How to Process Faculty Related Payments via Smartsheet - 2 Creating Contracts

• Teaching payments - use this template spreadsheet for both PATFA & AFUM (download)

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:

1. Approvers are identified with @maine.edu email address 
   1. Approvers may have already approved the contract via another authorized method (see template instructions tab for details)
2. A minimum of 10 rows per spreadsheet; otherwise enter one at a time via Smartsheet Form

   1. 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.

      
      

3. Spreadsheet must be in accordance with the template.  See Instructions tab of template for requirements.

4. Spreadsheets should be uploaded directly to payroll's secure SharePoint account:  

   1. 
      

      Secure Upload Instructions

      1. If not already logged in, use your Maine.edu credentials.
      2. Open this link in a new tab/page:  https://forms.office.com/Pages/ResponsePage.aspx?id=WEZ5Nhny1Eqvexto0ZAEQzE_Zj0uvhhPrxNkua7hE31UNzYxSDhGSEcwSEkwUUFVQjgwVTk2Qk5EQyQlQCN0PWcu

      3. You may upload up to 10 documents at a time.  

      4. Click “Upload file or document” to choose the file you wish to upload.
      5. If desired, check the box to send you an email receipt.
      6. Click Submit
      7. 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.
      8. You may click Submit another response to upload more files.
      9. If you experience any issues, try this link: https://umainesystem-my.sharepoint.com/:f:/g/personal/aprilm_maine_edu/Eo_KJs9MnuhGkpVyT3fe8S0BMTkV8U_gg1Oa4-D2Q14ImA

5. Spreadsheets will be uploaded to Smartsheet by payroll team within 2 business days.  
6. If approval status(s) are not "Approved", the Smartsheet will trigger the workflow.

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.

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.