Instructions For Completing The Personnel Action Form

Instructions for completing the PAYMENT form for Additional Compensation and Bonus Payments *NOTE: You must have the approval for payment prior to completing the form

All additional compensation for faculty and professional staff is processed using the Additional Compensation Form. Trustee Policy T01-012 governs additional compensation for faculty while Trustee Policy T94-023 governs additional compensation for professional staff. Instructions for completing the additional compensation form are as follows:

Employee Name: Enter the employee’s name as follows: First MI. Last (e.g., Jane E. Doe).

Employee ID: Enter the employee’s 8-digit employee ID, not the employee’s social security number.

Empl Rec #: Enter the employee’s Empl Rec #. If employees hold more than one position or job, or work in multiple departments, they will have multiple Employment Record Numbers that correspond to each.

Funding Department: Enter official name of the department funding the additional compensation.

Funding Department ID: Enter the funding department ID. The Department ID can be found on the Department ID Appendix or on the Legacy Account Lookup web site noted below. When pulling up a department account, the first seven characters of the 10-character Department ID for the Chartfield is the HR Department ID.

Home Department (if different from above): Enter official name of the employee’s home department only if it is different from the funding department.

Home Department ID (if different from above): Enter the home department ID only if it is different from the funding department.

1. Effective Date (Additional Compensation)/Pay Period Start Date (Bonus Payment): Enter the date on which the additional compensation/bonus payment is to begin. All payments MUST begin on the first Sunday of a bi-weekly pay period.

2. End Date (Additional Compensation)/Pay Period Start Date (Bonus Payment): Enter the date on which the additional compensation/bonus payment is to end. All additional compensation MUST end on a Saturday.

3. Bi-Weekly Rate: Enter the bi-weekly rate at which the total amount in additional compensation is to be earned.

4. Pay Periods: Enter the number of pay periods over which the additional compensation is to be paid. Pay periods can be whole pay periods (two weeks) or half pay periods (one week). For example, 1.5 pay periods = 3 weeks.

5. Total Amount: Enter the total amount to be earned in additional compensation /bonus payments for this particular request. Total amount equals the bi-weekly rate multiplied by the number of pay periods during which the additional compensation is to be paid.

6. Description of Services: Enter a description of the services being provided and why activity is justified for compensation beyond normally assigned duties.

Funding

1. HR Combo Code/Chartfields: Provide correct funding source for payment.

0430767e0c00f03c834037721178ae68.doc Page 1 of 2 Last updated: 8/5/2011 07:05:00 AM 2. Principal Investigator (if applicable): Have the principal investigator sign and date the additional compensation form here if applicable.

Contact Information: Enter the Contact Person, Phone Number and E-mail address. This will give HR an individual to contact if there are questions concerning the additional compensation form.

1. Contact Person: Enter the contact person.

2. Phone Number: Enter the contact person’s phone number.

3. E-mail: Enter the contact person’s e-mail.

Approvals

Have all the appropriate designees sign and date the form.

Funding Dept Head/Director/Chair: Have the funding department head, director or chair sign and date the form.

Home Dept Head/Director/Chair (if different from above): If different from the funding department head, director or chair, have the home department head, director or chair sign and date the form.

Dean: Have the Dean sign and date the form, if applicable.

Vice Chancellor/Provost: Have the Vice Chancellor and/or Provost sign and date the form, if applicable.

0430767e0c00f03c834037721178ae68.doc Page 2 of 2 Last updated: 8/5/2011 07:05:00 AM