Table of Contents
- How to Process Faculty Related Payments via Smartsheet - 1 Overview
- How to Process Faculty Related Payments via Smartsheet - 2 Creating Contracts
- How to Process Faculty Related Payments via Smartsheet - 3 Approvals
- How to Process Faculty Related Payments via Smartsheet - 4 Revisions and Cancellations
- How to Process Faculty Related Payments via Smartsheet - 5 Reporting
- How to Process Faculty Related Payments via Smartsheet - 6 Payroll Processing
Effective May 15, 2020, all payments pertaining to course instruction must be paid via Smartsheet.
By utilizing Smartsheet, contracts can be created with approval workflow included to 1) expedite processing allowing all stakeholders to work more efficiently and accurately with a more favorable outcome for the faculty member; 2) reduce errors in processing with multiple levels of review/approval; and 3) provides senior leadership appropriate infomation and oversight.
Tips for optimal service...
- To avoid delay in payment, users/submitters are responsible for following up on missing approvals.
- To avoid duplication of payments to faculty members, please do not send signed contracts to payroll if information is submitted via Smartsheet.
- To avoid overpayments for PATFA/AFUM who hold academic year appointments, include in the Smartsheet process ONLY contracts that are considered overload and/or above their regular workload.
Modification Timeline
- 08/28/23 - updated Rank: Lect I, II & III not valid for AFUM
- 08/25/23 - updated Fall 2024 rates for AFUM and Non-Rep
- 06/13/23 - added Fall 2024 term
- 10/11/22 - added Spring 2023 term
- 09/18/22 - added an Update Request to User when a Payroll Note is added to a row that has not been processed or canceled.
- 09/12/22 - added Ranks for Senior Lecturer and Principal Lecturer
- 06/09/22 - added Fall 2022 (2310) Term along with updated rates for AY22 & AY23 based on new collective bargaining contracts.
- 10/08/21 - added Spring 2022 Term (new minimum credit hour rates for AY22 are not yet available)
- 09/22/21 - added a Confirmation notification after PATFA Faculty accept a Contract
- Subject: Confirmation of Official Assignment for {{Term}} - {{CLASS_NBR}}
- Body: Thank you for accepting your teaching contract. Here is your official assignment:
Term: {{Term}}
Class Description: {{ClassDescription}}
Total Salary: {{Total Amount}}
- 05/13/21 - added Fall 2021 Term (new minimum credit hour rates for AY22 are not yet available)
- Data Mesh replaced VLOOKUPs to other sheets (Service List, Term Data, CH Rates) to improve performance; this may slightly delay sending of approval requests
- Archiving: Also to improve performance and to allow a more automated, sustainable system, contracts that were all paid (payroll end date), processed or cancelled more than 90 days in the past will automatically be moved to an Archived worksheet. This will remove them from your reports, dynamic views, etc. For example, a contract with a payroll end date of 5/31/21, processed 1/15/21 and not cancelled will be archived approximately 8/31/21.
- 03/19/21 - updated User Daily Report via Dynamic View to allow ability to export to csv format
- 03/19/21 - added Note to Faculty to approval requests.
- 03/12/21 - added Summer 2021 (2130) term
- 03/12/21 - added new field "Note to Faculty" that will be included in the approval request to faculty member
- 01/14/21 - to improve perofrmance, functionality to capture the approval dates has been disabled even though the system is still saving the approval date behind the scenes. We may be able to provide this information at a later time.
- 01/14/21 - to improve performance, 2020 contracts already processed were removed; a copy was made to preserve historical records
Training Resources
|
|
| 2. Create Contracts |
|
| 3. Approvals |
|
| 4. Edits & Cancellations |
|
| 5. Reporting |
|
- UMS Academy Training Guide:
- Once you are logged into your campus portal, you can find the training available in the on-line training venue of UMS Academy at this link: https://learnit.hoonuit.com/1009207/learnit?cn=umaine
- USM Training Materials
- The recorded webinar from May 29, 2020 about the new Faculty Contract & Overload Processing process
- The Working Guide tool covered in the training. You'll see that the Working Guide tool has been updated somewhat from the training (minor) to include answers to questions you'd asked about the Smartsheets component during the training.
- Introduction to Dashboard with Dynamic View - Manage Approvals
- Webinar from September 9, 2020 introducing Dashboard & Dynamic View
- Introduction to Dynamic View - Update Details (recording)
- Webinar from October 13, 2020 introducing Dynamic View - Update Details
- Introduction to Dashboard - User Daily Report; merging Comments tab; creating PDF via mail merge
- Webinar from November 12, 2020
