ODURF GRA support request

 Here’s a streamlined protocol you can follow next time you submit GRA support in the Research Foundation portal.

---

Protocol: Creating a GRA EPASS / Assignment in the Research Foundation Portal

0. Before you start

Have these items ready:

• GRA’s full name and ODU email

• Their home academic department/program (critical for routing)

• Employee type: GR (Graduate Research Assistant)

• Pay basis: semester or annual (you used semester basis)

• Stipend for the semester (e.g., $11,000)

• Hours per week: usually 20 hours

• Funding project (RF project number)

• Whether there is a tuition exemption, and if so:

  • Source (e.g., ODU Research Foundation)

  • Level (Master’s or Doctoral)

Important: You must know the student’s home department/program. The EPASS routes to that chair/dean for approval and cannot be changed later. If it’s wrong, the assignment must be deleted and recreated.

---

1. Start a new assignment

1. Log in to the Research Foundation portal. https://hera.odurf.odu.edu/RFPortal 

2. Go to “Research Assignments”.

3. In the blue bar, click “Add Assignment”.

---

2. Add or select the GRA as an employee

1. Next to Employee ID, click “Select”.

2. Try typing the student’s name:

   • If found: select them.

   • If not found:

     • Click “Start a new employee” at the bottom.

     • Enter first name, last name, and email.

     • Save.

     • Then click “Select” again and choose the new employee.

---

3. Set employee type, department, and term

1. Set Employee Type to GR.

2. Choose Pay Basis:

   • For GRA by term, select Semester basis.

3. Select Employee Department from the dropdown: (eg 6093 Computer Science)

   • This must be the student’s home department/program (not your department if they’re different).

   • Do not proceed until you are sure this is correct; it controls the routing path.

4. Select the semester (e.g., Fall).

5. Click “Save and Next”.

If the wrong department is chosen at this step, it cannot be edited later. The EPASS must be deleted and recreated.

---

4. Enter salary and hours

1. In Annual/Term Salary, enter the semester stipend amount (since you selected semester basis).

2. Enter Hours per Week = 20.

---

5. Set tuition exemption (if applicable)

1. Locate the Tuition Exemption section.

2. Select the appropriate option (e.g., ODU RF Tuition Exemption).

3. Choose the degree level: Master’s or Doctoral (for your case: Doctoral).

4. Indicate if you are covering 100% of tuition or another percentage, as required.

(Note: this tuition entry is separate from salary and fringe.)

---

6. Add the payline

1. Scroll down to Payline and click “Add Payline”.

2. Select the correct project from the list.

3. For the payline details:

   • You can enter hours/week (e.g., 20) for the project.

   • Do not manually type the budget amount.

4. To calculate salary for that payline:

   • Click “Calc” next to Budget on the right.

   • The system will calculate the salary based on the previously entered stipend and hours.

5. Adjust any rounding (e.g., remove a $0.01 extra) if needed.

6. Click “Create” to finalize the payline.

(This covers salary only – no tuition, no fringe.)

---

7. Review, edit, and submit

1. Click “Save” to save the assignment.

2. To review or change details:

   • Go to the top and click “Edit Assignment” (green button).

   • Confirm:

     • Employee type = GR

     • Correct home department

     • Semester basis and semester

     • Stipend amount and 20 hours/week

     • Tuition exemption details

     • Correct project and calculated payline

3. When everything looks correct, click “Submit”.

4. The status will show pending chair approval, routed through the student’s home department.

---

8. If the department is wrong

• The department cannot be edited in an existing assignment.

• The RF staff must delete the assignment, and you must create a new one with the correct department.

• If you are unsure of the student’s department:

  • Check the offer letter, the program catalog, or contact the Graduate School / program.

  • You can also coordinate with RF staff to help verify if needed.

---

9. New hire paperwork

• RF will request new hire paperwork from the student if needed.

• Remind the student to complete all HR documents promptly so the GRA appointment can be processed on time.