HR System Training

The Schedule tab is similar to the timesheet but also displays lunch deductions for each day.

Manager Actions:

• Temporary changes can be made directly in the Schedule tab (remember to save).
• For permanent changes, use Assign Schedules in the Schedules box on the dashboard.
• For more details, refer to the Manager Timesheet Approval Quick Reference Guide.

How It Appears:

• Each week typically shows two rows:
  • Row 1: Daily time entries (in/out times) for regular hourly pay.
  • Row 2: Scheduled lunch time in hundredths of an hour (.50 = 30 minutes, .75 = 45 minutes, etc.).
• Including a lunch in the schedule eliminates the need to clock in/out for lunch. The system automatically deducts scheduled lunch time after four worked hours.

Note: This feature is not available for student employees.

Printing a Timesheet

Printing a Timesheet

This document reviews Workforce navigation and display settings for the online timesheet for employees and managers.

Task 1: Logging into Workforce

Steps:

1. Go to workforce.ohio.edu (you may bookmark this page).
2. Click in the Email Address field.
3. Enter your OU email address and click Next.
4. Enter your OHIO password.
5. Click Sign In.

Results:

• The Workforce application opens.
• Depending on your role, one of the following dashboards displays:
  • Employee/Student Dashboard
  • Manager Dashboard (for managers who also have a timesheet)

Manager Dashboard Notes

Managers can view timesheet exceptions directly from the dashboard.

Recommendation: In the Exceptions box, deselect the yellow and white push pins so only errors appear. This helps with end‑of‑pay‑period approvals.

Task 2: Accessing the Time Entry Window

The employee timesheet opens in the last view used (List View or Table View) and remains in that view until changed.

Steps:

1. Click My Timesheet in the Time Entry box.
2. Student employees with multiple assignments must select the correct assignment.

Results:

• The employee timesheet opens for the current unprocessed pay period.

Task 3: Time Entry Window – Function Icons

Function icons are located at the top of the Time Entry window and provide shortcuts to key actions.

Function Icons and Descriptions:

• Home: Returns you to the dashboard. Use Log Off to exit the system.
• Log Out: Located in the upper‑right corner.You must save changes before logging out.
• Pay Period: Allows selection of a different pay period using directional arrows or the calendar icon.
• Save: Saves timesheet data. Save frequently to immediately update totals.
• Submit: Sends the completed timesheet to the manager for approval. Submission serves as the employee’s electronic signature.
• More: Accesses additional functions including:
  • Copy From Prior Period
  • Print
  • Print Preferences
  • Reload Data

Copy From Prior Period:

• Open the current pay period.
• Click More and select Copy From Prior Period.
• Edit as needed and click Save.

Notes:

• Only Regular Hourly Pay is copied.
• Holiday hours are automatically added by Workforce.
• Remove copied holiday entries if you did not work the holiday.
• List/Table View Toggle
  Changes the display view for the timesheet and Schedule tab.
• Switch Assignments (students only)
  Allows students with multiple assignments to select the correct assignment timesheet.

Task 4: Employee Timesheet – List View vs. Table View

The timesheet initially opens in List View.

View Descriptions:

• List View: Displays each day sequentially from top to bottom.
• Table View: Displays days as columns and pay codes as rows. Allows entry of hours for the same pay code across multiple days without re‑selecting it.

Important Notes:

• Employees and managers may switch views.
• A manager changing the view does not affect the employee’s view setting.
• The timesheet opens in the last selected view until changed.

Task 5: Time Entry Window Tabs

The Time Entry window includes the following tabs:

• Timesheet – Enter work time
• Exceptions – View error and warning messages
• Time Off Balances – View PTO balances
• Pay Preview – View projected gross pay
• Schedule – View work schedule

Task 6: Employee Timesheet – Timesheet Tab

Key Functions:

• Displays time and attendance data
• Allows adding, copying, and deleting rows for different pay codes

Steps:

1. Open My Timesheet from Time Entry.
2. Select assignment if applicable.
3. Select Show All Weeks to display the full pay period.
4. Use the List/Table View toggle as needed.

