GRADUATE ASSISTANTContract/Epaf Manual

East Carolina UniversityRevised 12/14

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• Documents to be submitted to Graduate School

• Completed and signed graduate contract• Terms and Conditions• SACS form (for teaching assistants only)

• Documents to be submitted to Payroll office•Income tax forms•Direct Deposit forms

• Documents to be submitted to SEO• I-9 form

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DOCUMENTS

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CONTRACTS

SECTION ONE

• Verify that you are using the latest version of the GA contract. Updated versions will be posted on the Grad School website.

• Indicate if this is a new or revised contract.

• Select type of assistantship based on job duties:• Teaching Assistant (GTA) - Works

with a faculty member to assist in the preparation or delivery of class/lab instruction.

• Research Assistant (GRA) –Research related tasks such as field work, lab work, theses/dissertations, etc.

• Graduate Assistant (GA). Job duties that are administrative in nature such as clerical/office work. Not to be paid using Grad School funds. 4

SECTION ONE

• Choose semester from drop-down menu and type in the year.

• Beginning Date is the FIRST day the student begins working in your department.

• Ending Date is the LAST day the student works in your department.

• EPAF transaction number should be filled in once the epaf has been completed. • If your epaf is revised, be sure to update the contract with the new transaction number.

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• Complete all employee information in this section. All boxes must be filled.

Double check the Banner ID!

• Department/Section - Select your appropriate code from the from the Dept. Code List. This is the department that the student will be working in not the department that the student is admitted to. 6

SECTION TWO

SECTION THREE

•Position # - Use the position number assigned to your department. If you have additional questions, please contact the appropriate budget office.

•Suffix - The suffix is the sequential number for each job appointment for that particular student. Beginning with 00, each subsequent appointment will be 01, 02, etc.

•Account Number — Based on assistantship type.

• GTA – 60103• GRA – 60154/60104• GA - 60155/60105

•# of Pays – Count the number of pay periods between the beginning and ending dates. Refer to the payroll calendar for assistance.

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FTE indicates the number of hours worked per week.

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FTE Equivalents

Fall/Spring 5 hrs = .125 FTE

10 hrs = .25 FTE 15 hrs = .375 FTE 20 hrs = .50 FTE* 25 hrs = .625 FTE

SECTION FOUR

•Section four consists of a detailed job description for a GTA or GA. The duties, expected products and evaluation metrics should be completed by the immediate supervisor, graduate program director or Grant PI.

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SECTION FIVE

•Section five consists of a detailed job description for a GTA or GA. The duties, expected products and evaluation metrics should be completed by the immediate supervisor, graduate program director or Grant PI.

• If the student is teaching include the Course Name, Number, Section and responsible person for the course has to be listed.

• Must also complete and submit the attached SACS form.

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SECTION SIX & SEVEN

Section 6 should be completed by the student.

DE students – Registered for 100% distance education courses. • Only eligible for assistantships if the job consists of significant face to face interaction with their mentor/supervisor.

Full - time students – Enrolled in 9 hours of graduate level course work or at least 3 thesis/dissertation hours while in last semester

• Non-degree students may not be hired using Grad School funds.

Section 7 must be signed by both the student and their supervisor. The contract will be returned if this is not done.

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REMINDERS

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• All contracts must be scanned and e-mailed to gsassistantcontracts@ecu.edu

• Before sending to the Grad School, verify that the student has signed and dated the Terms and Conditions. It will be returned to you if this is not done.

• Be sure to include the student’s name in the subject line or attached file name.

• All contracts/epafs should be submitted to the Graduate School at least 3 business days before the IPS deadline.

• If you miss the payroll deadline, you must submit a MTE to catch the student up on their pay.

BUDGET CHANGE FORM

• If corrections need to be made to your budget information after the epaf has been applied, a new contract is not needed. You can use this form instead.

•This form can be used for budget changes ONLY. (Not for salary, hours or duty changes)

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EPAFS

G New Hire Grad Assistant HN0009

G Add a Graduate Assistant Job AJ0008

G End Graduate Assistant Job Prior to End of Contract EJ0015G Extend a Graduate Assistant Job CG0013

G Grad Asst Adjustment to Annual Salary, FTE, and or Funding CG0016

“Two Part Step”

A End Additional Job (employee is not separating) EJ0001A Remove Future Dated Termination Record EJ0004

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COMMONLY USED EPAFS

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• New Hire Grad Assistant Job (HN0009) - Used for hire students that do not have another job in the system.

• Add a Graduate Assistant Job (AJ0008) - Used when a student has another job of ANY KIND in the system. Use the NBAJOBS screen in Banner to verify.

• End Graduate Assistant Job Prior to End of Contract (EJ0015) – Use this epaf to end the job sooner than the original date. You cannot use this epaf if you want to end the job during the current pay period.

• Extend a Graduate Assistant Job (CG0013) – Use this epaf if ALL information is the same as the previous job. Must mirror the previous job exactly.

• Grad Asst Adjustment to Annual Salary, FTE, and or Funding (CG0016) – Used to change the salary, FTE or Funding. A revised contract initialed by the student must also be submitted for salary or FTE changes.

EPAF DESCRIPTIONS

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This two part epaf method should be used if a job needs to be ended within the current pay period.

• Remove Future Dated Termination Record - This epaf removes the original end date.

• End Additional Job (employee is not separating) – This epaf will end the job. This epaf can only be submitted after the first step has been applied.

Both steps must be completed or the student will remain on payroll indefinitely.

TWO PART STEP

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EPAF DATES

• Query Date - The date the epaf should become effective. For GA’s, always use either the 1st or the 16th.

• Current Hire Date - First day the student physically begins working.

• Job Begin Date , Jobs Effective Date and the beginning Effective Date should all match. This date indicates when the epaf should become effective. Always use the 1st or the 16th. The Query Date will default into these.

• Personnel Date – The first day the student starts working. Should match the contract Beginning Date, Current Hire Date and the I-9 Date.

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• Ending Jobs Effective Date will be the last day the student will get paid. This date will always be the 15th or the last day of the month.

• Ending Personnel Date is the last day the student works. This date should match the Ending date on the contract.

ROUTING QUEUE

• All Graduate Epafs must be routed through the Graduate School.• Graduate Assistants paid from State Funds for Main Campus, Allied Health Sciences, or School of Nursing must be approved by University Budget Office (#27)

• School of Medicine-BRODY must be approved by Admin and Finance (#26).

• Graduate Assistants paid from Special Funds must be approved by Special Funds (#25).

•Graduate Assistants paid from Foundations must be approved by John Lancaster (#24). Please e-mail him per his request.

• Graduate Assistance paid from MFPP must be approved by Medical Foundations (#24)

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COMMENT SECTION

• Use the comment section on the epaf to relay important information such as:

• Mass time entry (MTE )will be submitted to catch up pay.• Student resigned from job duties.• Student left school due to medical reasons.• Funding changes.• Epaf to follow to end job early.

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