Download - Additional Pay Workflow Interchange – Fall 2011 Sherri Hermansen, HRRIS Matt Rose, ITS HCM Team
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Additional Pay Workflow
Interchange – Fall 2011
Sherri Hermansen, HRRISMatt Rose, ITS HCM Team
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What is Additional Pay Workflow?• New tool that allows transactions that use the Additional Pay
Table to be directly data entered by units for regular and temporary faculty and staff
• Electronic workflow which enables transactions to be approved by the proper individuals before the transaction is posted to an employee’s record
• Replacement of most of the Additional Pay Changes Submittal Form and Special Payment Form
• Expansion of the functionality that was developed during the DBE Workflow project – important to keep both types of workflow in sync with revisions, updates, etc.
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Current Process
Unit:• Completes a submittal form in M-Pathways or
a Special Payment form• Manually routes the form for approval
signatures• Sends the form to HRRIS, HSHR or University
Payroll for data entry into M-Pathways
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Improvements with Additional Pay Workflow
• Eliminates duplicate data entry and increases accuracy with online edits
• Eliminates paper forms• Reduces the time it takes for a change to be posted
to an employee’s record• Allows units an organized way to track and data enter
transactions• Confirms when a transaction is posted to an
employee’s record via e-mail
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Earnings Codes & Special Handling• Most Earnings Codes that were available for
use on Additional Pay Submittal and Special Payment Forms will be available in workflow. Exceptions are:– FEL and RES – must continue to use Additional Pay
Submittal Forms– HAS – use “Special Payment Form” until 11/21/11– TEA and NTA – access will be permitted in workflow on
11/21/11. Until then, continue to use “Special Payment Form”
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Earnings Code Edits• Some Earnings Codes can only be used for staff with specific
job codes and/or department IDs. The edits include:
• UNS is the only Earnings Code that can be used for Temporary appointments
Earnings Code… Can only be used with……
HOE, HOH House Office appointments
ASD Monthly-paid appointments
OTP Biweekly-paid appointments
LEC, LEO, LEP, LER LEO appointments
SSP Monthly-paid appointments
MSB, MQB, MCS MNA – Nurse appointments
LGV AFSCME, Trades and IUOE appointments
RSB Appointing Department IDs in the Ross Sch. of Business
RES Student appointments as Resident Hall Advisors on the Ann Arbor Campus
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Workflow Rules• In workflow, some transactions will have routing rules for
approval– All workflow transactions using sponsored shortcodes must
be routed to a coordinator in Sponsored Programs within Financial Operations
– All workflow transactions for staff who have House Officer job codes must be routed to a coordinator in the Graduate Medical Education (GME) Office
– All transactions with the NTA Earnings Code must be routed to the University Payroll Office
• Edits will alert transaction creator to choose a coordinator from either the “Sponsored Programs Approvers” link or from the “Group” option in the “Approvers” entry grid – Groups include GME Office, Flint HR, Dearborn HR, UMHS
HR, University Payroll
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Email Notifications• When “Save & Submit” button is clicked for a new
transaction, an email is sent to the first approver on the list.• When a transaction is denied, an email is sent to the
transaction creator and all approvers.• When a transaction is approved by the final approver and
successfully loaded into HRMS M-Pathways, an email is sent to the creator and all approvers.
• When a transaction is approved by the final approver but an error occurs during the load into HRMS M-Pathways, an email is sent to the creator and all approvers.
• When a transaction is purged, an email is sent to the creator.
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Data Selection Page• The Additional Pay Data Selection web page
permits a search of Additional Pay Workflow Transactions based on selected criteria.– See Appendix B for a sample web page.– Selection criteria:
•Emplid •Creator’s Campus ID (uniqname)
•Appointing Dept ID •Approver Area
•Funding Dept ID •Workflow Load Date
•Org Group •Workflow Status
•ShortCode •Biweekly/Monthly
•Regular/Temporary
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Demo of a transaction using Additional Pay Workflow
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Important Reminders• Use the “Change” functionality sparingly. DO
NOT use it to add a new row for an existing Earnings Code.
• Use the “Delete Addl Pay” button sparingly. It will delete an existing row – even if it has been paid.
• Use the “Create New Add’l Pay Transaction” button to add a new Earnings Code or to add a new row for an existing Earnings Code.
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Important Reminders (cont’d)• Denying a transaction does not delete it from the
transaction archive. A denied transaction should be corrected/resubmitted or deleted.
• The final approver cannot approve a transaction while a biweekly or monthly payroll is being run. Payroll Cutoffs can be found at: http://www.finops.umich.edu/payroll/forms/cutoffsdeadlines
• “Comments” are mandatory for all transactions. Emails can be cut/pasted into the “Comments” box as documentation.
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Implement by 11/18/11
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MY LINC Training Resources• Links for training resources available for Additional
Pay Transactions are in MY LINC document “HR Workflow Transactions”. – Create an Additional Pay Workflow Transaction – Step-by-Step
Procedure – Find an Additional Pay Workflow Transaction – Step-by-Step Procedure – Review and Approve/Deny an Additional Pay Workflow Transaction –
Step-by-Step Procedure – HR Workflow Data Selection - Step-by-Step Procedure – Create an Additional Pay Workflow Transaction - Guided Simulation– Reassign Approver(s) – Support Material
• HRS220 (self-study course) must be taken before security access is granted
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Security Access Request• Security access should be requested via the
OARS process by the HRMS Unit Liaison.
• The security roles are:– HR ADL PAY WRKFLOW APPROVER
• This role provides view access for Additional Pay data and approval or denial of Additional Pay Workflow transactions for which the individual is listed as an approver.
– HR ADL PAY WRKFLOW UPDATER • This role permits an individual to initiate an Additional Pay Workflow transaction, modify an
Additional Pay Workflow transaction that the individual initiated and view Additional Pay data.
– HR ADL PAY WRKFLOW VIEWER • This role permits an individual to view Additional Pay data.
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Interchanges• September 15th
– Room G18 Wolverine Tower, 3:00 – 4:30 PM
• October 17th – Rackham Amphitheater, 4th floor Rackham,
Central Campus, 3:00 – 4:30 PM
• October 21st – Johnson Rooms, 3rd floor Lurie Engineering Center,
North Campus, 3:00 – 4:30 PM
• November 10th
– Room G18 Wolverine Tower, 3:00 – 4:30 PM
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For Help………….• For questions regarding Additional Pay
Workflow Transactions and security access, contact the ITS Help Desk
– Email: [email protected]– Phone: 4-HELP (734) 764-4357
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Questions?
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Appendix A-Workflow Transaction
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Appendix A - Approvers
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Appendix B – Data Selection