Additional Notes:

• Total hours accumulate automatically as time is entered.
• Only one Regular Hourly Pay row appears per week.
• To use other pay codes, insert a new row and select the correct pay code.
• In Table View, a pay code only needs to be added once per week.

Task 7: Employee Timesheet – Exceptions Tab

The Exceptions tab shows issues that require attention.

Displays

• Date of the exception
• Exception message
• Severity level
• Required action (if any)

Severity Levels

• Info: No action required
• Warning: May require correction
• Error (Red): Must be corrected or employee will not be paid

Important: If an error exists, a red push pin appears on the affected day. Clicking the pin displays the error message.

Task 8: Employee Timesheet – Time Off Balances Tab

Displays available Paid Time Off (PTO) balances.

Applicable Employees

• Classified
• Administrative Hourly
• AFSCME
• FOP

Note: Student employees do not accrue PTO.

Balance Fields

• Initial Balance: Hours available at the start of the pay period
• Used: PTO used during the pay period
• Ending Balance: Hours available at the end of the pay period

Comp Time

• Earned at a rate of 1.5 hours for each overtime hour worked.
• Details can be expanded using Show Details.

Task 9: Employee Timesheet – Pay Preview

The Pay Preview tab displays projected gross pay for the current pay period.

Includes:

• Work Date
• Pay Code
• Job
• Rate
• Amount
• Unpaid Hours
• Shift Hours
• Paid Hours
• Gross Pay

Notes:

• Student employees see all timesheets with hours.
• Hourly and union employees see all used pay codes.
• Amended timesheets appear after export to Oracle.

Task 10: Employee Timesheet – Schedule

Displays the employee’s schedule for the pay period, including lunch deductions.

Manager Notes:

• Temporary schedule changes may be entered here.
• Changes must be saved before exiting.
• Permanent changes must be made using Assign Schedules from the WF home page.

Task 11: Printing a Timesheet

Timesheets should be printed directly from Workforce.

Do not use your browser’s print function.

Steps:

1. Click More and select Print Preferences.
2. Choose items to print:
   • Timesheet
   • Exceptions
   • Time Off Balances
   • Pay Preview
   • Schedule
3. Save preferences if desired.
4. Click Print.
5. Close the Print Preferences window to return to the timesheet.

Review Employee Timesheets

1. Click the employee’s name or employee number to open their timesheet.
2. Adjust the display settings if desired:
   • Select List View or Table View for alternate displays.
   • Check Show All Weeks to display the full pay period.
   • The selected view will remain in use until changed.
3. Review all time entered on the timesheet.
4. Review Exception Messages at the bottom of the timesheet:
   • Click the Exceptions tab to view messages.
   • Three types of exception messages may appear:
     • Info messages (e.g., “Late”) require no action.
     • Warning messages (e.g., “No time entered on a scheduled day”) may or may not require corrective action.
     • Error messages (shown in red, such as “Missing punch”) require corrective action for the employee to be paid. A red push pin will appear on the day of the error.

Timesheet Approval

Note: Pay for coaches on regional campuses is processed on a PT Admin contract in ICD. Workforce is used only to capture actual hours worked.

1. Click the Approve Timesheets link in the Time Entry box.
2. If you have more than one group, select the appropriate assignment group from the left sidebar. Otherwise, the approval table opens automatically.
3. Verify the correct pay period is displayed.
   • You may click any column header to change the sort order.
   • If amended timesheets exist, a separate approval section will appear.
4. Click the employee’s name or employee number to open the timesheet.
5. Change the timesheet display if desired:
   • Click the List View tab and choose Table View for a different view.
   • Click Show All Weeks to display the full pay period.
   • The timesheet remains in the selected view until changed.
6. Review all information entered on the timesheet.
7. Review exception messages at the bottom of the timesheet:
   • Click the Exceptions tab to view messages.
   • Error messages appear in red and require corrective action.
   • A Missing Punch error occurs when a Time In is entered without a Time Out.
   • This is the only error Group III employees can receive and still save the timesheet.
   • All other errors prevent the end user from saving the timesheet.

