HR Information Session ONLINE PAYMENTS AND APPROVALS

 Overview of all payment types  Online Payment Processing  Updated Approval Rules  Oracle Approval Functionality  Resources  Questions AGENDA

Guidelines for Other Compensation Types  Compensation Payment Types include  Adjunct – Course and Non-Course work options  Overload  Special Assignment  Additional Compensation  Payment options displayed are based on the person’s eligibility to receive that type of pay. Examples include:  Adjuncts are not eligible for Additional Compensation or Special Assignment payment types – use Adjunct Non-Course or Adjunct Other Term  Non-exempt staff are not eligible for Adjunct payments – they must be hired as an hourly adjunct  Grad students teaching as Adjunct are not eligible using the online functionality, they must be submitted to HR on paper. Prior approval from the Provost is required. OVERVIEW OF PAYMENT TYPES

 Overview screen  Lists current and future dated payments  Lists pending transactions  Cannot update previously approved transactions – can only update/delete transactions with a status of “New”  Required fields:  Adjunct Course  Contract Amount, Course number, Degree of Adjunct, Credit Hours, Additional Work Hours per Week, Cost Allocation  Adjunct Non-Course  Contract Amount, Work Type (See instructions for list), Degree of Adjunct, Total Work hours per Term, Cost Allocation  Overload  Contract Amount, Course Number OR Work Type (one must be filled in), Cost Allocation  Special Assignment  Contract Amount ($ max), Work Type, Cost Allocation  Additional Compensation  Commission, Royalty, IP Release, Honorarium – Amount ($ max), Begin and End Date of time period for the payment (may not correspond directly to the pay period start and end dates), Cost Allocation  Award Recognition – Amount ($ max), Award Type (Staff Award, Eisenhart Award, Extra Effort, Mentor Recognition, Spot Award), Begin and End Date, Cost Allocation ONLINE PAYMENT PROCESSING

 Effective Dates  Semester – Adjunct and Overload  Fall – payments from 9/15 – 12/31  Spring – payments from 2/15 – 5/31  Summer – payments from 6/15 – 8/15  Adjunct, Overload Other Term or Special Assignment – can assign a start and an end date (must uncheck box next to Ongoing)  Start and End Date cannot be the same date  At least one pay period end date must be between start and end date  System generated errors will occur when:  The account number combination is invalid  The transaction being updated/deleted was previously approved  The date range does not cross at least one pay period end date  The start date is prior to the start of the current fiscal year ONLINE PAYMENT PROCESSING CONT’D

The approval hierarchy for online payment transactions utilizes the signatory authority hierarchy maintained by the Controller’s Office.  It is based on the department and project number in the account code combination for the transaction.  The same hierarchy process is also used for invoices and expenses.  To change the hierarchy use the Certificate of Delegated Authority form.Certificate of Delegated Authority  FYI Notification upon final approval will be generated to the supervisor of the employee receiving the payment UPDATED APPROVAL RULES

 Add Approvers  The person entering the transaction can add approvers at any point prior to the final approver  Approver options – an workflow notification will be sent to each approver in sequence. The approver can approve through the notification or directly through Oracle RIT Workflow User.  Approve – moves to next approver, if final approver will create the payment on the employee record  Reject – rejects and cancels the transaction  Reassign – this allows the approver to forward/delegate the approval notification to another approver. This is the mechanism for additional approvers to be added at the end of the approval chain.  Request Information - This will return the original transaction to the person that originally entered it into their Saved Actions. There is a text box to enter a note. This removes it from the approval chain until it is resubmitted.  Once all the approvers have approved the transaction, the entry will be added to the employee’s record in Oracle. ORACLE APPROVAL FUNCTIONALITY

 HR website Communications Page   Manager Self Serve website   Academic Affairs Faculty/Staff policies website   Julie Hawk  HR Services Managers RESOURCES

 ?? QUESTIONS?