Additional Pay Workflow

Additional Pay Workflow

ADDITIONAL PAY APPROVAL WORKFLOW Last Updated 06.17.2019 Department Initiator Unit Approver Cost Accounting & SPA Driven by GCA01 Ad Hoc Ad Hoc DRIVEN REASON HR CODE & Faculty Services Approval Box Processed by Payroll Grads, PDF: Grad College Processed by Payroll Home Department

ADDITIONAL PAY : AWD_BONUS Reason: AWD_BONUS Department Initiator Unit Approver Award/Bonus Definition: Award compensation, bonuses or prizes, INCLUDING lump sum awards under Article 18.6 (i.e., one time, non-continuing salary money for outstanding professional contributions) and 19.7 (i.e., Kroepsch-Maurice Teaching Award, Kidder Award, etc.). Does NOT include adjustments for anamolously low salary or counter offers or research funds. Earnings Code: 515 Award, 520 Bonus Required Attachment(s): Yes Must have Faculty Staff Primary: Primary: Class & Comp Faculty HR & Faculty Services Approval Services Inbox Processed by Payroll written approval (for faculty must be signed by provosts office)

ADDITIONAL PAY : CDE_COURSE Reason: CDE_COURSE Department Initiator Definition: Instruction for a credit bearing course administered through CDE. Typically, this course work is performed in the summer. Earnings Code: 090, 091, 092, 093 Required Attachment(s): Yes Appointment Letter Unit Approver Primary is parttime, temporary or less than 0.75 FTE Processed by Payroll If primary is Fulltime (0.75+ FTE) Ad Hoc Home Department Processed by Payroll ADDITIONAL PAY : CDE_OTHER

Reason: CDE_OTHER Department Initiator Unit Approver If primary is parttime, temp or less than 0.75 FTE Definition: Work paid through CDE, including non-credit instruction, academic administrator work and IP transfer of ownership payments. Earnings Code: 090, 091, 092, 093 Required Attachment(s): Yes Offer Letter If primary is fulltime (0.75+ FTE) Ad Hoc Home department Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HR Services HR & Faculty Services Approval Inbox Processed by payroll

Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll ADDITIONAL PAY : CELL_PHONE Reason: Cell_PHONE Department Initiator Unit Approver Processed by Payroll Definition: For cellphone reimbursements. Earnings Code: 704 Required Attachment(s): ADDITIONAL INFORMATION COMING FROM PAYROLL SOON ADDITIONAL PAY : COURSE Definition: Overload work, NON-CE Reason: COURSE instruction, staff or faculty who teach on top of their regular duties. Must be credit-bearing. Department

Initiator Earnings Code: 512 Unit Approver If primary is parttime, temp or less than 0.75 FTE Required Attachment(s): Yes offer If primary is fulltime (0.75+ FTE) Ad Hoc Home department Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HR Services HR & Faculty Services Approval Inbox Processed by payroll Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by

Payroll letter required if NOT full-time UA faculty. Workload plan B used for fulltime UA faculty does not need to be attached but the department should indicate that one has been completed. ADDITIONAL PAY : FAC_ADMIN_AY Reason: FAC_ADMIN_AY Department Initiator Faculty Administrative Pay Academic Year Definition: Supplemental Pay - For on-going faculty work related to primary appointment on top of regular workload during the appointment term EXCEPT course work and research. Earnings Code: 512 Unit Approver Required Attachment(s): Yes Offer Letter. PLEASE NOTE: Faculty HR Services & Faculty Services Approval Inbox Processed by Payroll Workflow will include Cost Accounting

Services (CAS) and SPA when the GCA01 chart-string is used. ADDITIONAL PAY : FAC_ADMIN_SUM Reason: FAC_ADMIN_SUM Department Initiator Faculty Administrative Pay - Summer Definition: Additional Pay - For on-going faculty work related to primary appointment outside the appointment term EXCEPT course work and research. Earnings Code: 511, 512 Required Attachment(s): Yes supporting Unit Approver documentation e.g., original offer letter. PLEASE NOTE: Workflow will include Cost Accounting Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll Services (CAS) and SPA when the GCA01 chart-string is used. ADDITIONAL PAY : FAC_RSRCH_AY

Reason: FAC_RSRCH_AY Faculty Research Academic Year Definition: Appointment period EXTRA RESEARCH funded by a sponsored agreement or internally. (Ex. Faculty Supplemental Pay) Department Initiator Earnings Code: 512 Required Attachment(s): No SHOULD NOT BE RETROACTIVE. Unit Approver PLEASE NOTE: Faculty HR Services & Faculty Services Approval Inbox Payroll Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. ADDITIONAL PAY : FAC_RSRCH_SUM Reason: FAC_RSRCH_SUM Department Initiator

Faculty Research During Summer Definition: RESEARCH work outside of appointment period funded by a sponsored agreement or by the University e.g. "Summer Salary." (Ex. Faculty Additional Pay) Earnings Code: 511, 512 Required Attachment(s): No SHOULD NOT Unit Approver BE RETROACTIVE. PLEASE NOTE: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. ADDITIONAL PAY : GEN_OTH Reason: AWD_BONUS General Other Definition: Other - be specific in comments! Earnings Code: VARIES Department Initiator

