Volunteer EPAF (VOLHR)

Issue/Question

How do I submit an EPAF for a volunteer?

Environment

• EPAF System
• Banner 9

Cause

A department is hiring a volunteer and needs to enter their volunteer record into Banner

Resolution

Prior to Submitting the Volunteer EPAF, the superuser must:

1. Complete the Volunteer Agreement Form through DocuSign
2. Verify the employee does not have an active paid job
   1. If the volunteer does have an active paid job, DO NOT submit the volunteer EPAF
      • Appointment of Voluntary Individual – VOLHR

When beginning the EPAF, you will need to complete the initial steps in the landing page of our EPAF Guide to create and or find the employee’s ID.  After you have completed the initial identification steps and clicked on the “Go” button, you will be taken to the first screen.

Note: If the person exists, then you will be given the option of selecting the current institutional (IN), mailing, or permanent address in the system.  Choose the IN address and select the Go button.  The screens for existing employees will have two columns:  one titled “Current Value” and one titled “New Value”.  You can type or click the info into the “New Value” columns.

General Person Information – Step 1

1. Enter the legal name of the applicant/employee
   1. First Name
   2. Last Name
   3. Middle Name or Middle initial
2. Leave the Name Type as Not Selected.  This will populate in Banner a name type of NULL.  This is the appropriate name type to go with the SSN Name
3. ID will say Generated
4. Birth Date must be MM/DD/YYYY
5. Citizenship will auto-populate to US (US Citizen) due to the number of US Citizens that are hired.
   1. If you have a non-US Citizen, then you need to select from the drop down the correct citizenship based on the Volunteer Work Agreement
6. Select ethnicity based on the Volunteer Work Agreement
   1. An ethnicity must be selected.  Unknown or Not Disclosed cannot be used
7. Select Gender
8. SSN number must be populated without dashes
   1. If the volunteer does not have an SSN, then contact the HR Office to generate a fake SSN number.  This is a critical item – please pay special attention when entering
9. Select the marital status of person
10. Enter the Institutional Address:
    1. Address From Date should be populated to match the hire date
    2. The Address should be populated according to the Institutional Address.  Enter the Department Address
    3. Enter the City in which the department address is located
    4. State of SD will auto-populate, however, if you need to select a different state, select from the drop down
    5. Zip Code can be populated from drop down or entered manually. It should match the city for which the department is located
    6. Address Sequence must be left Blank (NULL)
    7. Address Type is IN. Do not change this as it indicates Institutional Address
11. Leave County Blank
12. Inactive Address must be loaded as “No”. This simply means the address is active

Voluntary Information – Step 2

1. Employee Class Code must be e-class 45
2. The Employee Status should be Active
3. Home COAS is always S
4. Home Organization can be entered according to the department’s timesheet org
   1. Example: 2DOHR1 for HR or 2NBUS1 for Business School
5. Current Hire Date is the effective date of employment. It must be loaded as MM/DD/YYYY
6. District Code must be populated with one of the following codes:
   1. UPR—University of South Dakota Proper
   2. SOM—School of Medicine
   3. UC—USD Sioux Falls
7. Distribution Orgn will be the same as Home Organization
8. Distribution COA will always be “S”
9. Location Code must be filled with the Home Employer (USD for all USD employees).
10. College Code must be populated with the college or department area that the position belongs under.  This is essential for reporting purposes.  Use the codes beginning with “U”, not the ones with a “2”
11. Term Reason
    1. Code will be V4 for all volunteers
12. Termination Date. Enter term date for appointment. Appointments cannot go beyond 1 year of employment without completing a new EPAF

Routing Queue

1. Enter the appropriate routing queue for your department and campus
2. If there is a queue that pre-populates, data must be entered.  Others could be populated if desired

Note: Refer to the Routing Queue Article for more clarification

Comments

1. Enter Comments which support the action such as what the volunteer position is for
2. Once completed, click the Save button
3. Then click the Submit button, either at the top or bottom of the page
4. If there are errors, they will be generated at the top
   1. A Warning will still allow the EPAF to be submitted
   2. Errors must be corrected.  If an error occurs, fix, save again, and then submit

You will get a green message at the top when the transaction has been submitted successfully