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Student Worker and Work Study ePAFs

Student Worker and Work Study ePAFs

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

Student Worker and Work Study ePAFs are only used for Student Worker (S00001) and Work Study (W00001) positions. 

There are two types of Student Worker and Work Study ePAFs: 

  • CHG ePAFs: Used for Active employees only. Used to add an Overload job, move the employee to a new Primary job, or change the hourly rate of a current job.
    • This type of ePAF does not require additional paperwork to be sent in ImageNow. 
  • HIRE ePAFs: Used for Inactive employees: employees that have no record of VCU employment in Banner (New Hires) or employees that have previously been employed by VCU, but are Terminated in Banner (Rehires).
    • NOTE: For all HIRE ePAFs, new hire paperwork must be sent to HR Operations in ImageNow. HRIS will not review the HIRE ePAF until new hire paperwork is reviewed in ImageNow. 

CHG and HIRE ePAFs are split into two types of ePAFs, depending on the relevant position for the action: 

  • For Student Workers (S00001), use SWCHG or SWHIRE ePAFs. 
  • For Work Study employees (W00001), use WSCHG or WSHIRE ePAFs. 

Using the correct type of CHG or HIRE ePAF is important, because the ePAF will automatically set the eClass (Employee Class) depending on the ePAF used. For example, SWCHG ePAFs automatically set the eClass as SW. This is not editable. If the position type (S00001 or W00001) does not match the eClass (SW or WS, respectively), HRIS will return the ePAF to be rekeyed under the correct type of ePAF. 

Please choose ePAF carefully to ensure that your employee's personnel action is processed in a timely manner.

Employment History Report

If you are unsure of which ePAF to use based on your employee's status (Active or Inactive), please review your employee's history via the Employment History Report. 

 How to access the Employment History Report:
  1. Log in to SAS by entering your VCU eID and password. https://sasbimid.vcu.edu:8343/SASLogon/login?service=https%3A%2F%2Fsasbimid.vcu.edu%3A8343%2FSASStoredProcess%2Flogin%2Fcas

  2. On the VCU Reporting Center home page, click on “List Available Stored Processes and Reports”.

  3. In the Stored Processes sidebar, click the ⊞ symbol next to the Personnel Administrators folder. A list of available reports will be displayed.
  4. Click on the Employment History Report. 
  5. Enter your employee’s VID. Hit RUN.
 What the report data means:
  1. If an employee has not been employed by VCU before, they are a New Hire. When viewing their data in the Employment History Report, only their ID and Name will show. This employee is a New Hire, therefore a NEW HIRE (HNW) action must be used, and hire paperwork must be sent to HR Operations in ImageNow. 
    1. Hire actions: SWHIRE ePAF for Student Workers (S00001) only, WSHIRE ePAF for Work Study (W00001) only
    2. If the only Employee Class showing is AF, this means they are an Affiliate and they have not been employed by VCU before. 

  2. If an employee has been employed by VCU before, but is currently Terminated in Banner, they are a Rehire. When viewing their data in the Employment History Report, their data and history show, but their Current Status is Terminated and their Job has an End Date. This employee is a Rehire, therefore a REHIRE (HRE) action must be used, and hire paperwork must be sent to HR Operations in ImageNow. 
    1. Hire actions: SWHIRE ePAF for Student Workers (S00001) only, WSHIRE ePAF for Work Study (W00001) only

  3. If an employee is currently employed by VCU, they are Active in Banner. When viewing their data in the Employment History Report, their Current Status is Active and their current job has no End Date (unless they are on a VISA, in which case their VISA end date is listed). A JOB CHANGE action reason may be used, and there is no paperwork required. 
    1. Job Change actions: SWCHG ePAF for Student Workers (S00001) only, WSCHG ePAF for Work Study (W00001) only.
SW/WS
ePAF Decision Tree

If you still need help determining which is the correct ePAF to use, please see the below decision tree. 

Helpful Tools
  • ePAF/PAF Processing Guidelines: A spreadsheet detailing action types by eClass. Includes what paperwork is needed per action, Change Reason codes, and helpful tips. 
  • 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
  • Kaltura Videos:

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