Unit Approver Faculty Staff Primary: Primary: Class & Comp Faculty HR & Faculty Services Approval Services Inbox Processed by Payroll Required Attachment(s): No Comments REQUIRED Should only be for work related payments. Contact payroll and/or disbursement center for reimbursement related payments. ADDITIONAL PAY : GS_ADD_PAY Reason: GS_ADD_PAY Graduate Student Pay Definition: Graduate Student - Additional Pay. Use only if the unit cannot increase the base compensation. Department Initiator

Earnings Code: 512 Required Attachment(s): No, comments required. Unit Approver Grad College PLEASE NOTE: Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. Processed by Payroll ADDITIONAL PAY : INCENT_PRG Reason: INCENT_PR G Incentive Programs Definition: Faculty Incentive Program Compensation for a Non- Academic Unit Earnings Code: 512 Department Initiator Unit Approver Processed by Payroll

Required Attachment(s): Yes Must have written approval (for faculty must be signed by provosts office) ADDITIONAL PAY : INTEL_PROP Reason: Intel_Prop Intellectual Property Payments Definition: Faculty Intellectual Property. See University Policy and Art. 23 Department Initiator Earnings Code: 512 Required Attachment(s): Yes, supporting documents. Unit Approver Faculty Staff Primary: Primary: Class & Comp Faculty HR & Faculty Services Approval Services Inbox Processed by Payroll

ADDITIONAL PAY : PER_DIEM Per Diem Payment Reason: PER_DIEM Definition: Faculty official function or activity Department Initiator e.g. orientation . For represented faculty, see collective bargaining agreements for half and full day rates. Earnings Code: 512 Required Attachment(s): No, comments Unit Approver required. Goal payment cannot exceed $1000 Processed by Payroll ADDITIONAL PAY : SEV_PAY Reason: SEV_PAY Severance Payments Definition: Lump Sum Severance Payments.

See Art. 18.13 for FT UA faculty. Department Initiator Earnings Code: 165 Required Attachment(s): Yes, severance agreement. Unit Approver Faculty Staff Primary: Primary: Class & Comp Faculty HR & Faculty Services Approval Services Inbox Processed by Payroll ADDITIONAL PAY : ST_ADLWRK Reason: ST_ADLWR K Departmen t Initiator Staff Additional Work Definition: Short-term staff work outside employee's regular duties during their regular

term. Includes short-term change in responsibilities, such as for "acting" duties. NOT for pay on temp employee record. Earnings Code: 130 Unit Approver Class & Comp HR & Faculty Services Approval Inbox Processed by Payroll Required Attachment(s): Please attach any additional details that may justify this APF. ADDITIONAL PAY : ST_FTE_INC Reason: ST_FTE_INC Departmen t Initiator Unit Approver Staff FTE Increase Definition: Staff work - Pay for additional FTE (up to 1.0 FTE) work which is assigned to parttime non-exempt staff. This reason is used for staff in a position with less than 1.0 FTE who are temporarily working additional hours (e.g., to cover while a co-worker is out on leave.) Short-term, must be for less than 20 weeks. Earnings Code: 130

Required Attachment(s):Please attach any additional details that may justify this APF. Class & Comp HR & Faculty Services Approval Inbox Processed by Payroll ADDITIONAL PAY : ST_ON_CALL Reason: ST_ON_CAL L Staff on Call Definition: On-call premium (e.g., typically used for staff under special circumstances) Earnings Code: 250,251,702? Department Initiator Unit Approver Processed by Payroll Required Attachment(s):Please attach any additional details that may justify this APF. ADDITIONAL PAY : ST_OUT_TERM Reason: ST_OUT_TER

M Department Initiator Staff Work Outside of Term Definition: Staff work. Performed outside normal term AND related to their regular responsibilities. Do not use from Kronos nonexempt employees. Earnings Code: 512 Required Attachment(s): Please attach any Unit Approver Class & Comp HR & Faculty Services Approval Inbox Processed by Payroll additional details that may justify this APF. ADDITIONAL PAY : TAX_MOVE Reason: TAX_MOVE Departme nt Initiator Unit Approver Processed by Payroll Definition: Taxable Moving Reimbursement Earnings Code: 429 Required Attachment(s): Yes, offer letter.

