1. EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
BANNER HR FOR GRANTS
The following is provided as a brief outline of the basic requirements of Banner HR for Grants. For questions, please the office of Grants and Contracts at
Revised 07/2016

2. BANNER HR Many awards include salaries within their budgets.
Audit requirements and University policy require
individuals that are paid and/or work on grants to
certify their effort.

3. BANNER HR
The grant salary budget is only an estimate of costs.
Grant salary budgets may be higher than actual payroll amounts as the grant budget generally includes amounts for projected increases (raises) or actual hiring rates are different than those proposed.
Actual payroll charged must be based on current salary rates and actual percentage of effort performed for the grant (i.e. mathematically proportional).

4. WHY IS BANNER HR SO IMPORTANT TO ERS?
Applied EPAFs determine the salary dollars for an
individual that are charged to a grant.
ERS is a direct mirror image of payroll.
Effort certification reports are generated based on the
accounts on which the individual was paid.
All individuals that are paid and/or work on grants must
certify their effort through ERS.

5. TYPES OF EMPLOYEES Grant employees are hired under the same rules and
regulations as any other state employee.
The type of employee determines which actions are taken
within Banner HR.
Types of employees include:
EHRA
SHRA/CSS
Temporaries
Students
Post Doctoral Students
Casual Employees
Intermittent Employees

6. Employees may not exceed 1.0 FTE. Overtime is not allowed for grants.
TYPES OF EMPLOYEES
Employees may not exceed 1.0 FTE.
Overtime is not allowed for grants.

7. EHRA EMPLOYEES EHRA positions and employees will have funding from
different budget codes on the same position.
The EHRA Employee may have multiple positions:
-State -Special Funds
-Practice Plan -Grants
Individuals may not share a grant position with another
individual.
Grant positions may be funded through multiple grant
sources.

8. How do I obtain a grant position number?
EHRA EMPLOYEES
How do I obtain a grant position number?
Grant position requests are processed through the People
Admin System, and must go through the appropriate
approval process.
People Admin Link can be found on OneStop website at:

9. EHRA EMPLOYEES Once HR has assigned the position number:
The basic position information is populated in Banner HR by
IPS.
Each budget office will complete the activation and
budgeting process.
For grant positions, OGC will the requestor when this
has been completed for you to proceed with the EPAF.

10. EHRA EMPLOYEES
How do I determine the annual salary for the grant position number (secondary job)?
The grant budget and the annual salary on the EPAF are not
necessarily the same.
Actual payroll charged must be based on current institutional
based salary rates and actual percentage of effort performed for
the grant (i.e. mathematically proportional).
Institutional based salary rates do not include stipends or
supplemental pays.

11. EHRA EMPLOYEES EHRA Secondary Appointments Academic Year
Effective Date- 08/16/2017; 1st installment on 08/31
Personnel Date- 08/16/2017 through 05/15/2018
24 installments
Job to remain active through end of the budget
period unless funding balances restrict the
continuation.

12. EHRA EMPLOYEES EHRA Secondary Appointments Fall Semester
Effective Date- 08/16/2017; 1st installment on 08/31
Personnel Date- 08/16/2017 through 12/31/2017
24 installments
May complete Banner HR Redistributions beginning
8/16 to equate to 12 ½ % allowable

13. EHRA EMPLOYEES EPA Secondary Appointments Spring Semester
Effective Date- 01/01/2018; 1st installment on 01/15
Personnel Date- 01/01/2018 through 05/15/2018
24 installments 13

14. Which EPAF do I use to move faculty to grant pay?
EHRA EMPLOYEES: WHICH EPAF DO I USE?
Which EPAF do I use to move faculty to grant pay?
For a new employee:
New Hire EPA Perm Sal FT or PT or Fixed Term, HN0036 Or
New Hire EPA Temporary (includes job end date), HN0040
For an existing employee:
EPA Adjustment to Annual Salary, FTE, and or Funding CG0005
And
Add a Secondary EPA Permanent Job AJ0011

15. EHRA EMPLOYEES: WHICH EPAF DO I USE?
What do I do if they receive additional grant funding, a new account number is given, and/or at the end of the grant year?
As long as the individual will be working on any grant, a funding
change on the individual and their position is needed.
Funding Change on the Current Job CG0000 EPAF.
Complete a Position Change Form to move the grant position
to the new grant year FOAP.

