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Job Aids
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Utilize this action to hire a person who has never worked at UWG or another USG institution (has no Employee ID).
Staff Monthly (54A, 54X, 54Y)
Staff Hourly (54H, 54J)
Staff Temporary Monthly (54L)
Staff Temporary Hourly (54C)
Student Assistant (54T)
Federal Work Study (54W) -
Utilize this action to rehire an employee who previously worked at UWG (has an Employee ID).
Staff Monthly (54A, 54X, 54Y)
Staff Hourly (54H, 54J)
Staff Temporary Monthly (54L)
Staff Temporary Hourly (54C)
Student Assistant (54T)
Federal Work Study (54W) -
Utilize this action for an employee who currently is employed at UWG and accepts a position in another department on campus. The department hiring the employee should initiate the ePAR.
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Utilize this action to hire an employee who currently works at another USG institution and has an Employee ID.
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Utilize this action to change the chart string where the employee's salary will be charged. Refers to change in account, fund, department, program or class code.
Staff Monthly (54A, 54X, 54Y)
Staff Hourly (54H, 54J)
Staff Temporary Monthly (54L)
Staff Temporary Hourly (54C) -
Utilize this action when a federal work study student is changing to a student assistant position or a student assistant is changing to a federal work study position.
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Utilize this action for any employee going on paid or unpaid leave as a result of personal leave, family medical leave, military leave, or suspension. Leave of absence approval is required from Human Resources prior to submitting the ePAR.
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Utilize this action for indicating the date an employee is returning to work from a leave of absence.
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Utilize this action for changing the hourly, monthly or annual pay rate. If funding source is also changing in addition to the pay amount, this action can be used to change both items. This action should also be used to change an employee's percent of work (FTE).
Staff Monthly (54A, 54X, 54Y)
Staff Hourly (54H, 54J)
Staff Temporary Monthly (54L)
Staff Temporary Hourly (54C)
Student Assistant (54T)
Federal Work Study (54W) -
Utilize this action when an employee is being promoted from one position number to another position number within the same department.
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Utilize this action when a benefited employee's duties change to the extent that a new job description and title is required; the person remains in the same position number and the position remains with the same department. Prior reclassification approval is required from Human Resources (through PeopleAdmin) before submitting the ePAR.
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Utilize this action when an employee, regardless of employee type, leaves employment at UWG.
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Utilize this action when there is a change in supervisor or in who approves the employee's time card.
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Utilize this when approving an action in the ePAR system.
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This document will provide users with information regarding the changes associated with the ePAR upgrade resulting in an enhanced user interface
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FAQ
1. How can I view the workflow routing that will be used for my ePAR transaction? The workflow diagram can be utilized to view the workflow routing for each pay group.
2. Is there a template available to initiate multiple ePAR's at the same time? No, the system does not offer templates. Each ePAR must be initiated separately.
3. Why does the format of an employee's name appear differently in different fields on the form? The data that pre-populates on the form is pulled from tables within OneUSG Connect and PeopleSoft. The format of an employee's name may not be consistent across both systems.
4. Why can I not see an ePAR in 'My Tasks' when I know there is one assigned to me because another employee notified me? You must have attended ePAR training and submitted a security request form to the Center for Business Excellence in order to obtain access to the system. If you have already done both of these tasks, please contact the ePAR team @ ePAR-list@westga.edu to assist.
5. My supervisor is out of the office and an urgent ePAR is awaiting his/her action and must be approved immediately before the payroll deadline. What should I do? If your supervisor has access to a computer, he/she can approve the form from off campus. If the supervisor is not available to approve the form, temporary delegation can be established but the supervisor of your supervisor must approve. Please contact the ePAR team @ ePAR-list@westga.edu to assist.
6. When I enter the position number in the 'OneUSG Position Number' field on the form, none of the data populates in the gray fields and the red alert symbol shows above the fields. What should I do? Verify that you have entered the correct position number in the field (8 digits). If the position number was entered correctly, please contact the ePAR team @ ePAR-list@westga.edu to assist.
7. When I open the form using the 'Process' button, I cannot see the section to the right where I can add a comment. There is an arrow on the far right border of the lower window that allows the comment/history/related documents window to either by shown or hidden. Click on the arrow to view the hidden section.
8. If an initiator is out of the office and I am initiating an ePAR on behalf of them, can they still see the ePAR when they return? No, the initiator would have no access to the form. Only those directly in the workflow path will have access to view the form. The 'on behalf of' field is for informational purposes only and does not grant access or redirect the form in any way.
9. If I am transitioning a student who is paid from a grant account to our departmental budget funds, how will I prepare the paperwork since grants are not processed through ePAR yet? Submit a paper separation PAR for the grant account and electronic PAR to rehire using the departmental funds.
10. Which browser works best for the ePAR system? We recommend Firefox or Chrome.
11. What action do I use for SRAP positions? SRAP is treated like a regular student transaction. It routes to the SRAP approver since the position is set-up in the specific SRAP department ID. If the separation date is different from the normal auto-termination row date used for students, indicate that information in the PAR summary box to notify payroll. If a student changes from SRAP to regular department funding, a separation and a rehire ePAR is needed to process the change.
12. When Payroll process the ePAR for a new hire, do they add the new Employee ID assigned to the form? If so, can the initiator see the Employee ID that has been added under historical documents? Yes, they do add it to the form and yes, the initiator should be able to view it under historical documents.
13. Where can I find my vacant or filled position numbers? Position numbers can be found on the Budget Services website (Budget Management Tools > Position Management > Position Numbers-Active) or by using the 'Employee ID and Position Number Report' under the My Reports section in Core Integrator.
14. How can I check the status of a previously submitted ePAR form to ensure that it was fully approved and processed? In the Document Status menu section, click the 'Personnel Action Request' link. This will show you transactions that you initiated that are currently in process. You can utilize the filter option to filter on a particular employee name. If you don't find your transaction in document status, it has finished and can be found in the Historical Documents menu section. Click on 'Personnel Action Request' link under Historical Documents to see all transactions that have moved to a finished state.
15. If the Level 1 approver initiaites an ePAR transaction does it then skip that individual at the Level 1 approver level? Yes, the workflow routing does check to see if the initiator is the Level 1 approver and will bypass if the initiator and Level 1 approver are the same. The same is true for the Level 2 approver.
16. When the "Time and Absence" approver on a new hire is different from the "Reports To" supervisor, should both people be entered on the ePAR? Yes, the supervisor field on the ePAR is used as the "Reports To" supervisor. If the "Time and Absence" approver is different, please include this information in the ePAR Summary box. Please include the employee name and ID for the time and absence approver.
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Training
Please register for ePAR instructor led sessions through DevelopWest.
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Forms
To request access to the ePAR system:
- All users must attend ePAR training
- Initiators and Approvers should submit the IT Business Systems Security Request Form
- Custom Group Approvers (i.e. HR, Budget, Payroll, Career Services, etc.) should submit
the IT Business Security Request Form and the ePAR Custom Group Request Form
All completed forms should be sent to the Center for Business Excellence, Row Hall Room 317.