Graduate Assistant ePAF* Pre-Training Graduate School 1 (c) Wichita State University rev.11/24/09...

Graduate Assistant ePAF* Pre-Training

Graduate School

1 (c) Wichita State University rev.11/24/09

*ePAF Electronic Personnel Action Form

1) Type of Graduate Assistant (GA)

2) Is student eligible to hold a GA appointment

3) Contractual terms of appointment (work dates, pay period dates, weekly hours & stipend levels)

4) Who is the student’s appointment supervisor

5) Where will the work be performed

6) Funding source and does the organization have appropriate funding for the appointment.

Things to know BEFORE you start the ePAF:


Graduate Teaching Assistant (GTA) – Direct account code 1150 (115 ICAA) instructor of record for a course(s), can assign grades in Banner supervisor: department chair or graduate coordinator Course subject, catalog number, crn & credit hours

Graduate Teaching Assistant (GTA) – Assisting (Indirect) account code 1120 (112 ICAA) assist faculty member(s) in preparation and execution of a course(s), cannot

enter grades in Banner supervisor: faculty (chair or graduate coordinator)

Graduate Research Assistant (GRA) account code 1130 (113 ICAA) assist faculty in their scholarly and/or creative activities supervisor: faculty, PI

Graduate Staff Assistant (GSA) account code 1140 (114 ICAA) assist in non-teaching and non-research activities supervisor: unit representative, chair or graduate coordinator.


Graduate Assistantship (GA) Types

Must be a degree bound graduate student major code begins with the letter G and ranges from G10A thru G39Z, cannot be

non-degree (G40A thru G60Z) current versus future degree bound status

Must be in good academic standing Cumulative GPA 3.00 or higher cannot be on probation (academic or admission)

academic probation: student is not on admission probation and their Cumulative GPA has fallen below 3.00

admission probation: student must complete 9 hours of graduate coursework with a

Cumulative GPA of 3.00 or higher before removal from probationary status

Admitted Probation Codes: P1, P2, PK, PR, TB, TP, TR, TS


GA Eligibility:

Must be enrolled full-time (9 hours) during Fall/Spring Departments have the discretion to designate as little as 6 hours of

enrollment if a student’s cumulative appointments total .5 fte Summer GTA’s are required to be enrolled in 3 hours unless student

held an appointment in the preceding spring semester GRA’s & GSA’s may not be enrolled during summer & semester breaks

but must be admitted degree bound Cannot work more than 20 hours per week concurrently across all

active appointments [summer and breaks are excluded] Domestic students with approved exception cannot work more than 30

hours per week International students are prohibited from working more than 20 hours

per week by INS regulations.


GA Eligibility:

GA Appointments are semester/term specific and cannot overlap semesters/terms Fall & Spring are 20 week terms, summer is 12 weeks the Graduate School will not approve ePAFs until student registration

opens for the term of appointment Graduate Teaching Assistantships (direct 1150 & assisting 1120)

must have passed their Spoken English Screening Form (SESF) non-native speakers must also have a score of 50 or higher on the TSE or

SPEAK test, or a score of 23 or higher on the Speaking portion of the iBT TOEFL

have completed their Graduate Liability Training (GTA Orientation Workshops).


GA Restrictions:

Enrollment Verification Report located in the Reporting Services “HR ePAF Reports” folder

GA factors of interest on report registration/enrollment status major code academic standing current appointment status if active

If student is not listed in the Enrollment Verification report, contact the Graduate School.


