Overview

Submitting PDF Forms

Your PDF forms will be entered in Smartsheet by the Payroll Center staff.

  • Payroll will review and process the data in bulk by uploading the information to MaineStreet capturing the form submitter and other details.
  • Form submitters will be able to view the progress of their submitted forms via Dynamic View


A Smartsheet form has been developed to provide a better experience for liaisons who submit paperwork.  The Smartsheet form takes the guesswork out of what form to submit since it's dynamic features provides a method of collecting "information" instead of a specific "form".  Automated workflow sends the form to your approvers for approval with built-in alerts sent to you when approved or denied; you can also watch/manage your submitted forms via a Dynamic View.  Standardization of data is also a benefit.  The Smartsheet form replaces the following PDF forms:

  1. Temporary Appointment - Hourly
  2. Temporary Appointment - Salaried
  3. Additional Compensation - Hourly
  4. Additional Compensation - Salaried
  5. Stipend
  6. Dual Rate
  7. Summer/Athletic Camp
  8. Faculty Summer Salary (eff 4/1/22)

This Smartsheet form does not currently incorporate the specific features of these forms:

  1. Teaching Contracts or any faculty payment related to course instruction.  See How to Process Faculty Related Payments via Smartsheet.
  2. Student Worker Authorizations
  3. HireTouch:  this form will not replace hiring requirements using HireTouch

Spreadsheet

If you have 10 or more additional compensation requests, a spreadsheet may be completed and submitted.  Download the template form this site:  How to Submit Paperwork, Forms and Spreadsheets

Form Features

Additional Compensation Reasons Defined

Smartsheet ReasonEarnings CodeMaineStreet Reason (viewed via Employee Self-Service)Position IndicatorForm RequirementsDescription and Examples
 Exempt Employee Options (Salaried Employees Only)
002Exempt Stipend: Chair or Professorship

680 less than WY

690 WY or more

Chair or ProfessorshipAcad AdminPosition, Dates, Total

As defined in BOT Policy (not Summer Chair)

Must have an active Regular, Salaried job

003Exempt Stipend: Dean, Director, VP

680 less than WY

690 WY or more

Dean, Director/Coordinator, VPAcad AdminPosition, Dates, Total

As defined in BOT Policy

Must have an active Regular, Salaried job

004Exempt Stipend: Interim Appointment

680 less than WY

690 WY or more

Interim AppointmentAdd CompPosition, Dates, Total

As defined in BOT Policy 

Must have an active Regular, Salaried job

005Exempt Stipend: Additional duties for fixed period

680 less than WY

690 WY or more

Extra Effort / Additional DutiesAdd CompPosition, Dates, Total

As defined in BOT Policy 

Must have an active Regular, Salaried job

006Exempt: Union Grievance Handling/Steward151Not SpecifiedPrimary JobTotal

Per union contract or non-represented handbook

Use this option for salaried employees; hourly employees will report the time on their timesheet.

007Exempt: Out-of-Title Pay210Out of Title WorkAdd CompPosition, Dates, Total

As defined in BOT Policy 

009Exempt: Extra Effort210Extra Effort / Additional DutiesAdd CompPosition, Dates, TotalAs defined in BOT Policy 
020Exempt: Conference, Training, Presentation

003 temporary 

202 regular faculty

210 regular salaried

Conference, Presentation, Meeting, TrainingAdd CompPosition, Dates, TotalPay for attending or presenting at a conference, meeting or training 
050Athletic Event/Summer Camp003Job Other PayPrimary JobPosition, Dates, Total0540.00 Summer Camp Guidelines
Faculty Related
105Faculty: Advising, Tutoring202Advising, TutoringAdd CompPosition, Dates, TotalFaculty performing additional advising, tutoring, etc.
106Faculty: Applied Music655Not SpecifiedAdd CompPosition, Dates, TotalFaculty providing music lessons
107Faculty: Clinical, Supervision202Clinical / SupervisionAdd CompPosition, Dates, TotalFaculty performing clinical, supervision, etc.
108Faculty: Early College Supervision663Clinical / SupervisionAdd CompPosition, Dates, TotalFaculty performing Early College Supervision per union contract
109Faculty: Summer Chair201Chair or ProfessorshipAcad AdminPosition, Dates, TotalFaculty in summer chair role
110Faculty: Summer Salary