ADDITIONAL PAY : TMPNONEXPT Temp Non-Exempt Reason: TMPNONEXPT Prior HR/Payroll approval required. Paper APF ONLY. Department Initiator Definition: Normally, temporary non- Unit Approver If primary is part-time, temp or less than 0.75 FTE If primary is fulltime (0.75+ FTE) Home department Earnings Code: 512 Class & Comp HR & Faculty Services Approval Inbox Processed by payroll exempt employees are paid via the

timecard. ONLY pay on additional pay with prior HR/Payroll approval. Use this reason code for temporary non-exempt level work with a complex rate, blended overtime rate, or special overtime exemption. This additional pay is paid on a non-exempt temporary record. Class & Comp HR & Faculty Services Approval Inbox Processed by Payroll Required Attachment(s): Yes offer letter. ADDITIONAL PAY : TMPEXEXEC Temp Exempt Executive Work Reason: TMPEXEXEC Definition: For temporary work that is exempt based on the executive duties classification. Department Initiator See FLSA Duties Test for details on Unit Approver If primary is parttime, temp or

less than 0.75 FTE exempt classifications. If primary is fulltime (0.75+ FTE) Required Attachment(s): Yes offer Home department Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HRS or Class & Comp HR & Faculty Services Approval Inbox Processed by payroll Earnings Code: 512 Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll

letter required if NOT full-time UA faculty. Workload plan B used for fulltime UA faculty does not need to be attached but the department should indicate that one has been completed. ADDITIONAL PAY : TMPEXADMIN Temp Exempt Administrative Work Reason: TMPEXADMIN Definition: For temporary work that is exempt based on the administrative duties classification (typically these duties include supervisory responsibilities.) Department Initiator See FLSA Duties Test for details on Unit Approver exempt classifications. If primary is parttime, temp or less than 0.75 FTE If primary is fulltime (0.75+ FTE) Home department EXCLUDES CREDIT BEARING COURSES, RESEARCH, PER DIEM.

Earnings Code: 512 Required Attachment(s): Yes offer Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HRS or Class & Comp HR & Faculty Services Approval Inbox Processed by payroll Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll letter required if NOT full-time UA faculty. Workload plan B used for full-time UA faculty does not need to be attached but the department should indicate that one has been completed. ADDITIONAL PAY : TMPEXPROF Temp Exempt Professional Work

Reason: TMPEXAPROF Definition: For temporary work that is exempt based on the professional duties classification. Department Initiator See FLSA Duties Test for details on Unit Approver If primary is parttime, temp or less than 0.75 FTE exempt classifications. If primary is fulltime (0.75+ FTE) Home department EXCLUDES CREDIT BEARING COURSES, RESEARCH, PER DIEM. Earnings Code: 512 Required Attachment(s): Yes offer Staff Primary: Class & Comp Faculty Primary: Faculty Service

Temp Primary: HRS or Class & Comp HR & Faculty Services Approval Inbox Processed by payroll Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll letter required if NOT full-time UA faculty. Workload plan B used for fulltime UA faculty does not need to be attached but the department should indicate that one has been completed. ADDITIONAL PAY : TMPEXTECH Temp Comp/Technical Work Reason: TMPEXADMIN Definition: For temporary work that is exempt based on the Computer/Technical duties classification. Department Initiator

See FLSA Duties Test for details on exempt classifications. Unit Approver If primary is parttime, temp or less than 0.75 FTE If primary is fulltime (0.75+ FTE) Home department Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HRS or Class & Comp HR & Faculty Services Approval Inbox Processed by payroll Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox

Processed by Payroll EXCLUDES CREDIT BEARING COURSES, RESEARCH, PER DIEM. Earnings Code: 512 Required Attachment(s): Yes offer letter required if NOT full-time UA faculty. Workload plan B used for fulltime UA faculty does not need to be attached but the department should indicate that one has been completed. ADDITIONAL PAY : TMP_OTH Temp Other Reason: TMPEXADMIN Definition: For temporary work not Department Initiator Unit Approver If primary is parttime, temp or less than 0.75 FTE If primary is fulltime (0.75+ FTE) Earnings Code: 512 Home department

Staff Primary: Class & Comp Faculty Primary: Faculty Service Temp Primary: HRS or Class & Comp HR & Faculty Services Approval Inbox Processed by payroll outlined in the other temp reason codes. Typically this is a one-time or limited payment (e.g., guest speaker/lecturer.) EXCLUDES CREDIT BEARING COURSES, RESEARCH, PER DIEM. Staff Primary: Class & Comp Faculty Primary: Faculty Services HR & Faculty Services Approval Inbox Processed by Payroll Required Attachment(s): Comments required must be specific! ADDITIONAL PAY : NONEE_STIP

Non-Employee Nominal Stipend Payment Reason: TMPNONEXPT Definition: Use this reason code when paying a non-employee (e.g., volunteer, intern, or student leader) an approved nominal stipend. Department Initiator Unit Approver If primary is part-time, temp or less than 0.75 FTE Earnings Code: 512 Required Attachment(s): Yes If primary is fulltime (0.75+ FTE) notification letter/volunteer agreement. Home department HR Services HR & Faculty Services Approval Inbox

Processed by payroll HR Services HR & Faculty Services Approval Inbox Processed by Payroll OTHER NOTES: Workflow will include Cost Accounting Services (CAS) and Sponsored Projects Administration (SPA) when the GCA01 chart-string is used. ADDITIONAL RESOURCES: Additional Pay Reason Code Definitions & Temp Exempt Duties Pay Range Chart Temporary Employee Guidelines Non-Employees Paid an Approve Stipend Guidelines Electronic Additional Pay Guide Questions?? Contact Human Resource Services at [email protected] or 802-656-3150

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