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Additional Pay Approval Workflow

Additional Pay Approval Workflow. Last Updated 06.17.2019. Home Department. Ad Hoc. DRIVEN REASON CODE. Cost Accounting & SPA Driven by GCA01. Ad Hoc. Additional PaY : AWD_BONUS. Award/Bonus

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Additional Pay Approval Workflow

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  1. Additional Pay Approval Workflow Last Updated 06.17.2019

  2. Home Department Ad Hoc DRIVEN REASON CODE Cost Accounting & SPA Driven by GCA01 Ad Hoc

  3. Additional PaY : AWD_BONUS 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 written approval (for faculty must be signed by provost’s office) HR & Faculty Services Approval Inbox

  4. Additional PaY : CDE_COURSE • 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 Ad Hoc

  5. Additional PaY : CDE_OTHER • 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 Ad Hoc HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  6. Additional PaY : CELL_Phone • Definition: For cellphone reimbursements. • Earnings Code: 704 • Required Attachment(s): ADDITIONAL INFORMATION COMING FROM PAYROLL SOON

  7. Additional PaY : COURSE • Definition: Overload work, NON-CE instruction, staff or faculty who teach on top of their regular duties. Must be credit-bearing. • Earnings Code: 512 • Required Attachment(s): Yes – offer 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. Ad Hoc HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  8. Additional PaY : FAC_ADMIN_AY 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 • Required Attachment(s): Yes – Offer Letter. PLEASE NOTE: • Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. HR & Faculty Services Approval Inbox

  9. Additional PaY : FAC_ADMIN_SUM 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 documentation e.g., original offer letter. PLEASE NOTE: • Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. HR & Faculty Services Approval Inbox

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

  11. Additional PaY : FAC_RSRCH_SUM 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 BE RETROACTIVE. PLEASE NOTE: • Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used. HR & Faculty Services Approval Inbox

  12. Additional PaY : GEN_OTH General Other • Definition: Other - be specific in comments! • Earnings Code: VARIES • Required Attachment(s): No – Comments REQUIRED • Should only be for work related payments. Contact payroll and/or disbursement center for reimbursement related payments. HR & Faculty Services Approval Inbox

  13. Additional PaY : GS_ADD_PAY Graduate Student Pay • Definition: Graduate Student - Additional Pay. Use only if the unit cannot increase the base compensation. • Earnings Code: 512 • Required Attachment(s): No, comments required. PLEASE NOTE: • Workflow will include Cost Accounting Services (CAS) and SPA when the GCA01 chart-string is used.

  14. Additional PaY : INCENT_PRG Incentive Programs • Definition: Faculty Incentive Program Compensation for a Non- Academic Unit • Earnings Code: 512 • Required Attachment(s): Yes – Must have written approval (for faculty must be signed by provost’s office)

  15. Additional PaY : Intel_PROP Intellectual Property Payments • Definition: Faculty Intellectual Property. See University Policy and Art. 23 • Earnings Code: 512 • Required Attachment(s): Yes, supporting documents. HR & Faculty Services Approval Inbox

  16. Additional PaY : PER_DIEM Per Diem Payment • Definition: Faculty official function or activity e.g. orientation . For represented faculty, see collective bargaining agreements for half and full day rates. • Earnings Code: 512 • Required Attachment(s): No, comments required.

  17. Additional PaY : SEV_PAY Severance Payments • Definition: Lump Sum Severance Payments. See Art. 18.13for FT UA faculty. • Earnings Code: 165 • Required Attachment(s): Yes, severance agreement. HR & Faculty Services Approval Inbox

  18. Additional PaY : St_ADLWRK 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 • Required Attachment(s): Please attach any additional details that may justify this APF. HR & Faculty Services Approval Inbox

  19. Additional PaY : St_FTE_INC Staff FTE Increase • Definition: Staff work - Pay for additional FTE (up to 1.0 FTE) work which is assigned to part-time 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. HR & Faculty Services Approval Inbox

  20. Additional PaY : St_ON_CALL Staff on Call • Definition: On-call premium (e.g., typically used for staff under special circumstances) • Earnings Code: 250,251,702? • Required Attachment(s):Please attach any additional details that may justify this APF.

  21. Additional PaY : St_OUT_TERM Staff Work Outside of Term • Definition: Staff work. Performed outside normal term AND related to their regular responsibilities. Do not use from Kronos non-exempt employees. • Earnings Code: 512 • Required Attachment(s): Please attach any additional details that may justify this APF. HR & Faculty Services Approval Inbox

  22. Additional PaY : TAX_MOVE • Definition: Taxable Moving Reimbursement • Earnings Code: 429 • Required Attachment(s): Yes, offer letter.

  23. Additional PaY : TMPNONEXPT Temp Non-Exempt Prior HR/Payroll approval required. Paper APF ONLY. • Definition: Normally, temporary non-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. • Earnings Code: 512 • Required Attachment(s): Yes – offer letter. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  24. Additional PaY : TMPEXEXEC Temp Exempt Executive Work • Definition: For temporary work that is exempt based on the executive duties classification. • See FLSA Duties Testfor details on exempt classifications. • Earnings Code: 512 • Required Attachment(s): Yes – offer 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. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  25. Additional PaY : TMPEXADMIN Temp Exempt Administrative Work • Definition: For temporary work that is exempt based on the administrative duties classification (typically these duties include supervisory responsibilities.) • See FLSA Duties Testfor details on exempt classifications. • 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 full-time UA faculty does not need to be attached but the department should indicate that one has been completed. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  26. Additional PaY : TMPEXPROF Temp Exempt Professional Work • Definition: For temporary work that is exempt based on the professional duties classification. • See FLSA Duties Testfor details on exempt classifications. • 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 full-time UA faculty does not need to be attached but the department should indicate that one has been completed. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  27. Additional PaY : TMPEXTECH Temp Comp/Technical Work • Definition: For temporary work that is exempt based on the Computer/Technical duties classification. • See FLSA Duties Testfor details on exempt classifications. • 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 full-time UA faculty does not need to be attached but the department should indicate that one has been completed. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  28. Additional PaY : TMP_OTH Temp Other • Definition: For temporary work not 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. • Earnings Code: 512 • Required Attachment(s): Comments required – mustbe specific! HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  29. Additional PaY : NONEE_STIP Non-Employee Nominal Stipend Payment • Definition: Use this reason code when paying a non-employee (e.g., volunteer, intern, or student leader) an approved nominal stipend. • Earnings Code: 512 • Required Attachment(s): Yes – notification letter/volunteer agreement. HR & Faculty Services Approval Inbox HR & Faculty Services Approval Inbox

  30. Other notes: Additional resources: • Workflow will include Cost Accounting Services (CAS) and Sponsored Projects Administration (SPA) when the GCA01 chart-string is used. • Additional Pay Reason Code Definitions& Temp Exempt Duties Pay Range Chart • Temporary Employee Guidelines • Non-Employee’s Paid an Approve Stipend Guidelines • Electronic Additional Pay Guide Questions?? Contact Human Resource Services at HRSinfo@uvm.edu or 802-656-3150

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