Refer to Administrative Practice Letter for best practices for sharing data:

SECTION VI- Information Technology

C.  Employee Protection of Data

Forms must have required information and all authorized signatures:

HR and Payroll collect documents electronically and store them in a secure data management system. The following options allow staff to upload documents in a secure fashion, particularly documents such as Form I-9, W-4, etc. that contain personally identifiable information (PII). The privacy and safety of employee data is extremely important to us. 

For security reasons, do not email documents that contain personally identifiable information (PII) such as social security number. 

  • Print to ImageNow & route to payroll

  • Fax securely to 561-3456

  • Upload directly to secure SharePoint account: See instructions ->>>

Spreadsheet Templates for Bulk Actions (10 or more)

10 or more actions may be submitted on a template spreadsheet and authorized via email.  Download a template spreadsheet below.  You can download a template 2 ways:  1) (right-click and then Save link as OR click to preview (ignore hieroglyphics), then click download (arrow down) icon.

  1. *Faculty-related payments related to course instruction (see new Smartsheet instructions)

  2. *summer/athletic camp payments

  3. *additional compensation & stipends for salaried employees

  4. *earnings distributions - retroactive and/or distribution detail setup
  5. *sabbatical leaves (backup sent separately for HR file)

  6. *USM graduate assistant stipends (USM Only)  (UMaine:  please contact the Grad School for spreadsheet template)
  7. supervisor changes

  8. campus address changes

  9. persons of interest (Upload directly to secure OneDrive account ->>>)
  10. PATFA Academic Year Appointments

Follow these steps to submit bulk actions:

  1. *Templates above that include financial transactions must be approved by an authorized signer.   

    1. Upload directly to secure SharePoint account ->>>

      1. Excel version of spreadsheet as attachment 

      2. PDF version of the spreadsheet that is signed by an authorized signer.

  2. Templates 7-8 above do not need financial approval.

    1. Upload directly to secure SharePoint account ->>>

Payroll Secure Document Upload to SharePoint

Secure Upload Instructions

  1. If not already logged in, use your credentials.
  2. Open this link in a new tab/page:
  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: