Additional Pay is not encumbered. It is booked as an expense when it is disbursed. To learn more, attend Distributions and Additional Pay training.

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1 [] This instructional guide reviews the process for. Additional pay is used for one-time payments to UF employees as well as to provide stipends to pre- and post-doc fellows or other lump sum amounts to be disbursed over multiple pay periods. In order to use this functionality, a hire job action and a payroll distribution must be in place for the employee. In the event you are only paying the employee via additional pay not through payroll you will leave the compensation field blank on the hire job action. The distribution still must be established, but it will not result in any encumbrance of funds due to the absence of the compensation rate in the hire job action. If the employee already works for your department, you do NOT need to assign a new Employee Record Number (Empl Rcd Nbr) or new distribution. Instead, just create the additional pay. is not encumbered. It is booked as an expense when it is disbursed. To learn more, attend Distributions and training. Log on to myufl ( using your GatorLink username and password Navigate to North American Payroll > Employee Pay Data > Create Search for the employee using the fields presented, including by EmplID, Name, Last Name, or the general Personnel Status of Employee (selected from second drop-down menu to the right of that choice) Click Search Select the appropriate employee from the search results or search again Be sure to associate the additional pay with the correct Empl Rcd Nbr. Employees will have an Employee Record Number (Empl Rcd Nbr) for each job occupied at the same time beginning with Empl Rcd Nbr 0 At the Screen Who? Verify you have selected the right employee What? Enter or search for and select the earnings code for the payment. Click the magnifying glass view icon for a list of earnings codes for additional pay A list of earnings codes begins on page 4 of this instruction guide When? Use the calendar button or enter the beginning date when the employee is to receive the additional pay. The additional pay will be disbursed in the appropriate pay period based on the date selected. A lump sum payment cannot be given for pay periods in the past Enter 1 for the Addl Seq #. If the employee is provided more than one additional pay in the same pay period, enter 2, 3, etc. Leave the End Date blank Leave Rate Code blank Do not change Reason How Much? Enter the amount of the payment in the Earnings field Leave Hours blank Leave Hourly Rate blank Enter the maximum amount to be paid in the Goal Amount field If this value isn t entered, the system will continue to make the payment each pay period until an action is taken by you Revised August 1, 2005 Created in conjunction with Training & Development

2 For Lump Sum Payments Disbursed Over Multiple Pay Periods (e.g. Fellowship Stipend) Fellowships are an example of when the Goal Amount will be a different value from Earnings Earnings: Enter the amount to be paid biweekly Goal Amount: Enter the TOTAL amount to be paid When the goal is reached, the payments end Goal Balance will update automatically after every pay period is complete to show how much has been paid Leave Sep Chk # blank Disable Direct Deposit and Prorate should remain as they are, unchecked Select OK to Pay Leave the Pay Period boxes as they are Job Information Job Information defines how the additional pay will be booked as an expense. Click the triangle at the left in the tan bar titled Job Information to maximize information listed there Update information in the Job Data Override area Leave Position blank Enter or select UFLOR as Business Unit Enter or select the Department ID (typically this can be repeated from the Job Information from above) Enter or select the correct Job Code (again, this typically can be repeated from the Job Information above) From Where? Enter or select the Account Code (earnings account code) to which the payment is to be charged Leave GL Pay Type blank Select N/A for Addl Shift Click the triangle to minimize the Job Information panel Tax Information You can click the triangle at the left in the tan bar titled Tax Information to review information listed there. This, however, is typically not necessary. When you are required to change tax information, special instructions will be provided To Finish Verify you have completed all the necessary steps Press the Save button when complete The Effective Date changes to the year 9999 You must, then, initiate workflow for the additional pay to become effective Shortcut A shortcut button ( ) will appear on the page after you click the save button. Click the button to initiate the workflow. However, if you need to add a comment, please follow the instructions below. Initiate Workflow Navigate to North American Payroll > Employee Pay Data > UF HR Approvals > UF HR Approve At the screen presented, if you go from entering the additional pay directly to initiate workflow, the EmplID will already be entered. If not, enter information as needed Click Search Verify you have selected the correct record Approve is already selected for you Enter comments in More Information to explain or justify the additional pay Page 2 of 7

