Link to Smartsheet Contract Generator Form
https://app.smartsheet.com/b/form/6a6d5bdf7d99430597d8dbcb5d977c7c
Tips for best practice...
- Enter valid @maine.edu email addresses (including your own)
Spreadsheet Upload Process
By utilizing the spreadsheet, payroll is able to merge the information directly into Smartsheet Faculty Contractor system to leverage approval workflow, payroll processing and reporting purposes. Approved Smartsheet contracts will be extracted and processed in MaineStreet allowing the payroll office to work more efficiently and accurately with a more favorable outcome for the faculty member.
Spreadsheets can be submitted if the following requirements are met:
- Approvers are identified with @maine.edu email address
- Approvers may have already approved the contract via another authorized method (see template instructions tab for details)
- A minimum of 10 rows per spreadsheet; otherwise enter one at a time via Smartsheet Form
It is not recommended that contracts that are ready to be processed be delayed... therefore, if you have less than 10 that are ready to go, please use the Smartsheet Form link above to submit right away so as to not hold up the approval and/or payroll process.
Spreadsheet must be in accordance with the template. See Instructions tab of template for requirements.
- Spreadsheets should be uploaded directly to payroll's secure SharePoint account:
Secure Upload Instructions
- If not already logged in, use your Maine.edu credentials.
- Open this link in a new tab/page: https://forms.office.com/Pages/ResponsePage.aspx?id=WEZ5Nhny1Eqvexto0ZAEQzE_Zj0uvhhPrxNkua7hE31UNzYxSDhGSEcwSEkwUUFVQjgwVTk2Qk5EQyQlQCN0PWcu
You may upload up to 10 documents at a time.
- Click “Upload file or document” to choose the file you wish to upload.
- If desired, check the box to send you an email receipt.
- Click Submit
- After submitting a file, you should see a screen that says, “Thanks! Your document/file was uploaded.” This confirms that we have received your document. There is no need to contact our office to confirm receipt.
- You may click Submit another response to upload more files.
- If you experience any issues, try this link: https://umainesystem-my.sharepoint.com/:f:/g/personal/aprilm_maine_edu/Eo_KJs9MnuhGkpVyT3fe8S0BMTkV8U_gg1Oa4-D2Q14ImA
- Spreadsheets will be uploaded to Smartsheet by payroll team within 2 business days.
- If approval status(s) are not "Approved", the Smartsheet will trigger the workflow.
Query to get you started....
An HR query can be run by Term and Instituion that includes classes scheduled to be taught (from Campus Solutions) along with the individual faculty member's HR information such as rank and service list. The query also is the the format required by the Smartsheet Upload process - just fill in the blanks. The public query name is: UMS_PR_TEACHING_CLASS_LIST
Tips for optimal service...
- To avoid duplication of payments to faculty members, please do not input contracts manually in Smartsheet and send payroll a spreadsheet.
- To avoid overpayments, do not include on the spreadsheets any payments that are included in academic year appointments.
Additional Information for users of the USM Faculty Contract Generator
Use of the Contract Generator (CG) allows payroll to leverage that data to automate processing of payments resulting in an overall better experience for faculty members. All contracts entered in to the Contract Generator will be converted in to a spreadsheet uploading into Smartsheet.
The USM Faculty Contract Generator is a Web-based Teaching Contract processing tool (for USM Staff Only) it is available here - USM Faculty Contract Generator. The tool is managed by Tamara Saarinen - tamaras@maine.edu, 207/581-5439 who should be contacted with access or function questions.
Tips for optimal service...
All editing/deleting/updating contracts must be entered into the Contract Generator and/or Smartsheet depending on where in the process the contract currently resides.
To avoid duplication of payments to faculty members, please do not send signed contracts to payroll or add manually to Smartsheet and CG.
Cancellations: should be cancelled in the CG AND Smartsheet to avoid payment errors and duplication.
Important: The number of payments indicated will be spread over the class dates for payroll processing. For example, if the class dates are 1/22/2019 - 3/5/2019 and number of payments is 3, the payment will be spread over January, February and March. Here are some other examples:
Key Dates/Timeline for Processing
Faculty Contract Generator (FCG) Activity: Create contracts per usual. All editing/deleting/updating contracts must be entered into the Contract Generator and/or Smartsheet depending on where in the process the contract resides.
Download: All activity completed in the Faculty Contract Generator will be converted to a spreadsheet weekly on Thursdays and sent to payroll for uploading into Smartsheet system.
See additional information regarding Smartsheet processing.
Form and Spreadsheet Field Definitions
Italicized means the information is hidden and calculated from other fields.
