Entering New Affiliates (NEWAFFL, AFNEW1, AFNEW2, AFNEW3)
- Former user (Deleted)
- Kathy Argel
- Romona
- Asia Seaborne
Entering New Affiliates (NEWAFFL) | Log into Banner with your username and password. If you haven’t already done so, set up your routing queues: AFNEW1, AFNEW2, AFNEW3. Go to entering new affiliates (NEWAFFL) and hit Enter. Click the + next to the ID box. This action should enter the word GENERATE in the box next to ID. Click the ... next to the Matching Source box. Choose EXPRESS HIRE and click okay. Go Complete the following fields. You must completely fill out all of the following fields - do not fill out any additional fields or you will cause an error. Last name First name Address Type – select AF for Affiliate Address. Address – enter Street Lines 1, 2, and 3 as needed; City; State; ZIP. If you are using a campus address, do not include "PO" before "Box." For contractor affiliate types, use Address Line 1 for the Company Name. SSN/SIN/TIN – please enter a social security number; if the person does not have a social security number, contact HR Security at hrsecurity@vcu.edu for guidance. Birth Date – enter birth date day, birth date month, and birth date year. Gender – select Male or Female from the drop-down. When finished, click Duplicate Check. (This action will allow you to check to see if you are trying to create a record that already exists in Banner). Duplicate record? If Yes, click on the record of the person you want. Then click Select ID. If No, click Create New to create the new record and then click Okay in the popup notification. If you are not sure whether your affiliate matches an existing Banner record, contact VCU Human Resources at 827-1770. Click the X at the end of the toolbar. This action should open another form called Electronic Personnel Action (NOAEPAF). | |
AFNEW1Affiliate personal information | Enter/select the following: ID: The ID number will default. Searching for VIDs If you need to find the VID, use the Search function: click ... on the right hand side of the ID field, and choose the search function SOAIDEN – List For Person. Transaction: Leave blank. Query Date: Date of information desired. Note – You can use today’s date as a default Approval Category: AFNEW1 (Affiliate Identification). Approval Type: AFNEW1 (Affiliate Identification). Go (or Alt+page down). If you receive a message that says, “*WARNING* User does not have access to view current values,” STOP! Please make sure you are renewing an affiliate that is in your department because you do not have access to this person’s data. For any questions please reach out to hrsecurity@vcu.edu. If a box pops up that says “Telephone Options,” click NEW. (This box may not appear.) Leave the Telephone Seq. No. field blank. Telephone Type defaults to AF; do not change this. Complete the Area Code and Telephone Number fields; do not use dashes or parentheses. Example for Area Code field: 804 Example for Telephone Number field: 5551212 On the Unlisted Telephone row, designate whether or not you want the affiliate's name and email address to show in the VCU Directory. Type “Y” for Yes in the “Unlisted Telephone” field if you do not want to publish the affiliate’s information in the People Search. Type “N” for No in the “Unlisted Telephone” field if you want to publish the affiliate’s information in the People Search. On the Citizenship row, loaded affiliates will have a defaulted value of Y (Yes). If the Affiliate is a non-citizen, change it to N (No). On the Ethnicity row, loaded affiliates will have a defaulted ethnicity of “X” for Unknown. Save. Click Tools > Submit transaction If you successfully submitted your transaction, the transaction status will change from “Waiting” to “Approved." If an error occurs, this transaction is not complete. If you have an error, the Electronic Approvals Error Message (NOIEMSG) form will appear. Hit Next Block to see the error(s) that has occurred with this Contact HR Operations if you don’t understand the error(s). Before you move on to the next step, there is a process that runs behind the scene in Banner that will move this transaction to from approved to completed. This process runs every ten minutes, so check back on this transaction; when you see it in a status of completed, you may move on to the step below.
