Overview
The forms listed in the table below have been created using Smartsheet. Smartsheet is an interim solution to online form processing until forms can be launched directly within MaineStreet.
Each form has it's own unique workflow, notifications, processing methods, etc.
Smartsheet offers many benefits:
- Improves efficiency
- Online Approvals via Email (a request can be fully approved in minutes)
- Automated Alerts/Notifications
- Compliance with applicable pay practices & collective bargaining agreements
- Component Interface (MaineStreet Upload to Add Pay, Distribution & PATFA Service)
- Improves quality
- Form logic, field definitions (online help) are built-in
- Report back to Submitter via Payroll Notes
- User friendly to administer; the limited resources of our Tech Support team are not necessary
- Prepares for MaineStreet form processing by understanding requirements, workflow, notifications, etc.
- Transparency
- Employees will be able to view their contract and additional compensation details in Employee Self-Service: How to View Contract and Additional Pay Details
- Senior/Management Level reports and dashboards
- Submitter reports/alerts/monitor progress
- Payroll: view what's in process to assist with employee inquiries
- Auditing - each field includes an audit trail showing history
Forms and Processing Steps
Form | Launched | Final Approval | HR Ops Processing Steps |
|---|---|---|---|
| Spring 2020 | Faculty Acceptance | Export to Excel & Upload to MaineStreet | |
| Apr 2020 | Employee Benefits Center, HR Partner | Report to Payroll; manual updates | |
| Overpayments | Nov 2020 | Payroll | from within Smartsheet |
| Dec 2020 | HR Partner | EBC updates leave balance | |
| Jul 2021 | UMaine Graduate School | Report to Payroll; manual updates | |
| Jul 2021 | HR Partner | PDF printed to ImageNow data entry queue | |
| Jul 2021 | HR Partner | Export to Excel & Upload to MaineStreet | |
| Jul 2021 | HR Partner | PDF printed to ImageNow data entry queue | |
| Apr 2022 | HR Partner | PDF printed to ImageNow data entry queue |
**Additional Compensation Forms submitted on a PDF form will be entered in Smartsheet on your behalf
Roles and Responsibilities
In general and as with any form (PDF, Smartsheet, MaineStreet e-authorization, etc.), it is the form preparer's (also referred to as the User or Submitter) is responsible for obtaining all of the appropriate departmental signatures/authorizations.
Once the departmental authorizations have been obtained, final approval is required of stakeholder identified in the table above.
Once final approval has been obtained, the responsibility shifts to the HR Records Management team to process/enter the request in MaineStreet.
- Employees will be able to view their contract and additional compensation details in Employee Self-Service: How to View Contract and Additional Pay Details
Then, the employee is paid (if it's a payment request).
Smartsheet Dynamic View
Dynamic Views have been created to aid form preparers/submitters on monitoring the status of their submitted forms; with the Dynamic View, they can review Payroll Notes, submit Edits & Revisions, manage the approval process, and download to csv/Excel.
The Dynamic View access is granted with 3-4 days of your first form being added in Smartsheet.
Sign in using Google UMS account: Dynamic View (smartsheet.com)
- Click Login with Smartsheet Account;
- then click Log in with Google
Troubleshooting Login Issues
If you're experiencing issues logging in to Smartsheet, try these tips:
- Always log in using your Google account.
- If your Google username changed, try clearing your browser cache and cookies.
- Visit https://help.smartsheet.com/articles/2480381-troubleshoot-login-issues#toc-third-party-login-issues
Submitter Resources:
- How-to Articles
- How to Process Faculty Related Payments via Smartsheet
- How to Process Temporary and/or Additional Pay via Smartsheet
- How to Process Pay Changes via Smartsheet
- Faculty Forms & Templates - Graduate School
- Submit inquiry: /servicedesk/customer/portal/13
- HR Operations Suggestion Box to make your suggestions.
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