Additional Payment Form

Initiating an Additional Payment Form

The Additional Payment Form is located under Actions on the HR/Payroll Forms & Cost Redistributions Tile. Click on the Actions tile > choose "Additional Payment Form” from the dropdown > “Start Employee Process."

There are three ways to initiate the form:

  • Individually - used for one or a small number of payments
  • Using Group Entry - use when creating several, similar payments
  • Using MS Excel Upload Template (the template is available upon opening this option) - Must use the spreadsheet template provided:  Download MS Excel template.

Four wage types are currently available:

  • 1490 – Faculty Overload
  • 1495 – Faculty Overload – UNTF
  • 1575 – Internet Conn. Allow.
  • 1580 – Cell Phone Allowance

Wage types are permissible based on employee type.

Service from and Service to dates must be within 90 days (from system date/or today’s date).
Funding Line (Fund is the only required field; WBS and Functional Area will default if left blank). 
F4 (drop down) lookup available on each of the funding line data elements.

 Select Individual Entry

 Addtional Pay Individual Submit

When screen opens, fill in required fields (denoted by red asterisk).

Add'l Pay Required Fields

  1. Click on "Check" to validate all fields. If "No Errors Found" click on "View Summary"
  2. View Summary will display payment requests for one last review
  3. Click on "Send" to submit to workflow
  4. "X" out of current view to return to original entry screen

Using Group Entry

Using Group Entry Link

First enter common values such as Amount, Service Dates, Funding Information, and how many forms to initiate.

Group Entry Fields

  1. Enter Pernrs, Wage Types, Desired Pay Dates
  2. Click on Check
  3. View Summary
  4. Send (to submit to workflow)
  5. “X” out of current window to return to original entry screen

Excel Upload

Upload Spreadsheet Option

  1. Download MS Excel Template
  2. Fill out the template fields with your payment details; save.
  3. Browse to the spreadsheet.
  4. Click “Continue” lower right corner of screen
  5. Your items will appear
  6. Check
  7. View Summary
  8. Send (to submit to workflow)

Upload Steps

NOTE: If any of the formatting of the original template is modified (including adding spaces, columns, etc.) it will not upload correctly. Should this inadvertently happen, download the template again and re-enter the information with no formatting changes.

Rejected Forms

When an Additional Payment Form is rejected by an approver or auto-rejected due to over 14 days at a level in workflow, it will be returned to the initiator’s HR/Payroll inbox.  The initiator will also receive an email informing them the form has been rejected.  Rejected items will have status of REJECTED in their inbox and the initiator can “Withdraw” (to delete) or “Resubmit”. 

To find rejected items, the initiator can type "Rejected" in the search box and only those with that status will remain.

Or the Filter can be used by performing the following steps:

Click on the filter button to see options

 Filter Addl Pay

Select "Action Status"

Status Options

Select "Rejected" and click OK. Only rejected items will appear in the inbox. 

To clear the filter, click on "Filter" and then the "Clear All Filters" icon Clear All Filters

To identify rejected items in the inbox without the filter, look for items without Approval Level and Org. in the left panel.