited
    15. *Contract Type: Defaults to “P” for Primary
    16. Employee Class Code: Defaults to “SW” 
    17. Home COAS: Defaults to “V” 
    18. Distribution COA: Defaults to “V” 
    19. Job Status: Default to “A”
    20. Salary Group: Defaults to 2024

  2. Click “SAVE”. 
  3. Click “TOOLS”, then “Next Action”. You will be routed to the Job Labor Distribution tab.
NOAEPAF
Job Labor Distribution Tab
  1. Enter the following under the New Job Labor Distribution section:
    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”.
    1. Index: Based on department
    2. Account: 530110
    3. Percent: Percent of funding provided by the Index.
    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”. 
    1. You should receive a green message that says “Transaction Submitted”. 
    2. The ePAF Transaction status should now say “Pending”.

Correcting a Returned ePAF

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.



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