Graduate Assistants

Start a new EPAF

Enter the Student ID #

1. Select: Graduate Assistant from the Approval Category drop down menu

2. Effective date can remain the default date

3. Click Go

Enter the position number and suffix '00'

1. Click Go

Note: If re-hiring, you'll see the position number listed. You will still need to enter the position number and the suffix in the open field, as shown below.

From the drop down menu, select the start date of the term

Enter the contract amount that will be paid to the Graduate Assistant

From the drop down menu select Primary Job or Secondary Job.

If they have no other current jobs, this should be Primary.

Scroll down to the Labor Distribution section.

Verify default index code information is correct. If not, follow directions below to make changes to the index code or add additional index codes. Once you have added all additional index codes, click “Default from Index”. Be sure that you have added the correct COA code to the left of the index code first, otherwise an error will occur.

Scroll down to the Termination Record section.

From the drop down menu, select the Termination Date. This is the last day of the term in which the Graduate Assistant will work.

The Routing Queue has six (6) Approval Levels.

Select the approver names by clicking on the magnifying glass.

Note: The Graduate Assistant name will be on line 4. They will receive an electronic offer through their Banweb account that they will need to approve. *Grant-funded EPAFs will have two additional levels: DRA and PI*

Enter the amount of fees paid and any other additional benefits in this field.

It is required to, at the minimum, post the amount of student fees paid.

Add comments if needed.

Carefully review the EPAF for accuracy, then select Save and then Submit.

To access the EPAF:

Log into the PSU Information System (https://banweb.pdx.edu)

Choose the "Employee Services" tab

From the "Employee Services" tab, select "EPAF: Electronic Personnel Action Form"

Select "New EPAF"

To create the Graduate Assistant EPAF

1. Enter the student ID #

2. Select: Graduate Administrative Assistant Hourly from the Approval Category drop down menu

3. Click "GO"

Enter the position number and the suffix "00"

Click "Go"

Note: If re-hiring, you'll see the position number listed. You will still need to enter the position number and suffix in the open field, as shown below.

Enter the first date of employment and hourly rate

Enter Contract Type and Appointment FTE

Scroll down to the Labor Distribution section

Verify default Index Code information is correct. If not, follow directions below to make changes to the Index Code or add additional Index Codes.

Once you have added all additional index codes, click “Default from Index”.

Be sure that you have added the correct COA code to the left of the index code first, otherwise an error will occur

Scroll down to the Termination Record section and enter the last day of work

The Routing Queue has six (6) Approval Levels.

Select approver names by clicking on the magnifying glass.

Note: The Graduate Assistant name will be on line 4, and they will receive an electronic offer through their Banweb account

Add comments if needed.

Carefully review EPAF for accuracy, then select SAV

Go to the Employee Services tab in Banweb and select EPAF: Electronic Personnel Action Form.

In the EPAF menu, select EPAF Approver Summary

To view and approve an individual EPAF, click on the employee's name

1. Go to your employee Banweb account, which can be found at banweb.pdx.edu

2. Select the Employee Services Tab, then click on EPAF: Electronic Personnel Action Form

At the Employee Services Tab, click on EPAF Approver Summary

Once you have accepted the terms of appointment, the following screen will appear in order for you to view the details of the appointment being offered to you 

To review the terms of the contract and approve