Warning: If corrective action is not taken, the employee’s hours will not be properly reported for the time associated with the red error.

Comments and Corrections

1. Comments may be entered by the employee or the manager for any entries requiring explanation.
   • Weekly comments: From Table View, enter comments in the Comments field by Pay Code.
   • Daily comments: From List View, enter comments in the Comments field by Pay Code.
2. Click Save.

If corrections need to be made:

Employee makes the corrections

• Notify the employee and request that they correct the timesheet.
• The employee should re-submit the timesheet after changes are made.

Approver makes the corrections

• It is acceptable if the employee does not re-submit the timesheet.
• If the employee is unable to make corrections, the approver should complete them.

If changes are made:

• Click Save to save updates.
• Verify the timesheet is accurate.
• Click Close Timesheet.
• Notify the employee of the changes.
• Add a comment documenting the reason for the change and include your initials (see Step 8).

If no changes are necessary, click Close Timesheet.

Rejecting Timesheets

1. If there is a problem with any submitted timesheet entry, click the Reject icon in the Mgr Apvd column.

• An automatic rejection email is sent to the employee.
• A red “X” appears in the approval column.
• The employee’s approval is automatically removed.

Note: Rejecting a timesheet formally notifies the employee that the approver does not agree with part of the timesheet and creates an electronic document trail.

Warning: Rejected timesheets are still processed as submitted. Even in rejection status, manager approval is still required.

Finalizing Approvals

1. Repeat the review and approval process for all employees in the group.
2. Click Save Approvals to save approvals, rejections, and other actions. A “Saving” message will appear.
3. Continue until all timesheets are approved with no errors.

Important Notes

1. Approve timesheets with zero (0) hours. This locks the timesheet and stops system emails.
2. All approvals are due by 5:00 PM on the Tuesday following the end of the biweekly pay period.
3. After the pay period is processed, timesheets without manager approval must be printed and signed:
   • From the WF Dashboard, click Edit Employee Time.
   • Locate the employee and open the unapproved timesheet by adjusting the pay period date.
   • Use the Print icon under the More tab at the top of the page.
   • Do not use the browser’s print function.
   • The manager must sign the timesheet.

Withdraw Approval

1. Click the checkmark in the Mgr Apvd box to remove approval.
2. Click Save Approvals. The approval box will be empty.

Scheduling for Group III Employees

• Do not assign a schedule template to Group III employees.
• Group III employees do not receive Paid Time Off or Holiday pay; therefore, schedules are not necessary in Workforce.

Purpose

This document assists managers with approving, reviewing, and submitting electronic Paid Time Off (PTO) requests for salaried employees using the Oracle Absence Management module.

Oracle Absence Management Module

The Absence Management module allows salaried, semi‑monthly employees to submit absence requests electronically through My Personal Information (MPI).

Important Notes

• Hourly, bi‑weekly employees track absences in Workforce, not Absence Management.
• Absence Management is part of Oracle E‑Business Suite.

OU Manager Self‑Service Access

Managers must have OU Manager Self‑Service → Absence Management: Manager Role access in Oracle.

Managers can:

• View employee PTO balances
• Approve or reject absence requests
• Enter absences on behalf of employees
• Delegate approval authority

Logging Into My Personal Information (MPI)

1. Go to https://www.ohio.edu/ebiz/ebiz.html 
2. Select My Personal Information
3. Enter your OHIO ID and Password
4. Complete Multi‑Factor Authentication
5. Expand My Personal Information
6. Expand OU Manager Self‑Service
7. Select Absence Management: Manager Role

Oracle Notifications

Managers receive automatic email notifications when an employee submits or updates an absence request.