16. EHRA EMPLOYEES: WHICH EPAF DO I USE?
What do I do if they stop working on grants completely or for a period of time?
End an Additional Job (employee not separating) EJ0001 EPAF to end the grant assignment.
AND
EPA Adjustment to Annual Salary, FTE and/or Funding CG0005 EPAF to adjust the annual salary, FTE, and/or Funding.

17. EHRA EMPLOYEES: HELPFUL REMINDERS
Remember:
The sum of the annual salaries of the primary and
secondary position must equal the individual's annual
salary.

18. SHRA/CSS EMPLOYEES
SHRA/CSS positions and employees will have funding from different budget codes on the same position.

19. SHRA/CSS EMPLOYEES
How do I determine the labor distribution on each FOAP?
For grant accounts:
Actual payroll charged must be based on current institutional
based salary rates and actual percentage of effort performed
for the grant (i.e. mathematically proportional).
Institutional based salary rates do not include stipends or
supplemental pays.

20. SHRA EMPLOYEES: WHICH EPAF DO I USE?
Which EPAF do I use to move staff on grant pay?
For a new employee:
New Hire Full-Time: New Hire SHRA/CSS Full Time, HN0039
New Hire Part Time: New Hire SHRA/CSS Part Time, HN0031
New Hire Time Limited: New Hire SHRA/CSS Time Limited, HN0032
For an existing employee:
Funding Change EPAF: Funding Change on the Current Job, CG0000

21. SHRA EMPLOYEES: WHICH EPAF DO I USE?
What do I do if they receive additional grant funding, a new account number is given, and/or at the end of the grant year?
Funding Change on the Current Job, CG0000 EPAF.
Complete a Position Change Form to move the grant
position to the new grant year FOAP.

22. TEMPORARY/CASUAL/INTERMITTENT EMPLOYEES EMPLOYMENT HIRING PROCESS
Temporary employment is normally not to exceed 3 to 6 months to fill in for unexpected or scheduled staff shortages. In no case shall temporary employment exceed 12 months (Exception: Students and Retired Employees).
Casual employment is considered as employment that is short term and includes summer camps and special events.
Intermittent employment is for appointments that will not be more than 9 months or 1560 hours (appx. .75 FTE) during any continuous 12 month period (January to December).

23. TEMPORARY/CASUAL/INTERMITTENT EMPLOYEES EMPLOYMENT HIRING PROCESS
Temporary Employment/Casual/Intermittent Employment Process:
http// Temporary_Employment.cfm
Scroll to HIRING MANAGERS
Temporary Employment Paperwork:
Your Temporary Employment Paperwork will need to go through the approval process.
Once approved, your paperwork should be ed to:

24. GRADUATE ASSISTANTS GA’s may not work more than 25 hours in any
combination of any type of appointment (GA, SHRA, EHRA,
etc….)
The FTE for GAs is calculated on a 40 hour work week:
Hours FTE
(max)

25. How do I hire a graduate student on the grant?
GRADUATE ASSISTANTS
How do I hire a graduate student on the grant?
The GA will need to fill out the required hiring forms, including
the I-9 form, the W-4 and NC-4 forms, the direct deposit form,
and a confidentiality form. The GA and faculty member must
complete and sign the GA contract.
GA documents can be found on the Graduate School website at:

26. GRADUATE ASSISTANTS EPAFs
New Hire Graduate Assistant, HN0009 Or
Add a Graduate Assistant Job, AJ00008

27. GRADUATE ASSISTANTS EPAFs If you are adding a Graduate Assistant Job:
Check INB screen PEAEMPL for their current Home
Organization Code.
If the Home Org is incorrect, you will need to complete the
following EPAF in order for your ERS Certification Reports to
fall under your department:
ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs

28. How do I hire an undergraduate student on the grant?
UNDERGRADUATE ASSISTANTS
How do I hire an undergraduate student on the grant?
The student will need to fill out the required hiring
forms, including the I-9 form, the W-4 and NC-4 forms,
the direct deposit form, and a confidentiality form.

