Download Supplemental Pay Forms requiring approval form

Supplemental Pay Forms - Faculty
Salary Supplements Requiring Prior Approval
Overview:
If a salary supplement does not fall into one of the categories that do not require prior approval, a ‘Request for
Supplemental Payment Form’ should be completed and submitted to the Office of Finance and Administration prior
to making any commitments to a faculty member. When completing a ‘Request for Supplemental Payment Form’,
remember, too much information is better than too little. If there is not enough information on the form to determine
if the work is truly extraordinary and warrants the initiation of a Supplemental Payment Form, the Form will be sent
back which will delay the approval process and may delay the payment.
Policies:
Prior approval is required before a supplemental payment iForm is initiated, unless the salary supplement falls into
one of the categories listed in the article ‘Salary Supplements not Requiring Prior Approval’.
Procedures:
1. Complete the ‘Request for Supplemental Payment Form’
a. Complete the ‘Request for Supplemental Payment Form’ and submit it electronically or via fax to
the Office of Finance and Administration. Remember, when completing a ‘Request for
Supplemental Payment Form’, too much information is better than not enough. Be very specific
and provide as much detail as possible.
2. Await approval from the Office of Finance and Administration
a. Await approval from the Office of Finance and Administration via email or a returned copy of the
‘Request for Supplemental Payment Form’ before initiating a Supplemental Pay iForm
3. Write a contract letter based upon the information provided in the ‘Request for Supplemental Payment
Form’ and obtain signatures
4. Fax a copy of the contract letter to the Office of Finance and Administration
5. Initiate the Supplemental Payment iForm
 From the HR homepage, http://www.hr.duke.edu/, select forms (the last item on the menu bar
found just above the ‘Training’ tab) or select managers and iForms within the first topic, Manager
Forms
 If you selected forms, select iForms within the box titled ‘Manage Forms’
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When prompted, enter your NetID and Password
Select the ‘Staff’ tab if the incumbent is in your department. If the incumbent is not in your
department, you may still initiate a salary supplement by selecting the incumbent on the Employee
Search tab, after you have discussed this payment with the home/owning department. (see ‘Salary
Supplements – Initiating a Supplemental Payment iForm – Incumbent is not in your Department’)
Enter the DUID or the last name or a portion of the last name and an asterisk (i.e. Benf*) and click
‘enter’ or the ‘Search’ button
Confirm the incumbent’s name and select the
iForm.
Select ‘Supplemental Pay’
icon, ‘create an iForm for this employee’, under
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Select the ‘Reason for Payment’ on the Supplemental Pay iForm
Enter the Start Month of the payment
Enter the number of payments. A ‘1’ should be entered for a single payment. For payments that
span for more than one month, the appropriate number should be entered and the Service Begin
date and Service End date should be representative of this number.
Enter the Service Begin date and the Service End date. These dates should represent the dates that
the effort was performed. If these dates are not within the period indicated by the Start Month, an
explanation should be included in the comments section explaining why they are different. For
example, if the Start Month is June 2009, but the Service Begin date is 1/1/2009 and the Service
End date is 4/30/2009 or any dates other than a Service Begin date of 6/1/2009 and a Service End
date of 6/30/2009, an explanation should be included in the ‘Comments’ section.
Enter a Company Code of ‘0010’ or select ‘0010’ from the dropdown list
Enter a Cost Center or WBS Element. If the Cost Center is your departmental 151 code, the
payment should be a part of your approved budget. If it isn’t, stop and seek approval by
completing the ‘Request for Supplemental Payment Form’ even if the payment falls into one of
the six categories listed above.
Enter the Service Category. Scroll to the bottom of the following site to view possible G/L
accounts - ‘University – Faculty/Staff Payroll G/L Account Selection’
http://finance.duke.edu/accounting/glaccts/expenses/exp60xx.php
Enter the amount of the payment
Enter text supporting the supplemental payment(s) in the ‘Supplement Details’ section. The text
in this field will be stored in SAP.
Add comments in the ‘Comments’ section. Comments in this section will not be stored in SAP.
The iForm will be the only place where you will be able to view this detail.
Click on ‘Check’ to edit the iForm prior to submission.
Click on ‘Submit’ to submit the iForm
Note: For additional details associated with Supplemental iForms, see the PDF download, Supplemental
Payments, on the Duke@Work homepage