Each notification includes:

• Employee information
• Absence details
• Accrual balances
• Action history

Actions Available from Email:

• Approve – Accept the request
• Reject – Deny the request
• Return for Correction – Send back to employee
• Request Information – Ask for clarification
  (Do not request medical diagnoses or treatment details)

Critical Rule: Do not reformat the email or remove the NID number.

Notification Preferences

Managers are strongly advised to keep the default HTML Mail setting.

• Changing the email format prevents taking action directly from notification emails.
• Notification preferences apply to all Oracle workflows, not only Absence Management.

Viewing Notifications in Worklist

Managers may access notifications through Oracle:

1. Log into My Personal Information
2. Open Worklist
3. Open the desired notification
4. Take action if not already processed

If action was already taken, the system will display an error message.

Outlook Calendar Items (.ics)

Each PTO request includes an Outlook calendar attachment.

Key Points:

• One calendar item is attached per submission or update
• The system cannot remove old calendar items
• Subject line format: FirstName_LastName.ics
• Managers must manually delete outdated calendar entries

Calendar items may be added from:

• Email notification attachments
• Oracle Worklist attachments

Responding to Paid Time Off Requests

Timeliness Requirements:

• First‑level supervisors must respond within 7 calendar days
• Weekends count
• Requests escalate automatically if unanswered
• After escalation, the original supervisor can no longer act

Warning: Notifications continue escalating until resolved.

Action Options:

• Approve
• Reject
• Delegate
• Request Information
  (No medical details may be requested)

Responding to Unpaid Absence Requests

Rules:

• Supervisors may approve up to 5 days (40 hours) per rolling year
• Employees must exhaust eligible leave balances first

Unpaid Absence Accrual Rules:

• Sick reason: Vacation, sick, and personal balances must be zero
• Vacation reason: Vacation and personal balances must be zero

Requests outside these rules must be handled manually with UHR.

Timelines:

• Payroll receives unpaid absence notifications
• Supervisors have 3 calendar days to act
• Escalation occurs on day 6 if unanswered

Viewing Employee Accrual Balances

Managers can view:

• Accrued Hours
• Planned Hours
• Net Available PTO

Key Definitions:

• Accrued Hours: Earned PTO minus confirmed absences
• Planned Hours: Approved future absences
• Net Available: Accrued minus Planned hours

Warnings:

• Unapproved requests are not included
• Fiscal year recalculations may delay accuracy beyond July 1

Entering an Absence for an Employee

Managers may enter PTO on behalf of employees.

Important:

• Requests entered by a manager do not require manager approval
• Requests still route through standard workflow if applicable

Required Fields:

• Absence Status (Planned or Confirmed)
• Absence Type (Vacation, Sick, Personal, Unpaid, Parental)
• Start Date and End Date
• Duration Hours
• FMLA Flag (Y/N)

Rules:

• Personal days must be entered as whole numbers
• Other absences allow up to two decimal places
• Do not enter medical details in comments
• FMLA requires formal processing through UHR

Delegation Options

Managers may assign approval authority using:

Worklist Access:

• Delegate can act on your behalf
• You still receive email notifications
• Requests do not appear in your Worklist

Vacation Rules:

• Used for extended absences
• All notifications reroute to delegate
• You receive no email notifications

Delegate (Per Request):

• Assign a specific request to another approver
• Optional comments allowed (no medical info)

Switch User (Delegates Only)

Delegates may switch into another manager’s Worklist to act on their behalf.

