HR Application Alerts - Open and Resolved System Issues

The following is a list of open issues that may impact your use of EPAWeb under certain conditions. These issues have all been reported to HRIS Support and are currently in the process of being investigated and/or fixed. Projected resolution dates are provided when known. If you encounter one of these issues, it is not necessary to submit a report to the HRIS Help Desk, since work is already underway to resolve the problem. You may contact the HRIS Help Desk if you think you have a different problem or if you have have a time-critical action that requires a workaround due to one of these issues.

The Clear Button on the Edit From Sources Form:  When working on the Edit From Sources form, if the Clear button is used after the sources are entered, those sources will disappear and additional work will not be saved upon submital.  This button is being repaired so the the form is properly cleared and can be submitted appropriately.

Base Department on Department Transfers:   Currently, some users are not filling in the base department on Department Transfer actions, and only updating the Rank Dept. This makes it impossible for the receiving department to view the transfered employee.  We are changing the program to make the base department a required filed on all Department Transfers.

Student Extensions Using the Wrong Action:  We have many departments that have been using the extension action for students when they should be using the student-reappointment action. Since the Extension Action is not to be used for student, this action will not be allowed when a student record has been selected.

Tenure Code in Payroll: Currently the Tenure code of an employee is not being passed to the Payroll system from EPAWeb. This will be corrected so that both EPAWeb and Payroll are equal and correct.

Leave of Absence and Return from Leave issues: There have been a number of issues with leave of absences, and actions occurring during an employee's leave.

1. Some individuals who are correctly on unpaid leave in Payroll have a leave base rate in EPAWeb that reflects their base rate prior to going on unpaid leave (instead of a zero base rate). We believe this occurs when an action is performed on an employee that is currently on leave.  Programmers are currently working on the solution to this issue. Estimated fix date: TBD.
2. For individuals on paid leave, the sources displayed in EPAWeb for the paid leave are not correct. These are thought to be caused by data load issues from the initial EPAWeb go-live in January. The project team is carefully reviewing data for all individuals on leave with and without pay in EPAWeb and Payroll and will implement any necessary fixes to EPAWeb to correct this issue. Estimated fix date: TBD.  

Cannot Remove Data from Various Fields: There is currently no way to delete existing data that is shown in the following fields:

• Scheduled Rank End Date Field
• Immigration Work Eligibility Expiration Date
• Cost Share (from Salary Distribution)
• Alien Registration

The system should permit the user to enter a single '-' (dash) to cause the date field value to be changed to blank, but does not presently allow this. Estimated fix date: TBD.

Multiple Actions for an Employee Processed Out of Order Causing Inaccurate Data: When processing multiple actions for an employee ,the actions can either be originated or approved out of order. This can cause one action to overwrite the other action. The project team is currently evaluating several options for resolving this issue. Expected Fix Date: TBD.

Actions for EPA inactive employees (e.g., Retro source change): Actions on inactive employees, such as a journal entry for an employee no longer on Payroll, may not presently be processed in EPAWeb. EPAWeb only permits actions on presently active employees. The EPAWeb project team is presently working on a permanent solution to this issue. Expected Fix Date: TBD. Temporary Workaround: If you require a source change action to be completed on an inactive employee, you may submit a hardcopy PD7 form to University Payroll Services with appropriate approval signatures including the correct to and from salary sources and amounts. You must also include in the PD7 form comments the words FOR JOURNAL ENTRY PURPOSES ONLY. This is the only circumstance in which you may use a hardcopy PD7 form. Do not submit these forms for any other purpose. For any other action required on an inactive employee, contact the HRIS Help Desk for assistance.

Applications do not print correctly: When trying to print applications or authorizations for criminal convictions, some print jobs are being cut off. For applications that are being cut off on the right side of the page, each RecruitmentWeb user will need to go into Internet Explorer, select "File", then select "Page Setup", and then change the Left and Right Margins to 0.25 inches. This should only have to be done one time per computer. For applications that are being cut off on the bottom of the page, users should be sure to wait for the green load bar to disappear and the word "Done" to appear at the bottom of the screen. This will ensure that the system has loaded the full application.

The following issues were reported and since fixed in EPAWeb. These are listed here for reference to allow you to see whether an issue that may have impacted your use of EPAWeb previously has since been resolved.

Paused Actions: An intermittent problem was reported that interfered with one or more users pausing an action. This problem does not occur consistently and may not impact every user.  

Several routing issues for HR Benefits Office routing of EPAWeb actions: The HRIS Help Desk is providing a workaround to assure the needed approvals are accomplished until ITS Programming resolves this routing issue.

Various Summer Pay Issues: Several issues affecting entry of summer pay-related lump sum payments, including issues in using the correct object codes for sources, have been resolved as of 4/7/06. HRIS Support and the Summer School have coordinated correction of these issues closely and all are known to be resolved as of 4/7/06. This includes the 33% of base salary issue for part-time employees as described immediately below.

Summer Pay Lump Sum Payments for Employees with less than 1.0 FTE: EPAWeb is applying the "33% of Base Salary" rule to all employees, regardless of their full-time or part-time status. The rule should only apply to full-time employees, and the application is being changed to reflect this. Date resolved: 4/7/06.