How to Check for Eligibility:


Example of the Enrollment Verification Report:

Current Current Enrolled Next Next Third ThirdmyWSUID Last Name First Name Semester Status Hours UG/GR VISA SemesterStatus Semester Status

A123B456 Doe Jane 201010 Current 9 GR 201020 No Student Data 201030 No Student Data

WorkStudy Cum EarnedI9 Ind I9 Date Balance Major Hours Cum GPA Code Level Code Description Term Major

R 6/17/2008 0 G20F 25 3.97 ENGL P FS Full Standing (Grad School)200910 G20F

SchldPosition Effective Date Org Org Title Hrs/Wk EClass

996032 8/8/2009 102063 Sociology 20 GA

Total Hours/week 20

Enrollment Verification Run Date: 10/18/2009 4:57:42 AM Data Source: PROD

Identification Student Information Subsequent Semesters

Miscellaneous Information Additional Student Information

SESF Latest Decision

EmploymentActive Employment Information

Status

Graduate AssistantJob DescriptionGrad Teaching Assist- Indirec

EclassDescriptionGraduate Assistants (Non Ben)


Eligible to hold appointment (GRA or GSA):

Student is enrolled FT (9 hrs), degree bound major (G20F) & is not on admission or academic probation (A1, 3.56).

However, they have not completed and passed the SESF so cannot be a GTA.




R 6/17/2008 0 G20F 16 3.56 A1 Academic Admission 200910 G20F


Total Hours/week





Active Employment InformationEmployment EclassStatus Job Description Description


NOT Eligible to hold appointment:

Student is on admission probation* (P1) & even though she has a Cumulative GPA of 3.71, she has not completed 9 hours of graduate coursework

*Admission probation latest decision codes include P1, P2, PK, PR, TB, TP, TR & TS. To be removed from admission probation student must complete 9 hours of graduate coursework with a Cumulative GPA of 3.00 or higher.

Note- there may be instances where a student may remain on probation even though the GPA appears to meet the requirements for removal of probation. If unsure on whether probation has been cleared, contact the Graduate School.




R 6/17/2008 0 G20F 7 3.71 P1 Probation 200910 G20F


Total Hours/week








Student is on academic probation (Cumulative GPA under 3.00).




R 6/17/2008 0 G20F 18 2.87 A1 Academic Admission 200910 G20F


Total Hours/week







Eligible to hold appointment (GRA & GSA, not GTA until SESF):

This is a new student so there is no Cumulative GPA. Since the latest decision does not show being admitted on probation (P1,etc.) it means the student is not on probation.




R 6/17/2008 0 G20F 0 A1 Academic Admission 200910 G20F


Total Hours/week







NOT Eligible to hold a appointment for the future semester/term:

Student is eligible to hold an appointment for the current term but is NOT eligible to hold an appointment for the next term (201020) because they will be on probation.




R 6/17/2008 0 G20F 29 3.59 P1 Probation 201020 G11R


Total Hours/week







NOT Eligible to hold a appointment for the future semester/term:

Student has been admitted for the next term (201020) and would appear eligible to hold appointment BUT the Graduate School will not approve future appointments until student provides final transcript reflecting the ward of their degree.


A123B456 Doe Jane 201010 Current 12 UG 201020 No Student Data 201030 No Student Data


R 6/17/2008 0 A25A 121 3.59 T1 Tentative admission 201020 G20F


Total Hours/week








Student is not a degree bound student (G40W).




R 6/17/2008 0 G40W 11 3.29 A1 Academic Admission 200910 G20F


Total Hours/week







NOT Eligible to hold an additional appointment during current semester/term without an approved exception:

Student is currently working the maximum hours (20) so cannot accept an additional appointment during this semester.




R 6/17/2008 0 G20F 25 3.97 ENGL P FS Full Standing (Grad School)200910 G20F


996032 8/8/2009 102063 Sociology 20 GA

Total Hours/week 20






Graduate Assistant Grad Teaching Assist- Indirec Graduate Assistants (Non Ben)

Contractual terms include Work (Personnel) start and end (termination) dates Pay period start and end dates Hours per week (or hours per pay in ePAF) Stipend

Contractual terms must be considered simultaneously in order to avoid falling below the minimum hourly rates established by the University.


