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 submitter and other payment details will be available to employees via Employee Self-Service: How to View Contract and Additional Pay 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:
- Temporary Appointment - Hourly
- Temporary Appointment - Salaried
- Additional Compensation - Hourly
- Additional Compensation - Salaried
- Stipend
- Dual Rate
- Summer/Athletic Camp
- Faculty Summer Salary (eff 4/1/22)
This Smartsheet form does not currently incorporate the specific features of these forms:
- Teaching Contracts or any faculty payment related to course instruction. See How to Process Faculty Related Payments via Smartsheet.
- Student Worker Authorizations
- 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 Reason | Earnings Code | MaineStreet Reason (viewed via Employee Self-Service) | Position Indicator | Form Requirements | Description and Examples | |
|---|---|---|---|---|---|---|
| Exempt Employee Options (Salaried Employees Only) | ||||||
| 002 | Exempt Stipend: Chair or Professorship | 680 less than WY 690 WY or more | Chair or Professorship | Acad Admin | Position, Dates, Total | As defined in BOT Policy (not Summer Chair) Must have an active Regular, Salaried job |
| 003 | Exempt Stipend: Dean, Director, VP | 680 less than WY 690 WY or more | Dean, Director/Coordinator, VP | Acad Admin | Position, Dates, Total | Must have an active Regular, Salaried job |
| 004 | Exempt Stipend: Interim Appointment | 680 less than WY 690 WY or more | Interim Appointment | Add Comp | Position, Dates, Total | Must have an active Regular, Salaried job |
| 005 | Exempt Stipend: Additional duties for fixed period | 680 less than WY 690 WY or more | Extra Effort / Additional Duties | Add Comp | Position, Dates, Total | Must have an active Regular, Salaried job |
| 006 | Exempt: Union Grievance Handling/Steward | 151 | Not Specified | Primary Job | Total | Per union contract or non-represented handbook Use this option for salaried employees; hourly employees will report the time on their timesheet. |
| 007 | Exempt: Out-of-Title Pay | 210 | Out of Title Work | Add Comp | Position, Dates, Total | |
| 009 | Exempt: Extra Effort | 210 | Extra Effort / Additional Duties | Add Comp | Position, Dates, Total | As defined in BOT Policy |
| 020 | Exempt: Conference, Training, Presentation | 003 temporary 202 regular faculty 210 regular salaried | Conference, Presentation, Meeting, Training | Add Comp | Position, Dates, Total | Pay for attending or presenting at a conference, meeting or training |
| 050 | Athletic Event/Summer Camp | 003 | Job Other Pay | Primary Job | Position, Dates, Total | 0540.00 Summer Camp Guidelines |
| Faculty Related | ||||||
| 105 | Faculty: Advising, Tutoring | 202 | Advising, Tutoring | Add Comp | Position, Dates, Total | Faculty performing additional advising, tutoring, etc. |
| 106 | Faculty: Applied Music | 655 | Not Specified | Add Comp | Position, Dates, Total | Faculty providing music lessons |
| 107 | Faculty: Clinical, Supervision | 202 | Clinical / Supervision | Add Comp | Position, Dates, Total | Faculty performing clinical, supervision, etc. |
| 108 | Faculty: Early College Supervision | 663 | Clinical / Supervision | Add Comp | Position, Dates, Total | Faculty performing Early College Supervision per union contract |
| 109 | Faculty: Summer Chair | 201 | Chair or Professorship | Acad Admin | Position, Dates, Total | Faculty in summer chair role |
| 110 | Faculty: Summer Salary | 211 403b elig 212 no 403b | Extra Effort / Additional Duties | Add Comp | Position, Dates, Total | Non-Fiscal Year Faculty eligible for summer salary; sends Update Request to faculty member for authorizing 403b contributions if exceeds 1/9ths of annual rate |
| 120 | Faculty: Extra Assignment | 202 | Extra Effort / Additional Duties | Add Comp | Position, Job Code, Dates, Reports To, Total | Faculty performing an extra assignment not specified in another category |
| Hourly Employees Only | ||||||
| 402 | Hourly: Uniform & Shoe Allowance | 055 | Not Specified | Primary Job | Total | Per union contract or non-represented handbook |
| 403 | Hourly: Work in Higher Level Position | Dual Rate | Out of Title Work | Temporary | Position, Job Code, Dates, Reports To, Hourly Rate | Per union contract or non-represented handbook Must have an active Regular, Hourly job |
| 405 | Hourly: Sporadic Work in a Different Capacity | 210 | Out of Title Work | Add Comp | Position, Dates, Total | i.e. admin assistant officiating athletic event Must have an active Regular, Hourly job |
| Exempt Students | ||||||
| 501 | Grad Assistant: Extra Assignment (Exempt) | 220 | Extra Effort / Additional Duties | Grad Asst | Position, Dates, Total | 0260.20 Student Employees and FLSA |
| 550 | Student Intern, Fellowship (Exempt) | 400 no current appt 220 with current appt | Not Specified | Student | Position, Dates, Total | 0260.20 Student Employees and FLSA |
| Bonuses and Benefit-Related | ||||||
| 022 | Moving Expense Allowance | 215 | Not Specified | Add Comp | Total | Payment specified usually at time of hire to cover moving expenses; this option does not require receipts |
| 024 | Performance Award | 210 | Performance Award | Primary Job | Total | Discretionary bonus payments such as Black Bear Award, Student of the Year, COVID relief payments |
| 801 | Housing Allowance | 217 | Not Specified | Add Comp | Total | Per individual employment contract |
| 802 | Vehicle Allowance | 250 | Not Specified | Add Comp | Total | Per individual employment contract |
| 860 | Police: Fitness Stipend ($500 annually) | 686 | Performance Award | Add Comp | Total | Per Police union contract |
| 861 | Police: Education Stipend (weekly) | 687 | Performance Award | Add Comp | Total, Education type | Per 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:
- https://dynamicview.smartsheet.com
- 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.
- Click on any row to open the Details panel on the right side.
- Review approver email addresses and make any appropriate updates
- 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.
- To resend, change the approval status to Resend (this status will change to Submitted once the system sends another request)
- Save
If you're experiencing issues logging in to Smartsheet, try these tips:Troubleshooting Login Issues
Submitter Alerts
The form submitter will receive the following alerts:
- Confirmation of submission: this confirmation will include form submission details.
- Payroll request approved: this will be sent after each approver approves your request
Roles and Responsibilities
| Step | Responsible Party | Description | Status of Request |
|---|---|---|---|
| 1 | Liaison Submitting Form |
| Pending Approval |
| 2 | Approvers |
| Pending Approval |
| 3 | Employee |
| Pending Approval |
| 4 | HR Partner |
| Pending Approval |
| 5 | Payroll/Records Management |
| Ready, Sent to Payroll for Processing |
Revisions
Follow these steps if a revision needs to be made to a submitted request.
Declined by ApproverWhen 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.
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Declined by HR PartnerWhen 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.
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Void or Stop PaymentUse this Dynamic View to void/stop a payment: Add Comp & Temp Appts -HR Liaison View/Revise/Void
A cancellation/void date will automatically be added to the payment request row. |
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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
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 IssuesIf you're experiencing issues logging in to Smartsheet, try these tips:
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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
- Click the download icon to save a csv formatted spreadsheet of your requests.
- 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 Preparer | Form Preparer |
| Contains | Pending Approval Status Only | ALL |
| Used Primarily for | managing approvals, edits | void, 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
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