3 This information will be reviewed by your Level 1 and Level 2 approvers Press the Save button You will receive a warning message reminding you that you are entering the transaction into workflow Press the OK button The Approval Information will be updated, and the workflow will be initiated. From here, it will go to your Level 1 Approver who can Approve, Recycle, or Deny the transaction. If Approved at Level 1, the transaction will go to the correct Level 2 Approver for review. Level 2 also can Approve, Recycle, or Deny the transaction. You can view the status of the additional pay by returning to this screen at any time. Subsequent for the Same Employee Navigate to North American Payroll > Employee Pay Data > Create Search for the employee using the fields presented, including by EmplID, Name, Last Name, or the general Personnel Status of Employee (selected from second drop-down menu to the right of that choice) Click Search Select the appropriate employee from the search results or search again Be sure to associate the additional pay with the correct Empl Rcd Nbr. Employees will have an Employee Record Number (Empl Rcd Nbr) for each job occupied at the same time beginning with Empl Rcd Nbr 0 Click the + symbol to the right of the appropriate group box In the example below, if you want to enter another bonus, and the previous additional pay was a Bonus (BNS), you can simply click the Effective Date + symbol and add a new date for the new additional pay 07/01/2005 In the Payment Details group box, complete each field as described above You must always enter the appropriate information in the Payment Details, including the appropriate Job Information Page 3 of 7

4 Earnings Codes Earnings Code BNS BN7 BN8 BN9 COM ESL EL7 EL8 EL9 LSP LS7 LS8 LS9 PNC PN7 PN8 PN9 SDA SA7 SA8 SA9 Earnings Code Description for Bonus Bonus - Nonresident Alien 17 - Employee Bonus - Nonresident Alien 18 - Teaching Bonus - Nonresident Alien 19 - Commission Payment Extra Comp Lump Sum Extra Comp Lump Sum - Nonresident Alien 17 - Employee Extra Comp Lump Sum - Nonresident Alien 18 - Teaching Extra Comp Lump Sum - Nonresident Alien 19 - Lump Sum Payment Lump Sum Payment - Nonresident Alien 17 - Employee Lump Sum Payment - Nonresident Alien 18 - Teaching Lump Sum Payment - Nonresident Alien 19 - PK Yonge National Certification PK Yonge National Certification - Nonresident Alien 17 - Employee PK Yonge National Certification - Nonresident Alien 18 - Teaching PK Yonge National Certification - Nonresident Alien 19 - Superior Accomplishment - Department Superior Accomplishment - Department - Nonresident Alien 17 - Employee Superior Accomplishment - Department - Nonresident Alien 18 - Teaching Superior Accomplishment - Department - Nonresident Alien 19 - Fellowships FLT FN5 Post-doc Fellowship Post-doc Fellowship - Nonresident Alien 15 - Scholarship/Fellowship FLO Post-doc Fellowship - Other Payments FL5 Post-doc Fellowship - Other Payments - Nonresident Alien 15 FUS FR5 Pre-doc Fellowship Pre-doc Fellowship - Nonresident Alien 15 - Scholarship/Fellowship FUO Pre-doc Fellowship - Other Payments FF5 Pre-doc Fellowship - Other Payments - Nonresident Alien 15 Page 4 of 7