Defining the contractual terms of the appointment


Example Appointment contract (highlighted text comes from ePAF & Banner, contract may include addition information on in-state rates)

GRADUATE SCHOOL NOTICE OF APPOINTMENT

August 12, 2009 ****** CONFIDENTIAL MAIL ******

Jane Doe 123 Street Wichita, KS 67260 Congratulations on your appointment as a Graduate Teaching Assistant for the period August 18, 2009 to December 19, 2009. The stipend for this position is $4,157 and is subject to the policies of the State of Kansas, Board of Regents, and Wichita State University. Appointment terms are listed below: 1. You are expected to work 20 hours per week under the supervision of Dr. Sally Smith who will evaluate

your duties in accordance with departmental procedures and criteria. 2. You are expected to be enrolled in at least nine (9) graduate semester hours of coursework, for credit, for

appointments during the fall or spring semesters. Exceptions to allow graduate assistants to be enrolled in six to eight (6 – 8) hours may be approved by the chair of the department in which you are earning your degree.

3. You must maintain good academic standing (not on academic probation). Placement on academic probation may result in termination.

4. Under the terms of this appointment, you may be eligible for the State of Kansas to pay a portion of your premium, if you elect to enroll in the statewide Health Insurance Program for the semester of your appointment. Read the enclosed memorandum for further details.

5. Under the terms of this appointment, you are entitled to a 75% reduction of the resident portion of your total tuition, (excluding student fees). This tuition benefit may decrease your Stafford loan award amount.

6. You are required to attend the Graduate School GTA Workshop. You will receive information regarding the time and date of this workshop. Failure to attend the workshop may jeopardize your appointment as a GTA.

Changes in this appointment, including termination, may result in changes of these terms. Policies that govern the award of graduate appointments are available at http://webs.wichita.edu/inaudit/ch8_04.htm

Dean of the Graduate School

Please check the appropriate box below, sign and date both copies. Retain one copy for your records and return the other copy within two weeks to the Graduate School, Box 4. I accept this appointment and agree to abide by the terms and conditions identified above I decline this appointment Date Signature

Work dates (called ‘personnel date’ in ePAF) dates in which work is actually performed will appear on the student’s contract may not match the pay period dates but shouldn’t diverge by more than 2 weeks

Payroll dates (called ‘pay period’ in ePAF documentation) do not appear on student’s contract pay period dates do not reflect work dates but are instead based on fixed payroll

cycles to avoid having Banner report the appointment stipend as below the federal

minimum wage, you may need to adjust the pay period dates Hours per week

cannot exceed 20 across all active appointments must be one of the following: 5, 10, 16, 20 (will be multiples of 2 for ePAF entry) one time payments should be entered as 1

Stipends (called ‘annual salary’ in ePAF) semester/term specific, total amount to be paid to student for appointment must not fall below minimum hourly rates (see handout).


Contractual terms continued:


Work Dates and Minimum Stipend for Graduate Assistantship Appointments The start and end work dates for all GA appointments (GTA, GRA, GSA) are restricted to

the academic term of the semester (listed below are the most current dates). Semester of appointment earliest start date latest end date

Summer 2009 05/17/2009 08/08/2009 Fall 2009 08/09/2009 12/26/2009

Spring 2010 12/27/2009 05/15/2010 Appointment paperwork submitted prior to 30 days of the start of a semester will be

returned. The hours per week for all GA appointments (GTA, GRA, GSA) are restricted to the

following weekly hours: 20, 16, 10 & 5. In the case of one time payments, use 1 hour for weekly hours.

The rates below are applicable to Fall, Spring and Summer. The stipend levels below are meant to be minimum levels. GTA direct—calculate stipend by the following formula: # of weeks employed x # of hours worked per week x $9.89 = total stipend For GTA appointments less than the standard instructional 16 week semester hours per week Minimum stipend 20 hours $3,165 16 hours $2,532 10 hours $1,583 5 hours $791 GTA assisting—calculate stipend by the following formula: # of weeks employed x # of hours worked per week x $8.58 = total stipend GRA—calculate stipend by the following formula: # of weeks employed x # of hours worked per week x $8.58 = total stipend GSA---calculate stipend by the following formula: # of weeks employed x # of hours worked per week x $7.25 = total stipend


ePAF Graduate Appointment Hourly Rate Calculator

Enter the Personnel start date (mm/dd/yyyy), termination date, weekly hours and stipend below:

Personnel start date (mm/dd/yyyy)

Personnel termination

date (mm/dd/yyyy)

weekly hours** stipend

num. weeks hourly rate

0 #DIV/0!0.0

Hourly minimum rates*:GTA direct (1150) $9.89 Graduate Teaching Assistant (direct)

GTA assisting (1120) $8.58 Graduate Teaching Assistant (assisting)GRA (1130) $8.58 Graduate Research AssistantGSA (1140) $7.25 Graduate Staff Assistant

* hourly rates are subject to change, so check the Graduate School website for latest changes

EXAMPLE:



date (mm/dd/yyyy)



8/9/2009 12/26/2009 20 $3,645.00 20 $9.11 (example)19.9

(revised 06/24/09)

Compare the hourly rate to the rates below for the GA type. If the hourly rate is below the minimum, adjust the dates, hours or stipend to meet or exceed the minimum.

** weekly hours must be 5, 10, 16 or 20 except one time payouts which do not require hourly rate calculations






date (mm/dd/yyyy)



8/16/2009 12/19/2009 20 $3,645.00 18 $10.1317.9




EXAMPLE:



date (mm/dd/yyyy)



8/9/2009 12/26/2009 20 $3,645.00 20 $9.11 (example)19.9

(revised 06/24/09)


Compare the hourly rate to the rates below for the GA type. If the hourly rate is below the minimum, adjust the dates, hours or stipend to meet or exceed the minimum.






date (mm/dd/yyyy)



8/16/2009 12/19/2009 20 $3,645.00 18 $10.13 Pay period dates:17.9 start end

8/23/2009 12/12/2009 adjusting pay period dates forward (pushing) & backward (pulling) 8/9/2009 12/12/20098/23/2009 12/26/2009




EXAMPLE:



date (mm/dd/yyyy)



8/9/2009 12/26/2009 20 $3,645.00 20 $9.11 (example)19.9

(revised 06/24/09)



GA Appointments - Pay Period Start and End Dates

YearPayroll

IDPayroll

NumberPay of Month Start Date End Date Check Date

2010 BW 2 2 27-Dec-2009 9-Jan-2010 22-Jan-20102010 BW 3 1 10-Jan-2010 23-Jan-2010 5-Feb-20102010 BW 4 2 24-Jan-2010 6-Feb-2010 19-Feb-20102010 BW 5 1 7-Feb-2010 20-Feb-2010 5-Mar-20102010 BW 6 2 21-Feb-2010 6-Mar-2010 19-Mar-20102010 BW 7 1 7-Mar-2010 20-Mar-2010 2-Apr-20102010 BW 8 2 21-Mar-2010 3-Apr-2010 16-Apr-20102010 BW 9 3 4-Apr-2010 17-Apr-2010 30-Apr-20102010 BW 10 1 18-Apr-2010 1-May-2010 14-May-20102010 BW 11 2 2-May-2010 15-May-2010 28-May-2010

GA Appointments - Pay Period Start and End Dates

YearPayroll

IDPayroll

NumberPay of Month Start Date End Date Check Date

2010 BW 3 1 10-Jan-2010 23-Jan-2010 5-Feb-20102010 BW 4 2 24-Jan-2010 6-Feb-2010 19-Feb-2010

2010 BW 10 1 18-Apr-2010 1-May-2010 14-May-20102010 BW 11 2 2-May-2010 15-May-2010 28-May-2010

Let’s say I want to have a GA start working on 1/18/2010 and end on 5/7/2010, what pay period dates do I choose:


*Personnel dates

Jobs Effective

dates

Jobs Effective date adj adjustment method

1/10/20101/24/2010

5/1/20105/15/2010

* personnel dates are when work begins and end, prints on contract; jobs effective dates are fixed pay period dates

start 1/18/2010 1/24/2010 pushing forward

end 5/7/2010 5/1/2010 pulling backward

05/01/2010

Review Personnel dates are when work is actually performed and appear on the contract Job Effective dates are fixed payroll cycles, do not reflect when work is

performed and are not printed on the contract

As a general rule, if the work (personnel) start and/or end dates occur between Jobs Effective dates do the following: for the Jobs Effective start date: choose the next available pay period date after

the work (personnel) start date (pushing forward) for the Jobs Effective end date: choose the previous available pay period date

before the work (termination personnel) ending date (pulling backward).


Reconciling Work (Personnel) and Payroll dates (Jobs Effective)

*Personnel dates

Jobs Effective

dates

Jobs Effective date adj adjustment method

1/10/20101/24/2010

5/1/20105/15/2010

(work dates) (pay period dates) (pay period dates)

start 1/18/2010 1/24/2010 pushing forward

end 5/7/2010 5/1/2010 pulling backward

The Appointment Contract will print the name of the student’s supervisor

The supervisor is responsible for making sure that the student abides by university regulations

In some cases, the student will be performing work for several individuals in which case the supervisor should be the primary contact person

The supervisor must be a university employee.


Appointment’s SupervisorGA Type Typical Supervisor

GTA Direct (1150) Department chair or graduate coordinatorGTA Assisting (1120) Faculty member

GRA (1130) Faculty member or Principal Investigator (PI)GSA (1140) Unit representative, chair or coordinator

Work Department (called ‘Home Organization’ in ePAF) The location in which the student performs their appointment Normally this is the time sheet org of the department even in the

case of grants and contracts administered by ORA The work department, along with the supervisor, are responsible

for making sure that the student abides by University regulations

Funding Source (called ‘Distribution Organization’ in ePAF) Funding source may or may not be related to the work department Funding sources include grants and contracts controlled by the

Office of Research Administration (ORA) Funding sources for graduate appointments come from pooled

position numbers that are defined by both GA type and funding source codes (e.g., UGRA/Mill Levy funding, see handout).


Work Location and Funding Sources


Examples of the differences in work versus funding codes

Home Organization Distribution Organization(where work is performed) (where funds come from)

102048 Biological Sciences 102048 Biological Sciences

102048 Biological Sciences 700151 7BIOLO William J. Hendry

102061 Psychology 101992 Graduate Assistants - Research

102140 Hugo Wall School-Urban & Public Aff 101990 Graduate Assistants - Instruction

102122 Curriculum & Instruction 103050 University Support - office of RA

* 101990 is restricted to GTA or GSA; 101992 is restricted to GRA

1) Type of Graduate Assistant (GA)

2) Is student eligible to hold an appointment

3) Contractual terms of appointment (work dates, payroll dates, weekly hours & stipend levels)

4) Who is the student’s appointment supervisor

5) Where will the work be performed (timesheet org)

6) Funding source and does the organization have appropriate funding for the appointment.

REVIEW:

Things to know BEFORE you start the ePAF:


student must have completed the criminal background check before appointment can be approved– see reporting services HR – EPAF Reports: Background Check Results “Cleared” ok to proceed “Contact OHR” stop ePAF & contact OHR.


Reminders:

New hires or additional job ePAFs: If the I-9 date on the Enrollment Verification Report is

blank or more than 3 years old, the student must complete the hiring paperwork and personally deliver it to OHR for entry into Banner HR prior to entering the ePAF in Banner Self-service.


Reminders continued:

1. Criminal Background Check (Reporting Services)

2. Enrollment Verification Report (is student eligible to hold appointment, see Reporting Services)

3. GA ePAF Calculator (hourly minimum rate compliance)

4. Pay period dates

5. Home Organization & Distribution

6. Now you can begin the ePAF.


Steps involved in submitting the ePAF:


Questions & Answers

Graduate Assistant ePAF* Pre-Training Graduate School 1 (c) Wichita State University rev.11/24/09...

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