Field | Description | Required Y/N | Format | Usage |
---|---|---|---|---|
Preparer and Approver Emails | ||||
Email address of Submitting Official | valid @maine.edu email address of person submitting contract; may enter 2 email addresses for backup; separate multiple email addresses by comma | Y | valid @maine.edu | Notifications and reporting |
1st Approver Email | valid @maine.edu email address of first approver | Y | valid @maine.edu | Automated Approval Workflow |
2nd Approver Email | valid @maine.edu email address of 2nd approver | Y | valid @maine.edu | Automated Approval Workflow |
3rd Approver Email | valid @maine.edu email address of 3rd approver | N | valid @maine.edu | Automated Approval Workflow |
4th Approver Email | valid @maine.edu email address of 4th approver | N | valid @maine.edu | Automated Approval Workflow |
Faculty Member Information | ||||
Faculty Email | valid @maine.edu email address of faculty member teaching class; separate multiple email addresses by comma | Y | valid @maine.edu | Automated Acceptance Workflow |
Employee ID | 7-digit faculty member's employee ID | Y | 00xxxxx | Addl Pay, Distribution Detail |
Last Name | Legal last name of faculty member | Y | characters | verification purposes |
First Name | Legal first name of faculty member | Y | characters | verification purposes |
Union | Select from valid Union list | Y | Select Graduate Assistant for persons whose primary relationship with the University is a student relationship and who are teaching within the discipline in which they are students; these students are specifically excluded from the PATFA union. To properly calculate overtime for ACSUM(COLT) or Non-Represented Hourly employees, submit a Temporary Appointment form with an hourly rate. |
|
Rank | Select from valid Rank list | Y | verification of minimum pay & reporting purposes | |
Work Year (Part of Rank/Title) | Select from valid Work Year list | Y | verification of minimum pay & reporting purposes | |
Union+Rank+WY | Hidden column to designate appropriate Job Code for payroll purposes | Job Code used in Addl Pay | ||
Job Code | Hidden column for Job code; will auto-populate | Y for MaineStreet | Numbers only - based on union and rank | Addl Pay |
Service List | Hidden column provides Service List (May 2020) | verification of minimum pay & reporting purposes | ||
Class Information | ||||
CLASS INSTITUTION | Institution where course is being offered | Y | lookup of class description updates Part-Time Faculty service list | |
Term | Academic term | Y | updates Part-Time Faculty service | |
CLASS_NBR | Course Number (must be unique by Earnings Type) | Y | numbers | lookup class description |
CLASS INSTITUTION+TERM+CLASS_NBR | Hidden column to designate 1) appropriate Earn code for payroll purposes and 2) Class Description | included in approver emails and faculty agreement | ||
CREDIT HOURS | Service/Academic Course Credits; use for Teaching Earnings Type | Y for Teaching | x.xx | Addl Pay; used for confirming minimum rate is paid updates Part-Time Faculty service history |
LAB CREDIT HOURS | LAB Service/Academic Course Credits; used with Teaching Earnings Type for Lab credit
| N | x.xx | Part-Time Faculty; used for confirming minimum lab rate is paid updates Part-Time Faculty service history |
Payment Details | ||||
PATFA Holding Academic Year Appointment | By default, Faculty member will be paid as determined by payroll pay period dates indicated below. Select Yes ONLY if this class is included in the PATFA unit member's Academic Year Appointment (must be HOLDING an AYA). Payroll will pay faculty member in accordance to separate AYA memo that must be sent to payroll@maine.edu. | Y | used to avoid overpayment; if payment is part of AYA and/or regular appointment, payroll will not process as addtional compensation | |
Earnings Type | Earnings Type - see separate below for earnings code determination | Y | Addl Pay, Distribution Detail | |
Earn Code | Earnings code will be determined by payroll based on Earnings Type and Union | N | hidden- used by payroll | Addl Pay, Distribution Detail |
Total Salary for this Contract | Total salary earned for contract | Y | xxxxx.00 (no comma or dollar sign) | Addl Pay |
Monthly | Will calculate Total Salary / Number of monthly payments | N | xxxxx.00 (no comma or dollar sign) | Addl Pay |
Number of monthly payments | Number of months to be paid (should coincide with start and stop dates) | Y | number | Addl Pay |
Payroll Start Date | Start Date of Pay; must be first date of month (should coincide with NUM_PAY) | Y | mm/dd/yyyy | Addl Pay |
Payroll End Date | End Date of Pay; must be last day of month (should coincide with NUM_PAY) | Y | mm/dd/yyyy | Addl Pay |
Unique Skills | Does the Faculty possess skills and experience that are not available in the Department? | Y | check box if answer is yes | shared with approvers but not faculty member |
FT Full | Do all other Department Faculty have full workloads? | Y | check box if answer is yes | shared with approvers but not faculty member |
Pay Above Min | Are you paying above the minimum credit hour rate for their service level? | Y | check box if answer is yes | shared with approvers but not faculty member |
Other Justification | Provide other justification | N | free form comment | shared with approvers but not faculty member |
Minimum Payment Type | hidden calculated field that determines if AFUM or PATFA are paid at, above or below minimum based on rank, service list, credit hours. | displayed on daily reports for review | ||
Financial Information | ||||
POSITION_NBR | Enter the position number created for the specific HR department used to pay overloads and temporary part-time faculty. If left blank, this will default from Primary Job. | N | 000xxxxx | Addl Pay > General Ledger (budget reporting) |
Accounting Type | Select either Accounting ID or Chartfields; form will open one or the other for further data entry | Y | Form condition; if Accounting ID is selected, only that one field opens; if Chartfields is selected, the chartfields open | |
Accounting ID | HR Combo Code | Y | xxxxxxxxxx | Distribution Detail |
BUSINESS_UNIT | GL business unit | Y | UMSxx | Distribution Detail |
DEPTID_CF | GL department code | Y | numbers | Distribution Detail |
ACCOUNT | GL account code (should coincide with employee type) | Y | numbers | Distribution Detail |
CLASS_FLD | GL Class | N | numbers | Distribution Detail |
FUND_CODE | GL Fund Code | Y | numbers | Distribution Detail |
PROGRAM_CODE | GL Program | N | numbers | Distribution Detail |
PROJECT_ID | GL Project | N | numbers | Distribution Detail |
OPERATING_UNIT | GL Operating Unit | N | numbers | Distribution Detail |
Submission | ||||
Notes (added Nov 9, 2020) | free form field for Users to share information with Approvers | N | n/a | included in Approval Requests except will not be shared with Faculty members |
Note to faculty (added Mar 12, 2021) | free form field for Users to share information with Faculty | N | n/a | included in Approval Requests to only faculty members |
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April A Strowbridge
Additional Instructions for Graduate Students who are teaching:
Payroll will set up: