The auto-termination process for EHRA Students will run on a different schedule in December and January to give HR users additional time for ePARs around the end of Fall and beginning of Spring semesters. Also, there is an early Payroll deadline in December.

While the auto-termination is paused for EHRA students in early December and early January, if an EHRA student graduates and needs to be terminated, this should be done via a termination ePAR.

Attached is an End of Semester Student Processing Guide with additional information. The Business Systems HELP Desk and HR Business Analysts are here to help and answer any questions you may have! Just submit an HR Service Request HELP ticket.

For December:

• From Dec. 1 through Dec. 12, the daily auto-termination process will be held for EHRA Students with an Expected Job End Date of that day or before.
• All ePARs with an effective date in December for the student job impacting December pay should be fully executed prior to December 13. This includes all: hires ePARs, hire/transfers, Short Work Break or Return from Work Break, or terminations with a date in December.
• On Dec. 13, the catch up auto-termination process will run for any jobs with an Expected End date from December 1^st thru December 31^st.
• Dec. 13 -M06 Payroll lockout at noon.

For January:

• From Jan. 1 through Jan. 16, the daily auto-termination process will be held for EHRA Students with an Expected Job End Date of that day or before.
• On Jan. 17, the catch up auto-termination process will run for any jobs with an Expected End date from January 1^st thru January 31^st, and then the auto-termination will continue to run through the end of the month.
• All ePARs with an effective date in January for the student job impacting January pay should be fully executed prior to January 23. This includes all: hires ePARs, hire/transfers, Short Work Break, Return from Work Break, or terminations with a date in January.
• Jan. 23 – M07 Payroll lockout at noon.

EHRA Students Work Break/Reappointment/Termination:

Use the JOB: Expected End Date Report located on the HR/Payroll Reporting Dashboard and submit an Edit Existing Job Change ePAR to place on Short Work Break or reappoint for Spring semester, as appropriate.

In the event a student is terminated inadvertently, it is important to submit a Service Request help ticket as soon as possible to request the termination be removed. Please do not submit a Rehire action.

GradStar:

• GradStar shows semester data after the start of the semester.
• If the student was a Graduate Assistant shifting to a Graduate Research Assistant (GRA) or Graduate Teaching Assistant (GTA), you need to do a Hire/Transfer using the Hire ePAR into a GRA or GTA position to update GradStar. If you use an Edit Existing Job ePAR or only update the position, the student will not show up in GradStar until a hire/transfer is done even if staying in the same position.

EHRA Student Stipend Calculator:

Always use the stipend calculator tool located on the Graduate School’s website to determine what compensation to enter in an ePAR, based on the graduate student’s start/expected job end dates, to ensure the intended amount of pay.