211 403b elig

212 no 403b

Extra Effort / Additional DutiesAdd CompPosition, Dates, TotalNon-Fiscal Year Faculty eligible for summer salary; sends Update Request to faculty member for authorizing 403b contributions if exceeds 1/9ths of annual rate
120Faculty: Extra Assignment202Extra Effort / Additional DutiesAdd CompPosition, Job Code, Dates, Reports To, TotalFaculty performing an extra assignment not specified in another category
Hourly Employees Only
402Hourly: Uniform & Shoe Allowance055Not SpecifiedPrimary JobTotalPer union contract or non-represented handbook
403Hourly: Work in Higher Level PositionDual RateOut of Title WorkTemporaryPosition, Job Code, Dates, Reports To, Hourly Rate

Per union contract or non-represented handbook

Must have an active Regular, Hourly job

405Hourly: Sporadic Work in a Different Capacity210Out of Title WorkAdd CompPosition, Dates, Total

i.e. admin assistant officiating athletic event

Must have an active Regular, Hourly job

Exempt Students
501Grad Assistant: Extra Assignment (Exempt)220Extra Effort / Additional DutiesGrad AsstPosition, Dates, Total0260.20 Student Employees and FLSA
550Student Intern, Fellowship (Exempt)

400 no current appt

220 with current appt

Not SpecifiedStudentPosition, Dates, Total0260.20 Student Employees and FLSA
Bonuses and Benefit-Related
022 Moving Expense Allowance215Not SpecifiedAdd CompTotalPayment specified usually at time of hire to cover moving expenses; this option does not require receipts
024Performance Award210Performance AwardPrimary JobTotal

Discretionary bonus payments such as Black Bear Award, Student of the Year, COVID relief payments

Also see 0550.20 Employee Gifts, Prizes and Awards

801Housing Allowance217Not SpecifiedAdd CompTotalPer individual employment contract
802Vehicle Allowance250Not SpecifiedAdd CompTotalPer individual employment contract
860Police: Fitness Stipend ($500 annually)686Performance AwardAdd CompTotalPer Police union contract
861Police: Education Stipend (weekly)687Performance AwardAdd CompTotal, Education typePer Police union contract

Workflow

Approval Workflow

Approvers will receive email notifications requesting their approval in sequential order.  Once the first approver approves, a request is sent to the second approver, etc. until all approvers have approved your request.

HR Partner Approval

It is not necessary to add your HR Partner as a form approver since they will automatically receive a request to approve after all of the appropriate departmental approvers have approved your request.

Once the approvers and your HR Partner have approved the request, the status will change to "Ready".  This alerts Payroll to process the request.  

It is the responsibility of the form submitter to obtain the appropriate approvals (similar to as if a paper or PDF form was shared for signatures).  Form submitters may use the Dynamic View (it may take a few days to get access after you've submitted your first payment request) to monitor and resend approval notifications to approvers.

Steps to update an approver's email address and/or resend an approval request: 

  1. https://dynamicview.smartsheet.com     
  2. Select the Dynamic View-Add Comp & Temp Appts - HR Liaison Edits/Approval which has been created specifically to allow form submitters the ability to monitor their requests, manage approvals and make edits.
  3. Click on any row to open the Details panel on the right side.
  4. Review approver email addresses and make any appropriate updates
    1. Remember that approvals must be completed sequentially meaning that the 1st approver must approve the request first before a notification is sent to the 2nd approver and so on and so forth.
  5. To resend, change the approval status to Resend (this status will change to Submitted once the system sends another request)
  6. Save

How to Process Faculty Related Payments via Smartsheet - 1 Overview

Troubleshooting Login Issues

If you're experiencing issues logging in to Smartsheet, try these tips:

  1. Always log in using your Google account.
  2. If your Google username changed, try clearing your browser cache and cookies.  
  3. Visit https://help.smartsheet.com/articles/2480381-troubleshoot-login-issues#toc-third-party-login-issues

Submitter Alerts

The form submitter will receive the following alerts:

  1. Confirmation of submission:  this confirmation will include form submission details.
  2. Payroll request approved:  this will be sent after each approver approves your request

Roles and Responsibilities

StepResponsible PartyDescriptionStatus of Request
1Liaison Submitting Form
  • Submits accurate info that complies with University policy & FLSA
  • Identifies Approvers via valid @maine.edu email addresses
    • Liaison receives notifications when approved/denied; follows up where appropriate
Pending Approval
2Approvers
  • Approvers receive email approval requests in sequential order; approves/denies request in timely manner
    • Liaison is notified of approvals/denials
Pending Approval
3EmployeePending Approval
4HR Partner
  • Monitors submissions for accuracy & compliance
  • Obtains external approvals if necessary
  • Approves/denies request as appropriate
Pending Approval
5Payroll/Records ManagementReady, Sent to Payroll for Processing

Revisions

Follow these steps if a revision needs to be made to a submitted request.

