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The Office of Human Resources has been working with IITS on rolling out the electronic PAN via OnBase Unity Client to the campus. After receiving training from an HR representative, users will be able to start submitting ePANs. Any questions related to the content of the ePAN should be directed to your HR Analyst. Please click Department Assignments to find out who your HR Analyst is. Any questions related to the functions of ePAN and/or OnBase should be directed to Chelsea Cross at or ext. 4439.

*For student background checks, please contact Chelsea Cross, and indicate in the ePAN "Comment Box" that your student needs a background check.*


ePAN Manual - Please refer to this manual for general questions or inquiries on how to navigate and use the ePAN feature of OnBase.

Type of Action Sequence - This will be needed to determine the actions selected in the ePAN. 

ePAN PowerPoint Presentation - A brief overview and cross-comparison of the paper and electronic PAN process.

ePAN Position Number List - As a submitter of ePANs, you will need to know the 8-digit position number associated with the ePAN you are creating. An easy way to obtain this information is by going through the following steps:

  • Log into myCSUSM
  • Click on "My HR Resources" then "Main Menu" then "CSUSM HR Custom" then "CSUSM HR Administer Workforce" and then "Position Detail by Department"
  • Enter a Run Control ID if prompted. If you do not know one, click the "Search" button to see if you have any preexisting Run Control IDs. If nothing shows up, you will need to create a new Run Control ID by clicking on the "Add A New Value" tab.
  • Enter the Department ID
  • Enter the effective date of the information you will want to see (we recommend you use the current day you are accessing this information)
  • Example: Today is October 15, 2019. Enter "1234" for the Department ID, and use "October 15, 2019" as the effective date.
  • To run the report, click "Run" then "Okay" and then "Process Monitor"
  • Click the "Refresh" button until the "Run Status" column says "Success", and the "Distribution Status" column says "Posted"
  • Click on "Details", "View Log/Trace", and then select the file type that ends in a ".PDF"

ePAN Troubleshooting Guide - Please refer to this guide for quick troubleshooting guidance related to OnBase/ePANs.

2020-21 Student Employee Employment Dates: These dates are provided each year to ensure students are employed in appropriate classifications meeting the FICA exemption requirement, and to assist departments with establishing accurate and timely appointments for student employees. As a reminder, always use the date your employee physically begins working as the effective date on the ePAN.

**On March 23, 2020 the Chancellor’s Office along with full support of campus Presidents, imposed a slowdown in hiring practices, otherwise known as the Hiring Chill. This decision was in response to the unprecedented COVID-19 challenges we are all facing, including those of a financial nature. Only mission critical positions that are vital to meeting the day-to-day operations and are core to meeting the CSU mission going forward, may be approved to be filled. This includes temporary and student employment positions.**

Academic Student Employees - Union FAQ's: UAW 4123 is the union representing 9,000 Academic Student Employees – Tutors, Readers, and Teaching Assistants – at the 23 campuses of the California State University. The union negotiates a collective bargaining agreement (contract) that sets out the pay and benefits and the rights and protections of every Academic Student Employee that works at the CSU. This document hightlights frequently asked questions regarding the UAW agreement as of May 4, 2017.