29. UNDERGRADUATE ASSISTANTS
EPAFs
New Hire Undergraduate Assistant, HN0010 Or
Add an Undergraduate Assistant Job, AJ0007

30. UNDERGRADUATE ASSISTANTS
EPAFs
If you are adding an Undergraduate Assistant Job:
Check INB screen PEAEMPL for their current Home Org.
If the Home Org is incorrect, you will need to complete the
following EPAF in order for your ERS Certification Reports to
fall under your department:
ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs

31. How do I hire a self-help student on the grant?
SELF-HELP STUDENTS
How do I hire a self-help student on the grant?
The student will need to fill out the required hiring
forms, including the I-9 form, the W-4 and NC-4
forms, the direct deposit form, and a confidentiality
form.
Self Help Handbook:
In order to access the Self Help Handbook contact:
Student Employment Office

32. SELF-HELP STUDENTS EPAFs For these EPAFs, use position X00006.
New Hire Undergraduate Self Help Student, HN0016
Add a Self Help Undergraduate Student Job, AJ0022
For these EPAFs, use position X00001.
New Hire Graduate Hourly Student, HN0027
Add a Graduate Hourly Rate Job, AJ0041
For these EPAFs, use position X00005
New Hire Flat Rate Student, HN0015 (only certain departments have this)
Add a Flat Rate Student Job, AJ0021 (only certain departments have this)
For these EPAFs, use position X00006.

33. SELF-HELP STUDENTS EPAFs If you are adding a Self Help Student Job:
Check INB screen PEAEMPL for their current Home Org.
If the Home Org is incorrect, you will need to complete the
following EPAF in order for your ERS Certification Reports to
fall under your department:
ORGHOM: Change Employee Home ORG, Mailstop, and Job ORGs

34. POSTDOCTORAL SCHOLARS Postdoctoral information is available at
EPAFs
New Hire Postdoctoral Scholar, HN0021
Postdoctoral information is available at

35. MY ERS CERTIFICATION REPORTS ARE INCORRECT, WHAT NOW?
Make your corrections in ERS for the current certification period.
Review the information you provided on your EPAF.
- You can check this information in your EPAF Originator Summary or
NBAJOBS in INB.
Update Position Change Forms and EPAFs accordingly.
Complete Banner HR Redistribution Forms for the pay periods in
between the last pay period on the certification form and the
effective date on your EPAF.

36. WHAT IF THEIR GRANT POSITION IS NOT IN ERS?
Your EPAF was not applied in Banner HR.
In a current effort reporting cycle, your EPAF would
need to be applied by a Friday in order for the
position to be available for use the following week.
Exception is the close of an effort cycle.

37. HELPFUL EPAF TIPS
Query Date should equal to the next available Payroll Date- either the 1st or the
16th.
Personnel Date is the date of when it was supposed to happen.
Effective Date cannot be prior than the last paid date. This date should equal the
next available payroll date- either the 1st or the 16th.
Personnel and Effective dates must be within the beginning or end date of the grant.
Must use tab key. Clicking in the cell to key information will create an error.
Add to Comments EPAF number (1 of 2, 2 of 2) to avoid any short or overpays in
Banner.
When keying in your EPAF, the Annual Salary must be equal to the grant funded
portion of their salary or the amount you reduce the state funded position. .

38. HELPFUL EPAF TIPS New Effective Date: 07/01/2017 Enter Changes
Project = FTE
New
Effective Date: 07/01/2017
Enter Changes
New Value
Job Effective Date: *
07/01/2017
Personnel Date: *
Title:
Professor
Annual Salary:
$18,000.00
FTE: *
1.0
Job Change Reason:
00200

39. HELPFUL EPAF TIPS Percent is not the FTE.
This represents the percentage of the annual salary that will be
charged to each FOAP.
The percentages must be mathematically proportional to the FTE
assigned in the Project Field.
New
Effective Date 07/01/2017

40. HELPFUL EPAF TIPS Don’t forget….
If you complete your EPAF late, the Banner system does
not automatically correct back entries. A Banner HR
Redistribution is needed.
Enter Changes
Current Value
New Value
Job Begin Date: *
03/01/2017
Contract Type:
Secondary
Jobs Effective Date: *
Personnel Date: *
02/14/2017

41. GENERIC POSITION NUMBERS COMMONLY USED FOR GRANTS
Position Description
C Casual Employee Special Events
C Casual Employee Summer Camp
G Graduate Assistant
IXXXX Intermittent- XXXX varies depending on class/job type
OS0001 Occasional and Sporadic
S Supplemental Earnings Grants (use Earn Code 228)
TXXXX Temporary Employee- XXXX varies depending on class/job type
U Undergraduate Assistant Grants
X Self Help Student
Y Postdoc Scholar Non-state
Y Predoctoral Intern

42. BANNER HR LINKS Commonly Used HR Forms: EPAF Instructions:
EPAF Instructions:

43. QUESTIONS?
For questions about Banner HR for Grants, please the Office of Grants and Contracts at or call