Declined by Approver

When a request is declined by an approver, form preparers will be notified accordingly via email "Payroll Request Declined".  Open the request to edit and resubmit the request.

  1. Click Open Update Form
  2. Make updates as appropriate
  3. Check the box UPDATED (Required to Resubmit Approvals)
  4. Submit Update

Declined by HR Partner

When a request is approved by all of your approvers and your HR Partner declined for a minor update such as to fix the Add Pay Reason, form preparers will be notified accordingly via email "Payroll Request Declined".  Open the request to edit and resubmit the request.

  1. You have 2 two options to make updates:
    1. Click Open Update Form
      1. Make updates as appropriate
      2. Submit Update
    2. Access Edits/Approvals Dynamic View and find and click the row that needs editing to open the Details panel.
      1. Make updates as appropriate
  2. To send it back to the HRP for approval, in the Edits/Approvals Dynamic View, Details panel, change the Declined status to Resend for 8 - Campus HR Partner Status

Void or Stop Payment

Use this Dynamic View to void/stop a payment:  Add Comp & Temp Appts -HR Liaison View/Revise/Void

  • To void a payment regardless of where it is in the workflow process and even if it's already been processed by payroll, access the Add Comp & Temp Appts -HR Liaison View/Revise/Void Dynamic View.
  • Find and select the row to open the Details panel.
  • In the Details panel, check the Cancel/Void box.
  • Save

A cancellation/void date will automatically be added to the payment request row.

Revisions (even after Sent to Payroll for Processing)

Use this Dynamic View to make revisions to payments that may or may not have already been processed by payroll:  Add Comp & Temp Appts -HR Liaison View/Revise/Void

  • To revise or change a payment, access the Add Comp & Temp Appts -HR Liaison View/Revise/Void Dynamic View.
  • Find and select the row to open the Details panel.
  • In the Details panel, explain in detail the fields that need to be updated in Revision Notes.
    • Note:  Do not use this feature to increase the goal (amount paid) and/or extend payment dates; a new separate request must be submitted and approved accordingly to pay more than the original request.
    • Supplemental documentation may be attached as backup on the Attachments menu.
  • Save

Once information is added to Revision Notes, the Form Type of Original will automatically change to Revised and a notification will be sent to payroll if the request has already been processed.

How to Process Faculty Related Payments via Smartsheet - 1 Overview

Troubleshooting Login Issues

If you're experiencing issues logging in to Smartsheet, try these tips:

  1. Always log in using your Google account.
  2. If your Google username changed, try clearing your browser cache and cookies.  
  3. Visit https://help.smartsheet.com/articles/2480381-troubleshoot-login-issues#toc-third-party-login-issues


Dynamic Views

Several Dynamic Views have been created to allow form submitters to monitor their requests, manage approvals and make edits.

https://dynamicview.smartsheet.com     

  1. Click the download icon to save a csv formatted spreadsheet of your requests.  
  2. Click on any row to open the Details panel and click Attachments to view and/or download a PDF version of Additional Compensation Form.
Dynamic View Name

Add Comp & Temp Appts - HR Liaison Edits/Approval

Add Comp & Temp Appts -HR Liaison View/Revise/Void
Restricted to Form PreparerForm Preparer
ContainsPending Approval Status OnlyALL
Used Primarily formanaging approvals, editsvoid, revisions

Archiving Processed Requests

To improve performance and to allow a more automated, sustainable system, requests that are paid in full (work performed end date passed), processed or cancelled more than 90 days in the past will automatically be moved to an Archived worksheet.  This will remove them from your reports, dynamic views, etc.    For example, a request with a payroll end date of 12/31/21, processed 1/15/22 and not cancelled will be archived approximately 4/15/22. 

Resources:  Policies & Standard Operating Procedures

0220.00 FLSA Exempt and Non-Exempt

0260.20 Student Employees and FLSA

0550.10 Additional Compensation