Description
Employee Approval
The employee will approve their own SPC PAF. When an employee approves the PAF they are agreeing to the "Employee Acknowledgment".
Employee Acknowledgment
By clicking the Approve button on the PAF Notification, I certify I have read UNI Policy 4.41: Special Compensation and Summer
Appointments and agree to perform the work as outlined and in compliance with this policy. I understand this work may not
interfere with the fulfillment of the duties and responsibilities of my primary position.
The employee will need to access e-Business Suite to review and approve their SPC PAF. The employee's approval is the first step in the workflow.
PAF Preparer Approval
This is the only PAF type where the PAF Preparer approves. It is the last step before the PAF is processed. Although this step was implemented for all SPC PAFs, the primary function is to ensure that work paid with Grant funds is complete before payment is processed. This step replaces the need to email the Office of Research & Sponsored Programs.
Special Notes
- Once the PAF is submitted, the PAF Preparer should send an email to the employee notifying them the PAF was submitted (view the Employee Approving Their PAF [PDF] handout).
- For SPC PAFs paid from accounts managed by Research & Sponsored Programs, continue to receive pre-approvals from the external sponsor before the SPC PAF is created.
- If a late PAF (i.e., the work has already begun), add a note on the Extra tab in the "Preparer Notes [Shared]" indicating why the PAF was not submitted in enough time for all approvals to be obtain before the work began.
- If the employee has a Professional & Scientific (P&S) primary assignment and will be teaching for an academic department, then use: 1) a NEW PAF, if they did not teach the previous semester or 2) a CHG PAF, if they taught the previous semester. In this scenario, the PAF Preparer should select "Yes" in the Is this extra work special compensation? field on the Schedule/Pay tab.
SPC PAF Workflow Actions
- The PAF Preparer should immediately submit the SPC PAF to obtain all the pre-approvals BEFORE the work begins.
- This is the only PAF type where the PAF Preparer approves. It is the last step before the PAF is processed. Once the PAF Preparer receives the e-Business Suite Notification to approve the PAF (see thee Departmental Approver handout), they need to determine what action needs to be taken:
PAF Preparer e-Business Suite Approval Options
| Scenario A | Scenario B | Scenario C |
|---|---|---|
| The SPC PAF is paid from accounts managed by Research & Sponsored Programs | The SPC PAF is not paid from accounts managed by Research & Sponsored Programs and payments SHOULD NOT begin. | The SPC PAF is not paid from accounts managed by Research & Sponsored Programs and payments SHOULD begin. |
Place in Pending status on the e-Business Suite Notification and do not approve until after the work is complete. The payment has to occur after the work is done. Other options: 1) Delegate the approval to someone else or 2) use the Request Information button. Useful Resource: Departmental PAF Approvals |
If the monthly payment is not firm and may change, click the Pending button on the e-Business Suite Notification. |
If the PAF information, including the monthly payment(s), is correct, click the Approve button on the e-Business Suite Notification. Useful Resources: Departmental PAF Approvals and PAF Deadlines. |
Example: The PAF Preparer has been asked to immediately submit a SPC PAF because the special compensation work begins next month. After the employee, departments, and if appropriate Grants or Foundation, has approved the SPC PAF, the PAF Preparer receives the e-Business Suite Notification to approve. However, since payment should not be processed for six months, the PAF Preparer places the notification in "Pending" status. Six months later, the PAF Preparer accesses e-Business Suite and approves the SPC PAF notification so HRIS can process the PAF and the employee can receive payment.