• Only approved delegations appear
• Users may switch back at any time

Absence Request Definitions (Summary)

Absence Status:

• Planned: Future absence
• Confirmed: Past absence

Absence Types:

• Vacation
• Sick
• Personal
• Unpaid (limited)
• Parental (Pilot)

FMLA:

• Requires UHR approval
• Formal documentation required
• Reason selection is mandatory

Policies and Resources

Ohio University Policies:
http://www.ohio.edu/policy/numeric.html

Includes:

• Personal Leave
• Sick & Bereavement Leave
• FMLA
• Vacation and Winter Closure
• Presidential Appointee Leave

Key Reminders

• Do not enter medical details in comments
• Escalations are automatic and time‑sensitive
• PTO balances update nightly
• Old Outlook calendar entries must be removed manually

The purpose of this document is to instruct users on how to update salaried employee base costing assignments throughout the fiscal year.

Important Notes:

• Only salaried employees in Group 1, Group 2, Group 4, as well as Faculty and Staff, can be updated through Assignment Costing.
• Hourly employee costing changes must be completed through Workforce.
• Contracts submitted through EMS cannot be updated through this system.

Accessing Oracle E‑Business Suite

To log into Oracle E‑Business Suite (eBiz):

1. Go to www.ohio.edu/finance
2. Select Oracle E‑Business Suite (eBiz)
   Direct link: https://ebiz.ohio.edu/OA_HTML/index2.html

Step 1: Locate Employee

1. Navigate to OUHR Assignment Costing.
2. Click Assignment Costing.
3. When logged in:
   • You will see only your subordinates listed initially.
   • You may search for any employee.
4. Search options:
   • Use the search bar to search by last name only.
   • Click Advanced Search to search by first and last name or by department.
5. Enter the employee name and click the Action button to access the employee’s costing information.

Step 2: Enter Effective Date

1. Click the calendar icon to select an effective date.
   Note: The calendar is a pop‑up; ensure pop‑ups are allowed in your browser.
2. The effective date must be the first day of the pay period:
   • Select the 1st or 16th of the month.
3. Enter the date the costing change should take effect.
4. Click Continue.

Important Notes:

• If payroll has already run, costing cannot be updated for that date.
• Refer to the Payroll Calendar for payroll processing dates.
• If the costing change must be made for a date other than the 1st or 16th, complete a PEDS (Payroll Expense Distribution System) form.

Step 3: Add or Update Costing Information

1. Update costing by editing the appropriate fields on the employee record.
2. To add split costing, click Add Another Row.
3. If you do not know the account information:
   • Click the search icon to locate the correct account.

Searching and Editing Costing Codes

1. Click Clear to enter a new costing code.
2. To search for an account by name:
   • Change the drop‑down to Description.
   • Enter your search term using wildcards:
     %text%
   • Ensure the % symbol appears before and after the text.
3. You may also search by Organization Number.
4. Click Search.
5. Select the correct account using the radio button.
6. Click Select.

Notes:

• Use the Tab key to accept field entries, not the Enter key.
• To remove a costing row:
  • Click the Delete icon next to the line that is no longer needed.
  • This allows 100% allocation to a single account if required.

Step 4: Confirmation

1. After entering the costing correctly, click Next.
2. Review the summary screen displaying:
   • Previous costing
   • New costing assignment
3. Any changes are indicated with a blue dot.
4. Click Submit to apply the changes.

Completion Message:

• A confirmation message will display stating the changes have been applied.
• Click OK to return to the Oracle Applications home screen.

Additional Information:

• The Details button (next to the Action button) allows you to view:
  • Costing history
  • Salary history

Step 5: My List

My List allows you to save employees for quick access.

1. After searching for an employee, click the check box next to their name.
2. The employee is added to My List.

Notes:

• My List is static.
• Employees remain on the list even if they leave the university or change positions.
• To access My List, click My List from the Assignment Costing home screen.

Step 6: Save Search

Saved Searches allow for dynamic employee lists that automatically update.

