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Student Worker Job Change ePAF (SWCHG)

Student Worker Job Change ePAF (SWCHG)

Owned by Romona
Last updated: Mar 12, 2025 by Rebekah Finley
Overview

SWCHG is a Student Worker Job Change ePAF. It is used for either adding a job to the employee’s record or changing the wage of an employee’s current job. To initiate the SWCHG ePAF,  the employee must be Active in Banner to use this ePAF. 

If the employee is not Active in Banner, meaning they are a New Hire or Rehire, use the Student Work New-Hire/Re-Hire (SWHIRE) ePAF.

To add a job, please use one of the following action reasons: 

  • X2X (Non-Benefited to Non-Benefited)
  • HJB (Hire into a New Job)

To change the wage of a current job, please use one of the following action reasons:

  • UOA (Equity Adjustment) 
  • UOD (Change in Duties)
  • UOR (Retention)

Please see the ePAF/PAF Processing Guidelines for more information. 

Please note: 

  • 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 WSCHG ePAF. 
  • No additional paperwork is required for HRIS to complete this transaction. 

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

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 “SWCHG”. 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: SWCHG (SW Job Change)
    5. Approval Type: will default to SWCHG. Do not change.
    6. Position: Enter the position number for the employee.
      1. To fill this field using NBIJLST:
        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.
      2. Note:  The Position Number must be S00001 Student Worker. Do not enter W00001 Work Study. To complete a transaction for a Work Study, use the WSCHG ePAF.
    7. Suffix: Enter 00 or the correct suffix for this position for the employee. 
      1. Defaults to selected position if filled using NBIJLST.
  4. Hit “GO”. 

NOAEPAF

Transaction Tab

  1. Enter the following information in the New Value column (fields with stars are required):
    1. If you do receive an error message "Begin Date and Step must be entered for a new job", enter the effective date into this field. 
    1. NOTE: Verify that the New Value record does not have the same effective date as the Current Value record by viewing the employee’s job record on NBIJLST. Otherwise, the New Value record is going to override the Current Value record.
    1. Example: The system will only allow you to enter the Effective Date of 9/25, but the true date of the action is 9/10. The Jobs Effective Date will be 9/25, and the Personnel Date will be "backdated" to 9/10.
    1. Enter either RIBS (for Institutional Base Salary) or EIBS (for ECC IBS) 
    2. If neither apply, leave the field blank.
    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 WSCHG ePAF due to the Position Number and Employee Class Code mismatch. 
    2. *Job Change Reason: Enter the action reason
    3. Begin Date: Leave blank.
    4. *Jobs Effective Date: Enter the effective date
    5. Personnel Date: True effective date. In most cases, effective date and personnel date are the same, unless it's a retroactive transaction. 
    6. *Timesheet Orgn: Enter the Timesheet Organization code
    7. *Supervisor ID: VID of Supervisor
    8. Title: Enter the Employee Position Title
    9. *Regular Rate: Enter hourly pay rate for employee
    10. *Contract Type: P for "Primary" job or O for "Overload" job 
    11. Job Location: If the job is Overload, use the Institutional Base Salary decision tree to determine which code, if the job meets the conditions, to use. 
    12. FTE: Defaulted to the maximum value of “.70”, but can be edited
    13. Hours per Day: Defaulted to maximum value of “5.6” but can be edited
    14. Hours per Pay: Defaulted to maximum value of “60.68” but can be edited
    15. Job Status: Default to “A”
    16. 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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