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AFNEW2Affiliate employee information | Go to Electronic Personnel Action (NOAEPAF). Enter/select the following: ID: Enter the VID. Searching for VIDs If you need to find the VID, use the Search function: click ... on the right hand side of the ID field, and choose the search function SOAIDEN – List For Person. Transaction: Leave blank. Query Date: Date of information desired. Note – You can use today’s date as a default. Approval Category: AFNEW2 (Affiliation) Approval Type: AFNEW2 (Affiliation) Go (or Alt+page down). If you receive a message that says, “*WARNING* User does not have access to view current values,” STOP! Please make sure you are renewing an affiliate that is in your department because you do not have access to this person’s data. For any questions please reach out to hrsecurity@vcu.edu. The first two rows will be defaulted: Employee Status (defaults to A) Employee Class Code (defaults to AF) In the Employee Group Code row, under the heading NEW VALUE, click on the drop-down and select the Affiliate Group code that applies. The Home COAS field will default to V. Do not change this. In the Home Organization row under the heading NEW VALUE, key in the Home Organization code for the Affiliate. The Distribution COAS will default to V. Do not change this. In the Distribution Organization row under the heading NEW VALUE, key in the same data that you keyed in as the Home Organization value. In the Current Hire Date row under the heading NEW VALUE, key in the Start Date for the Affiliate. Save ( or F10). Click Tools > Submit transaction. If you successfully submitted your transaction, the transaction status will change from “Waiting” to “Approved.” If an error occurs, this transaction is not complete. If you have an error, the Electronic Approvals Error Message (NOIEMSG) form will appear. Choose Go to see the error(s) that has occurred with this transaction. Contact HR Operations if you don’t understand the error(s). STOP! WILL THIS AFFILIATE SUPERVISE VCU EMPLOYEES? UNLESS THE AFFILIATE WILL SUPERVISE VCU EMPLOYEES, YOU ARE DONE.
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AFNEW3Affiliate job (for supervisors) | About affiliates who supervise VCU employees Affiliates who supervise VCU employees should have an active email to receive notifications from VCU RealTime: · If the affiliate is a VCU Health System employee with an active @vcuhealth.org email address, please contact HR Security (email hrsecurity@vcu.edu) to make sure the email address is included in the Banner record. · If the affiliate is not a VCU Health System employee, please email drgee@vcu.edu to request a VCU email account for them. If the affiliate will supervise VCU employees, there is one more step. Before you move on to the next step, there is a process that runs behind the scene in Banner that will move this transaction to complete. This process runs every ten minutes, so check back on this transaction; when you see it in a status of complete, you may move on to the step below. Go to Electronic Personnel Action (NOAEPAF). Enter/select the following: ID: Enter the VID. Searching for VIDs If you need to find the VID, use the Search function: click ... on the right hand side of the ID field, and choose the search function SOAIDEN – List For Person. Transaction: Leave blank. Query Date: Date of information desired. Note – You can use today’s date as a default. Approval Category: AFNEW3 (Affiliate Job) Approval Type: AFNEW3 (Affiliate Job) Position: AFSUP1 (Affiliate Supervisor) Suffix: 00 Go (or Alt+page down). If you receive a message that says, “*WARNING* User does not have access to view current values,” STOP! Please make sure you are renewing an affiliate that is in your department because you do not have access to this person’s data. For any questions please reach out to hrsecurity@vcu.edu. Most of the fields will be defaulted. Enter the following: In the Begin Date row under the heading NEW VALUE, enter the begin date. Note: If there is already a date in the Current Value column, You can use today’s date. In the Jobs Effective Date row under the heading NEW VALUE, enter the effective date. Note: You can use today’s date. In the Personnel Date row under the heading NEW VALUE, enter the personnel date. Note: You can use today’s date. In the Timesheet Orgn row under the heading NEW VALUE, key in the Timesheet Organization for the Affiliate. Save ( or F10). Click Options > Submit Transaction. If you successfully submitted your transaction, the transaction status will change from “Waiting” to “Approved.” If an error occurs, this transaction is not complete. If you have an error, the Electronic Approvals Error Message (NOIEMSG) form will appear. Click Go to see the error(s) that has occurred with this transaction. Contact HR Operations if you don’t understand the error(s). |
