ePAR Training Module

1. ePAR Training Module Supplemental Pay ePAR - Supplemental Pay

2. What is a Supplemental Pay ePAR? • A Supplemental Pay ePAR is an ePAR that can be used to add a new supplemental pay, change an existing supplemental pay, or end an existing supplemental pay for an employee. • Supplemental pays can be one time payments or recurring payments. • Supplemental pay types include additional payments, award payments, cell phone allowances, enrichment payments, and supplement payments. • Supplemental Pay ePARscannot change funding information for regular earnings. A Change Funding Sources ePAR should be entered to change funding information for regular earnings. • Termination and Retirement ePARs will automatically end allowances, additional pays, and supplements, so it is not necessary to enter a Supplemental Pay ePAR to end any of these for an employee whose termination or retirement was processed through ePAR. If a Supplemental Pay ePAR is needed, please continue reading. If a Change Funding Sources ePAR is needed, please see our Change Funding Sources training materials. ePAR - Supplemental Pay

3. Log in to Galaxy. ePAR - Supplemental Pay

4. Select Gemini HR. ePAR - Supplemental Pay

5. To enter a new ePAR, access the ePAR Actions page at the following navigation:Main Menu > UTD Customizations > UTD HR Customizations > ePAR > ePAR Actions. ePAR - Supplemental Pay

6. Select “Add a New Value”. ePAR - Supplemental Pay

7. Click the dropdown menu for the ePAR action, and select “Supplemental Pay”. ePAR - Supplemental Pay

8. Enter the Employee ID if known. If not known, select the magnifying glass to search by first and last name. Enter the known information and click “Lookup” to search for the employee. Click on the correct employee ID to continue. ePAR - Supplemental Pay

9. Selecting the employee ID will populate the employee’s current job information. Click this dropdown to select the type of Supplemental Pay that needs to be entered. The option that is selected here will determine what fields will appear to be fill in. ePAR - Supplemental Pay

10. Additional/One-Time Payment This is a required field. It is the cost center that the additional pay will be charged to. If the additional pay should be split among multiple cost centers or if more than one additional pay is needed, the “+” button can be clicked to add a new row. This is a required field. It is the amount of the additional pay. If the amount entered is the net amount that the employee should receive, the “Gross Up” check box should be selected. If the box is not selected, the amount entered will be processed a gross amount. This field can be used to select the delivery method of the additional pay. ePAR - Supplemental Pay

11. Award/One-Time Payment This is a required field. It is the cost center that the award will be charged to. If the award should be split among multiple cost centers or if more than one award is needed, the “+” button can be clicked to add a new row. This is a required field. It is the amount of the award. If the amount entered is the net amount that the employee should receive, the “Gross Up” check box should be selected. If the box is not selected, the amount entered will be processed a gross amount. This field can be used to select the delivery method of the award. ePAR - Supplemental Pay

12. Cell Phone Several options for cell phone supplemental pays can be chosen. ePAR - Supplemental Pay

13. Cell Phone: Allowance Cancellation This is a required field. It is the day the allowance should be cancelled. Note: Cell phone allowances are not pro-rated. A mid-month effective date will result in the full monthly allowance being paid. The current allowance amount and current funding will appear with this choice. ePAR - Supplemental Pay

14. Cell Phone: Change Allowance Amount This is a required field. It is the date that the change should take effect. This is a required field. It is the proposed new amount of the monthly allowance. This is a required field. It is percentage of the allowance that should be charged to the given cost center. If more than one cost center is involved, select the “+” to add another line. The total percentage must add up to 100%. This is a required field. It is the cost center the allowance will be charged to. ePAR - Supplemental Pay

15. Cell Phone: Change Funding This is a required field. It is percentage of the allowance that should be charged to the given cost center. If more than one cost center is involved, select the “+” to add another line. The total percentage must add up to 100%. These are required fields. They are the date that the change in funding should take effect and the date that the allowance will end. If more than one date range is involved, select “+” to add another line. This is a required field. It is the cost center that the allowance funding should be changed to. It will be populated with the current cost center when the screen pulls up. ePAR - Supplemental Pay

16. Cell Phone: Device Reimbursement Only This is a required field. It is the cost center that the reimbursement should be charged to. This is a required field. It is the amount of the reimbursement. ePAR - Supplemental Pay

17. Cell Phone: New Allowance Request This is a required field. It is the start date of the new allowance. This is a required field. It is the amount of the allowance. This box can be used to process a device reimbursement along with a new allowance. If a device reimbursement is included, this field is used to enter the amount of the reimbursement. This is the cost center that the reimbursement should be charged to. These fields can be selected as a justification for the cell phone allowance. At least one must be checked. This is a required field. It is percentage of the allowance that should be charged to the given cost center. If more than one cost center is involved, select the “+” to add another line. The total percentage must add up to 100%. This is a required field. It is the end date of the allowance. If more than one date range is involved, select the “+” to add another line. This is a required field. It is the cost center that the new allowance should be charged to. ePAR - Supplemental Pay

18. Enrichment/Recurring Payment Several options for enrichment and recurring supplemental pays can be chosen. ePAR - Supplemental Pay

19. Enrichment/Recurring Payment: Add New Supplement This is a required field. It is the start date of the recurring enrichment payment. This is a required field. It is the amount of the monthly enrichment payment. This is a required field. It is the end date of the enrichment. This is a required field. It is the end date of the funding. If more than one date range is involved, select the “+” to add another line. This is a required field. It is the cost center that the enrichment payment should be charged to. This is a required field. It is the monthly amount that should be applied to the given cost center. If more than one cost center is involved, select the “+” to add another line. ePAR - Supplemental Pay

