Special Payroll Help Document Guidelines for Processing a Data Change

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1 Special Payroll Help Document Guidelines for Processing a Data Change Overview The Special Payroll was originally designed to pay a fixed stipend over a defined period of time for a specific professional service. As such, the impact of a special payroll data change is very different from the impact of a data change that occurs on the Classified or Unclassified Payroll. For the Classified and Unclassified Payrolls, a change authorization modifies the employment/payroll parameters as of a given effective date, and remains in place until another transaction is processed, or until the employee separates from the University. Only in rare circumstances does the effective date of the change go back to the employee s start date. For the Special Payroll, a change authorization replaces an original authorization in its entirety, which is why more than 1 authorization may be required to replace the original. Procedures The following procedures assume that a SPAR request has already been approved and the applicable paperwork, such as the signed offer letter, has already been submitted to Payroll through a Smart HR transaction unless notified otherwise. You now want to make a change to that original appointment. Step 1: Determine if a SPAR Request is needed. (If yes, go to Step 2. If no, proceed directly to Step 3). In general, a SPAR Request is not needed if the appointment is still within the original parameters that were approved (see below). Step 2: Submit a SPAR request. Once the SPAR request is approved, proceed to Step 3. Step 3: Submit a Data Change to Payroll via Smart HR, along with other applicable paperwork as appropriate. Job aids are available here: for submission of Smart HR hire transactions and data changes. For additional explanation, go to the specific change listed below to view typical scenarios and answers. A SPAR Request is NOT NEEDED under the following circumstances: Cancel a Payroll Authorization The original Smart HR transaction has been submitted to Payroll. The appointment has not yet begun, but the authorization is no longer needed. Notify Payroll as soon as possible to cancel the Smart HR transaction. Please use the Smart HR job aids to Cancel a Smart HR Transaction.

2 Change FRS Coding Instead of using as approved in SPAR, the department wants to use FRS for the entire appointment period (1/1/09 to 6/30/09). Instead of using as approved in SPAR, the department wants to use FRS for the entire appointment period (1/1/09 to 6/30/09). The department wants to use FRS in place of effective 3/1/09 (in the middle of the appointment). This DOES NOT require a new SPAR request. However, this scenario will require a data change in Smart HR to replace the original funding sources. Please use the Smart HR job aids to process Employee Data Changes: Funding Changes. Decrease stipend / allotment / hourly rate The employee is not working as many hours as originally thought. The allotment only needs to be $2,500. Since this is a reduction in allotment, this DOES NOT require a data change SPAR request. Submit a data change in Smart HR to Payroll reflecting the new allotment of $2,500. The SPAR request was submitted using the maximum hourly rate of $15. When the department offered the appointment to the candidate, both parties were able to agree to a lower hourly rate of $10 per hour. Since this is a reduction in hourly rate, this DOES NOT require a data change SPAR request. Submit a data change in Smart HR to Payroll with a revised offer letter using the $15 per hour rate. As long as the hourly rate is the same or less than what was approved in SPAR, Payroll will process the authorization. [NOTE: Use the parameters of the original authorization above, but pretend that there is no hourly rate. It is just a straight stipend of $5,000.] The department wants to reduce the stipend to $4,000 because there is not as much work involved as originally thought. Since this is a reduction in stipend, this DOESN T require a data change SPAR request. Submit a data change in Smart HR to Payroll with a revised offer letter reflecting the new stipend of $4,000.

3 Shorten appointment / end date (start date is later than what was approved and/or end date is prior to what was approved in SPAR) The candidate is unable to start until 2/1/09. All other parameters remain the same* including the end date of 6/30/09. Since the appointment is being shortened, this DOES NOT require a data change SPAR request. Submit a data change in Smart HR to Payroll with a revised offer letter noting the appointment dates 2/1/09 6/30/09. *If the stipend/allotment also decreases, see Decrease the stipend/allotment/hourly rate. If the end date is extended, see Extend appointment. The employee can no longer work through 6/30/09 or the department no longer needs the employee for as long as they had expected. You now want to change the appointment end date to 5/31/09. All other parameters remain the same.* Since the appointment is being shortened, this DOES NOT require a data change SPAR request. Submit a data change in Smart HR to Payroll with a revised offer letter noting that the appointment has been shortened. *If the stipend/allotment also decreases, see Decrease the stipend/allotment/hourly rate. Cancel a Course Authorization Dates 1/17/2012 5/8/2012 Allotment $8,538 Course 1: Course Name: CLASS 1234 Course Load: 3 credits Course Stipend: $4,269 Course 2: Course Name: CLASS 4321 Course Load: 3 credits Course Stipend: $4,269 Adjunct Faculty An adjunct was originally scheduled (and approved) to teach two courses. The second course was cancelled due to low enrollment. A course cancellation results in a stipend decrease. See Decrease the stipend/allotment/hourly rate.