Correct FRS Object Codes Not Being Permitted in EPAWeb Lump Sum Payment Action. Date Reported: 1/9/06. Date Resolved: 1/10/06.

Problems with entering more than 3 FRS account codes/sources in the EPAWeb New Employment Action: This is a high-impact problem which is receiving priority attention by ITS programming. Expected Fix Date: 1/13/2006. Date resolved: 1/13/2006.

Problem using 'Edit From Sources' function on actions with funding sources: When using the 'Edit From Sources' button, users are unable to enter more than 10 sources. Departments should be able to enter up to 20 sources which is the current Payroll System limit. Expected Fix Date: 1/17/2006. Date resolved: 1/13/2006.

Invalid Tenure code: The system is being changed to allow the "Z" tenure status code for rank codes 04,05,06,07. Expected Fix Date: 1/13/2006. Date resolved: 1/13/2006.

Clear out the Salary Source Scheduled End date: This field was converted in error from the Account Expiration Date and will be set to spaces. Expected Fix Date: 1/13/2006. Date resolved: 1/13/2006.

Service Period logic: The system is being modified to provide an edit on the Service Period. Expected Fix Date: 1/13/2006. Date resolved: 1/13/2006.

Several routing issues for OSR and the Budget Office have been identified for EPAWeb actions. The HRIS Help Desk is providing a workaround to assure the needed approvals are obtained from OSR and Budget until ITS Programming resolves this routing issue. Expected Fix Date: TBD. Date resolved: 1/13/2006.

Duplicate Actions: The system is currently allowing duplicate actions when the "submit" key is pressed several times. Expected Fix Date: 1/20/2006. Date resolved: 1/19/2006.

Effective dates are being compared to Rank Begin dates: The system is being changed so the Effective dates will no longer be dependent on the Rank Begin date. Expected Fix Date: week ending 1/27/2006. Date resolved: 1/25/2006.

FYI Actions: FYI actions are routing correctly. However, the first individual who deletes an FYI action for their assigned role results in the same FYI being deleted from the inboxes of all other individuals assigned to that role. Unlike actions for approval, which should leave all approver inboxes as they are acted upon by any user in the same approval role, FYIs should remain in individual inboxes until deleted by each user. Expected Fix Date: week ending 1/27/2006. Date resolved: 1/25/2006.

Supp Rate Entry Issue: EPAWeb is requiring a number to be entered in the 'Supp Rate' Field in all action types that include salary/FTE entry or update even if there is no salary supplement intended. Normally, the user should be permitted to leave this field blank. ITS Programming will implement a fix to permit users to leave this field blank. For the time being, as a workaround, users can simply enter the number 0 in the Supp Rate field. Expected Fix Date: week ending 1/27/2006. Date resolved: 1/25/2006.

PID Assignments and Obtaining New Onyens: EPAWeb is properly issuing new PIDs for EPAWeb New Employment actions at the time the action is submitted. However, a flag in the UNC Directory System is not being set that permits someone with one of these newly assigned PIDs to immediately use the Onyen Activation process. Instead, these PIDs are only available for Onyen creation within 30 days of the employee being active on Payroll, as was the case prior to EPAWeb. In the case of zero rate EPA employees, Onyen creation is not enabled at all as these employees are entered in EPAWeb but do not become active in Payroll. ITS programming is working on this issue to allow all newly issued PIDs from EPAWeb to immediately be used to create an Onyen via the Onyen Activation process. The estimated fix date is February 15, 2006. Date resolved: 3/3/06. 

Outside Funding Actions Routing for Approval When No Net Change in Source: EPAWeb is routing actions to outside funding departments based on a change in account sources where the amount of the funding department's source is unchanged but rounding results in a change in the source % amount. Unless there is a change in the actual source $ amount for an outside funding department, such actions should not have routed for FYI or approval to these departments. This is a low impact issue but will be addressed by ITS Programming by routing such actions only based on a changes in the source amount or other account attributes excluding source %. Expected Fix Date: TBD. Date resolved: 1/26/06.

New Employment: A problem has been reported with the New Employment action where the action is abnormally terminated by the system prior to the user being able to submit it. This problem may also interfere with a user pausing the New Employment action. Further testing by the HRIS Help Desk and ITS Programming has not recreated this issue. It is believed resolved but is maintained on the open issues list for an additional pay period to confirm no further customer reports. 

Route Not Created Error Message: An intermittent problem has been reported when submitting various actions (mostly New Employment and Salary Distribution Changes). After the action is submitted, EPAWeb returns the error message "Route Not Created." Further testing by the HRIS Help Desk and ITS Programming has not recreated this issue. It is believed resolved but is maintained on the open issues list for an additional pay period to confirm no further customer reports.

Cannot Enter a Scheduled End Date and Actual End Date in the Current Month (in which the action is being prepared) for Biweekly Employees: EPAWeb does not currently permit you to enter an actual rank end date in the current month even though the date entered is the same as the scheduled end date already established for the rank (e.g., scheduled end date previously set at 4/16 with user entering an actual end date of 4/16 with the action being originated during the month of April, 2006). A programming change is being made so that when an actual end date is entered that is the same as the existing scheduled end date for a rank, even if the entered date falls within the current month, the system will permit this entry.