20. Enrichment/Recurring Payment: Cancel Payment This area will show the current enrichment information that will be cancelled with the ePAR. This is a required field. This the effective date of the enrichment payment cancellation. Note: enrichments are not pro-rated. A mid-month effective date will result in the full monthly amount being paid. This box is a required field. It must be checked to process the cancellation. ePAR - Supplemental Pay

21. Enrichment/Recurring Payment: Change Existing Amount This is a required field. This the effective date of the enrichment payment change. This is a required field. It is the new monthly enrichment amount. This is a required field. It is the end date of the enrichment. ePAR - Supplemental Pay

22. Enrichment/Recurring Payment: Change Existing Funding This is a required field. It is amount of the enrichment that should be charged to the given cost center. If more than one cost center is involved, select the “+” to add another line. The total amount of all lines must add up to total amount listed in the “Current Supplements” box. These are required fields. They are the date that the change in funding should take effect and the date that the allowance will end. If more than one date range is involved, select “+” to add another line. This is a required field. It is the cost center that the enrichment funding should be changed to. It will be populated with the current cost center when the screen pulls up. ePAR - Supplemental Pay

23. Supplement/Recurring Payment Several options for enrichment and recurring supplemental pays can be chosen. ePAR - Supplemental Pay

24. Supplement/Recurring Payment: Add New Supplement This is a required field. It is the start date of the recurring enrichment payment. If more than one supplement is being entered, the “+” can be used to add a row. This is a required field. It is the end date of the supplement. This is a required field. It is the amount of the monthly supplement. This is a required field. It is the end date of the funding for the given cost center. If more than one date range is involved, select the “+” to add another line. This is a required field. It is the monthly amount that should be applied to the given cost center. If more than one cost center is involved, select the “+” to add another line. This is a required field. It is the cost center that the enrichment payment should be charged to. ePAR - Supplemental Pay

25. Supplement/Recurring Payment: Cancel Payment This is a required field. This is the effective date of the supplemental payment cancellation. Note: supplements are not pro-rated. A mid-month effective date will result in the full monthly amount being paid. This area will show the current supplement information that will be cancelled with the ePAR. This box is a required field. It must be checked to process the cancellation. ePAR - Supplemental Pay

26. Supplement/Recurring Payment: Change Existing Amount This is a required field. This the effective date of the supplement. This is a required field. It is the new monthly enrichment amount. This is a required field. It is the end date of the supplement. ePAR - Supplemental Pay

27. Supplement/Recurring Payment: Change Existing Funding This is a required field. It is amount of the supplement that should be charged to the given cost center. If more than one cost center is involved, select the “+” to add another line. The total amount of all lines must add up to total amount listed in the “Current Supplements” box. These are required fields. They are the date that the change in funding should take effect and the date that the supplement will end. If more than one date range is involved, select “+” to add another line. This is a required field. It is the cost center that the supplement funding should be changed to. It will be populated with the current cost center when the screen pulls up. ePAR - Supplemental Pay

28. Some fields are available on all types of supplemental pay ePARs. This box is not a required field. It can be used to enter notes regard the ePAR. The “Submitter/Contact Information” will contain the information of the person who created the ePAR. Click the white arrow to expand. A secondary contact with information regarding the ePAR can also be added. ePAR - Supplemental Pay

29. When all of the information has been entered accordingly, select the “Save” button. Click the “Save” button to continue processing the ePAR. Further changes can be made after the ePAR has been saved, and the ePAR can be saved as many times as needed. Note: the ePAR cannot be submitted without first being saved. ePAR - Supplemental Pay

30. Upon saving the ePAR, two new buttons will be available. Device reimbursements require that a receipt be uploaded via the “Attachments” button. For all other ePAR supplemental actions, this is optional. The “Attachments” button can be used to upload paperwork related to the supplemental pay. Once the ePAR has been saved, it will be assigned a request ID. This number will allow you to leave and come back to an ePARlater. To attach a document, click “Attachments”. ePAR - Supplemental Pay

31. When “Attachments” is selected, a new page opens up. Select the drop down box to choose a type of document to attach. ePAR - Supplemental Pay

32. Once an attachment type has been selected, a document can be uploaded. Click the “Add” button to select a document. ePAR - Supplemental Pay

33. A search screen will allow you to browse for a document to attach. Click “Browse” to search for the document you would like to attach. After you have chosen your document, select the “Upload” button. ePAR - Supplemental Pay

34. After a document has been selected, the attachments home page will return. Multiple documents can be added to an ePAR. To add additional documents, select the “+” button. If a document was chosen incorrectly, the “Delete” button will remove the attachment. The “+” button can then be used to add the correct document. Once all documents have been attached, select the “Done” button. ePAR - Supplemental Pay

35. After attachments are completed, the ePAR can be reviewed before submission. If all of the information is correct, the ePAR can now be submitted for approval. Note: no further changes can be made after an ePAR has been submitted. ePAR - Supplemental Pay

36. Once the ePAR is submitted, the Approval Workflow will be visible. You will be able to see the progress of the ePAR through the various approval levels. ePAR - Supplemental Pay

37. You will also receive an email that your ePAR has been submitted for approval. The email will contain a link that will take you back to the ePAR if you are logged in to Galaxy. If you are not logged in to Galaxy, the link will take you to the Galaxy login page. ePAR - Supplemental Pay