1. From the home screen, click Advanced Search.
2. Search for the group you frequently update (e.g., department).

Creating and Managing Saved Searches

1. Use the drop‑down at the bottom of the search criteria to add additional fields.
2. Click Add to include the field.
3. Enter criteria (e.g., Department/Organization Number).
4. Use the Tab key to accept auto‑filled values.
5. Press Enter only when ready to execute the search.
6. Click Go to view results.
7. Click Save Search.
8. Enter a title for the search and adjust criteria if needed.
9. Click Apply.

Managing Saved Searches

• You may View, Duplicate, Update, or Delete saved searches.
• To run a saved search:
  • Click Advanced Search
  • Click View
  • Select a saved search from the drop‑down list

If a browser window opens when you attempt to approve or reject an Absence Management or Individual Compensation Distribution (ICD) request through email, modify your Outlook settings using the instructions below.

Instructions 

1. Click the Start menu (Windows icon at the bottom left of your screen).
2. Type Default App Settings and press Enter.
3. Select Set defaults by app.
4. Click Outlook 2016 (or the version of Outlook you are using).
5. Select Choose defaults for this program.
6. In the Protocols section, select the checkbox next to MAILTO URL: MailTo Protocol.
7. Click the Save button (located at the bottom right of the screen).
8. Return to your email and click Approve or Reject, as appropriate, for the Absence or ICD request.
9. A new email message will open. Click Send to complete the action.

This Quick Reference Guide explains how approvers can set up delegates to approve Absence Management and Individual Compensation Distribution (ICD) transactions in Oracle E‑Business Suite (EBIZ). It also explains how delegates access and act on an approver’s worklist.

Delegation Methods in EBIZ

EBIZ offers three methods for delegating worklist approvals:

1. Worklist Proxies

• Provides access to all worklist notifications for a defined period or indefinitely.
• Both the primary approver and the delegate receive email notifications.
• Either person may act on the transaction.

2. Vacation Rules

• Reassigns all worklist notifications to the delegate for a specific period only.
• Only the delegate receives email notifications and may act during that period.
• Used for temporary reassignment (e.g., extended absence).
• If there are specific transactions you do not want the delegate to approve, those transactions may be delegated back after return.

3. Delegation of Individual Transactions

• Allows delegation of specific, individual worklist items.
• Each transaction is manually delegated by the primary approver.

Important Notes

• Delegates set up by worklist proxies or vacation rules can access all Absence Management and ICD transactions for that user.
• Approvers are responsible for ensuring delegates understand which transactions they are authorized to approve.
• Employees are not permitted to approve their own requests.

Worklist Proxies

Granting Worklist Access (Proxies):

1. From the Preferences drop‑down, select Manage Proxies.
2. Click Add Proxy.
3. Enter and select the proxy’s name in the User Name field.
4. Select a Start Date.
   • Leaving the End Date blank allows open‑ended access.
5. Select the All radio button to delegate all responsibilities.
6. Click Submit to save the proxy assignment.

Approving Transactions as a Proxy

If you are assigned as a proxy, you can approve transactions from another user’s worklist.

1. Click Switch User from the homepage header.
   • The Switch User option only appears if you are set up as a proxy.
2. Click Switch next to the name of the approver whose worklist you need to access.
3. The approver’s name appears at the top of the homepage.
4. Navigate to the approver’s worklist and act on open items as appropriate.
5. When finished, select Return to Self to return to your own worklist.

For approval instructions, refer to:

• Absence Management Manager User Manual
• ICD Approver Quick Reference Guide

Vacation Rules

Setting Up Vacation Rules

1. Open Worklist.
2. Select Vacation Rules.
3. Click Create Rule.
4. From the Item Type list, select All, then click Next.
5. Enter the Start Date and End Date.
6. Select your delegate.
7. Click Apply to activate the rule.

Approving Transactions Through Vacation Rules

• Transactions are delivered directly to the delegate’s worklist and email.
• The delegate does not need to switch into the primary approver’s worklist.
• The primary approver does not receive notifications during the vacation rule period.

