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Forms

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 signature:

 Includes SSN or Banking information

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 Box account: See instructions ->>>

 Does not include SSN or Banking information

Spreadsheet Templates for Bulk Actions (5 or more)

5 or more actions may be submitted on a template spreadsheet and authorized via email.  Download a template spreadsheet below:

  1. *Teaching Agreements (updated 8/27/2019)

  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. *graduate assistant stipends
    1. Grad Assistants New Spreadsheet Template.xlsx
    2. Grad Assistants Reappointments, Changes Spreadsheet Template.xlsx
  7. supervisor changes

  8. campus address changes

  9. persons of interest (Upload directly to secure Box account: See instructions ->>>)

Follow these steps to submit bulk actions:

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

    1. Send to payroll@maine.edu the following attachments:

      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. Send spreadsheet as attachment to payroll@maine.edu.



Payroll Secure Document Upload

Secure Upload Instructions

  1. You may only submit one document at a time.  You cannot upload a folder.  File names cannot contain special characters. Such as the following     ”   /     |   ?  :  *
  2. All uploads must include a description.  
  3. Either drag and drop the file into the Box below or click “Browse” to choose the name of the file you wish to upload.
  4. IMPORTANT: Only enter the employee's name, University ID number, and a brief description in the “File Description” field in the box below (limit 100 characters).
  5. After submitting a file, you should see a screen that says, “Success! Your file has been uploaded.”  This confirms that we have received your document.
  6. There is no need to contact our office to confirm receipt.