4 Change a Course Name Authorization Dates 1/17/2012 5/8/2012 Allotment $4,269 Course Information: Course Name: CLASS 1234 Course Load: 3 credits Course Stipend: $4,269 Adjunct Faculty The department has decided that they are no longer offering CLASS 1234, but instead are offering CLASS The adjunct that was approved to teach CLASS 1234 will now be teaching CLASS As long as all the other parameters remain the same* (including the number of credits and the adjunct that is teaching the course), changing the course name DOES NOT require a data change SPAR request. Prior to submitting a data change to Payroll, be sure the correct course name is listed on the Smart HR hire transaction and offer letter, such as CLASS 4321 in this example. *If there are other changes to the appointment, review the appropriate category for that change. A SPAR Request is NEEDED under the following circumstances: Increase stipend / allotment / hourly rate Authorization Dates 1/1/2009 6/30/2009 The department wants to increase the allotment from $5000 to $7000. This DOES require a data change SPAR request. Once the SPAR request has approved, submit a data change in Smart HR to Payroll with the revised offer letter that had been approved in SPAR. The department would like to increase the hourly rate to $20 effective 3/1/09 (the middle of the appointment period). Since the rate increase is in the middle of the appointment period, this DOES require a SPAR request. It also requires a data change in Smart HR to Payroll. First, a SPAR request using the Rehire No Break in Service as the purpose needs to be submitted for the period full duration of appointment 1/1/09 6/30/09 with the original hourly rate and then the new hourly rate of $20 per hour noted as of 3/1/09 in the offer letter. Once the SPAR request has been approved, submit the revised offer letter that had been approved in SPAR in a data change in Smart HR to Payroll. Please use the job aids for Smart HR to process the transaction.

5 Extend appointment / end date (the end date is extended to be later than what was approved in the SPAR request) The department needs the employee to work two more months to finish the work needed in the appointment. Therefore, they want the end date to be 8/31/09. Since the appointment is being extended past the originally approved parameters, this DOES require a data change SPAR request. Once the SPAR request has been approved, submit a data change in Smart HR to Payroll indicating the dates 1/1/09 8/31/09 with the revised offer letter that had been approved in SPAR. Change start date to begin BEFORE the date currently approved in SPAR The SPAR request was approved as of 12/01/08. The department would like to have this appointment start 12/15/08, which is earlier than the 1/1/09 approved in the SPAR request. Assuming that the SPAR request has just been approved and no paperwork has been completed or sent to Payroll, contact the SPAR Coordinator via requesting this change. The SPAR Coordinator will make the change to the request and will notify you once the change has been completed and will inform you when the candidate can begin work. If the SPAR has been approved and paperwork has been sent to Payroll, a data change SPAR request is needed. Once that request is approved, a data change with the revised offer letter and the corrected start date needs to be submitted to Payroll through Smart HR. Change appointment title / duties Authorization Original A change in title or duties effective 3/1/09. Since there is a change in title or duties, this DOES require a SPAR request. However, it should NOT be processed as a data change; it should be a Rehire No Break in Service as this is an entirely new appointment. The other appointment should either end 2/28/09 or can run concurrently because it is a separate appointment but would require a dual

6 employment form. As per the regular special payroll process, a new Smart HR hire transaction and offer letter will need to be submitted to Payroll for this new appointment. I A change in title or duties effective 7/1/09. Since there is a change in title or duties, this DOES require a SPAR request. However, it should NOT be processed as a data change in SPAR and should instead be processed as a Rehire No Break in Service request as this is an entirely new appointment. As per the regular special payroll process, a new hire transaction and offer letter should be submitted in Smart HR to Payroll.