For approval instructions, refer to:

• Absence Management Manager User Manual
• ICD Approver Quick Reference Guide

Delegation of Individual Transactions

If you want someone to review and respond to specific transactions only, you may delegate individual items.

Steps

1. Open the notification from your Worklist or homepage.
2. Click Delegate.
3. Enter the assignee’s name.
4. Add comments if appropriate.
5. Click Submit.

Approving Transactions Through Individual Delegation

• Individually delegated transactions are delivered directly to the delegate’s worklist and email.
• The delegate does not need to switch into the primary approver’s account.

For approval instructions, refer to:

• Absence Management Manager User Manual
• ICD Approver Quick Reference Guide

The following definitions describe additional compensation pay elements available to employees. Please see Additional Compensation Policy 41.002 for more details.

Academic Term Pay – Short-term (less than 9 months) teaching appointment for a part-time or temporary individual to teach a class or classes. Individuals may have multiple part‑time teaching appointments from different campuses or departments. Payment should be paid by the semester.

Additional Salary Faculty – Payment to faculty who perform an administrative function for ongoing work that follows their academic year pay for duties beyond teaching, typically a 9‑month term. Both full‑time and part‑time faculty are eligible for this type of additional compensation.

Additional Pay Short Duration Faculty – Payment to faculty who perform an administrative function for ongoing work for a period less than a full academic year. Both full‑time and part‑time faculty are eligible for this type of additional compensation.

Fiscal Increment – Payment to Chairs, Deans, or Directors made on a fiscal year basis. This type of additional compensation is only eligible to full‑time faculty or Deans and is raise‑pool eligible.

Instructional Overload – Additional duties of an academic nature performed by a full‑time University employee. The employee may be Classified, Administrative, or Faculty. For faculty on an academic appointment, any additional duties performed during the academic year are considered overload appointments. Summer duties are not considered overload for academic faculty. For employees on a fiscal‑year appointment, any additional duties performed are considered overload. All overloads are paid as part of the individual’s normal pay cycle over the period in which the assignment is completed. The total of all combined overloads may not exceed 25% of base salary within a fiscal year without Provost Office approval. Instructional overload may include payment for course development, grading, and advising or mentoring if the advisor is a faculty member.

Non‑Instructional Overload Faculty – Payments made to faculty who perform administrative functions. The total of all combined overloads may not exceed 25% of base salary within a fiscal year without Provost Office approval. Examples include professional or consulting services outside the scope of the primary position, attending conferences or professional development events, and program review. Only full‑time faculty are eligible for this type of additional compensation.

Part‑Time Contract Pay – Short-term (less than 9 months) administrative (non‑teaching) appointment for an individual to perform administrative duties. Typically used for Group III faculty and administrative employees, student Resident Assistants, or graduate students.

Summer Research – Amount paid to faculty members conducting research during the summer.

Summer Term Pay – Amount paid to a faculty member for teaching summer courses for a department. Only available to faculty with a 9‑month primary appointment.

Employee Recognition Award – May be used as incentives or as recognition of an employee’s one‑time, exceptional achievement. Rewards and recognition are used to improve performance, motivate employees, build confidence, and increase employee retention. Employee Recognition Awards may not exceed $3,000 per fiscal year without prior approval. See Policy 40.011 for additional details.

Contract Pay – Payment for Program employees only.

Early Retiree Pay – Amount paid to an early‑retired faculty member for their normal term of teaching per their retirement agreement.

Additional Salary Administrative – Payment for additional duties or assignments that are administrative in nature and not included in the general job description. Payment follows the employee’s regular scheduled pay as defined by appointment duration, must be non‑teaching related, and must be approved in advance by Compensation.

Additional Pay Short Duration Administrative – Payment for additional duties or assignments that are administrative in nature and not included in the general job description for a period less than a full fiscal year. Duties must be non‑teaching related and approved in advance by Compensation.