ePAFs
ePAFs are the official document submitted to Human Resources to initiate various employment processes. Some of the most frequent uses for student employment are hiring, change in position or pay, changing the funding source, or termination. Note: please visit the Human Resources ePAF page for important information, including paryoll dates and deadlines.
- ePAFs are required for Appointments, Reappointments, Reclassification/Salary Increases, and Terminations. You must also upload required documents (ie: Job Description, Application, and Offer Letter) to the designated shared Google Drive with Human Resources prior to or within 24 hours of ePAF submission.
- Termination ePAFs are required for every position held by every student, no matter the reason. Terminations ePAFs should be promptly submitted with an end date that matches the last date worked.
- A termination ePAF must be submitted for each FWS student at the end of the academic year, employee termination, or when their FWS allotment is exhausted, whichever comes first.
- If a student takes a semester off (summer, co-op/internship, personal, medical, etc.), but will return the following semester, please submit a termination ePAF and then a reappointment ePAF when the student returns.
- In order to maintain clean hiring records, at the end of each semester termination ePAFs will be entered for any student who has an active ePAF in Banner but has not received a paycheck within the final 3 pay periods of the semester.
- ePAFs should be completed by personnel who have been properly trained and have the appropriate access. Contact Vonda Maclin or Valerie Green in Human Resources for questions.
*Human Resources must confirm that your student has completed a successful background screening and has completed an I-9 Form before beginning work.
Payroll
Payroll uses TimeClock Plus (TCP), a web-based system for student employee timesheets that eliminates the need for paper records. Departments will provide specific instructions to students on how to clock in and out. If you require training or are unfamiliar with TCP, please contact payroll@uah.edu.
Managing Student Records
- Adding or Updating Employees: To add a new student worker or modify an existing record, submit a TCP Form after the corresponding ePAF has been submitted to Human Resources.
- Terminations: Submit a TCP Employee Termination Form immediately when a student permanently leaves their position.
- Returning After a Break (No Changes): If a student returns after a temporary break (e.g., summer) to the same position number, suffix, and pay rate, no new paperwork is required.
- Returning to a New Role or Rate: If a returning student has a new position number, suffix, or pay rate, you must:
- Submit a termination ePAF and TCP Employee Termination Form for the old record.
- Submit a new ePAF and TCP Form for the updated record.