5 Salary Plan ISCR NIC ROY SFS SNR SUU SAA Independent Contractor - Nonresident Alien 16 - Independent Contractors/Honorarium Royalties - Nonresident Alien 12 - Royalties Scholarship Foreign Source - Nonresident Alien 15 - Scholarship/Fellowship Scholarship - Nonresident Alien 15 - Scholarship/Fellowship Scholarship USIA/USAID - Nonresident Alien 15 - Scholarship/Fellowship Scholastic Achievement Award - Nonresident Alien 50 - Other Income IFAS COF COS County Salary - Federal Employee (IFAS) - Used for Calculations County Salary - Federal Employee (IFAS) - Information Only Health Center Earnings Codes ADU AD7 AD8 AD9 ACD AC7 AC8 AC9 INP IP7 IP8 IP9 MDS MD7 MD8 MD9 OCA OC7 OC8 OC9 OTR OU7 OU8 Additional Duties (HSC) Additional Duties (HSC) - Nonresident Alien 17 - Employee Additional Duties (HSC) - Nonresident Alien 18 - Teaching Additional Duties (HSC) - Nonresident Alien 19 - Assigned Duties (HSC) Assigned Duties (HSC) - Nonresident Alien 17 - Employee Assigned Duties (HSC) - Nonresident Alien 18 - Teaching Assigned Duties (HSC) - Nonresident Alien 19 - Incentive Pay (HSC) Incentive Pay (HSC) - Nonresident Alien 17 - Employee Incentive Pay (HSC) - Nonresident Alien 18 - Teaching Incentive Pay (HSC) - Nonresident Alien 19 - Medical Director Supplement (HSC) Medical Director Supplement (HSC) - Nonresident Alien 17 - Employee Medical Director Supplement (HSC) - Nonresident Alien 18 - Teaching Medical Director Supplement (HSC) - Nonresident Alien 19 - On Call (HSC) On Call (HSC) - Nonresident Alien 17 - Employee On Call (HSC) - Nonresident Alien 18 - Teaching On Call (HSC) - Nonresident Alien 19 - Other (HSC) Other (HSC) - Nonresident Alien 17 - Employee Other (HSC) - Nonresident Alien 18 - Teaching Page 5 of 7

6 OU9 PRD PR7 PR8 PR9 QTL QT7 QT8 QT9 RSA RS7 RS8 RS9 SCH SH7 SH8 SH9 VAS YPD YP7 YP8 YP9 Other (HSC) - Nonresident Alien 19 - Productivity (HSC) Productivity (HSC) - Nonresident Alien 17 - Employee Productivity (HSC) - Nonresident Alien 18 - Teaching Productivity (HSC) - Nanresident Alien 19 - Quarterly (HSC) Quarterly (HSC) - Nonresident Alien 17 - Employee Quarterly (HSC) - Nonresident Alien 18 - Teaching Quarterly (HSC) - Nonresident Alien 19 - Research Award (HSC) Research Award (HSC) - Nonresident Alien 17 - Employee Research Award (HSC) - Nonresident Alien 18 - Teaching Research Award (HSC) - Nonresident Alien 19 - Scholarship (HSC) Scholarship (HSC) - Nonresident Alien 17 - Employee Scholarship (HSC) - Nonresident Alien 18 - Teaching Scholarship (HSC) - Nonresident Alien 19 - Veterans Administration Salary (HSC) Yearly Productivity Bonus (HSC) Yearly Productivity Bonus (HSC) - Nonresident Alien 17 - Employee Yearly Productivity Bonus (HSC) - Nonresident Alien 18 - Teaching Yearly Productivity Bonus (HSC) - Nonresident Alien 19 - s Input By Central Offices FPA FP7 FP8 FP9 FSU FS7 FS8 FS9 INE IE7 IE8 IE9 PLI PL7 RPA RP7 RP8 Foundation Payment Foundation Payment - Nonresident Alien 17 - Employee Foundation Payment - Nonresident Alien 18 - Teaching Foundation Payment - Nonresident Alien 19 - Foundation Supplement Foundation Supplement - Nonresident Alien 17 - Employee Foundation Supplement - Nonresident Alien 18 - Teaching Foundation Supplement - Nonresident Alien 19 - Incentive Efficiency Incentive Efficiency - Nonresident Alien 17 - Employee Incentive Efficiency - Nonresident Alien 18 - Teaching Incentive Efficiency - Nonresident Alien 19 - Payment in Lieu of Increase Payment in Lieu of Increase - Nonresident Alien 17 - Employee Research Professorship Award Research Professorship Award - Nonresident Alien 17 - Employee Research Professorship Award - Nonresident Alien 18 - Teaching Page 6 of 7

7 RP9 SDD SD7 SD8 SD9 SDU SU7 SU8 SU9 TAW TA7 TA8 TA9 VPU VP7 VP8 VP9 WRC Research Professorship Award - Nonresident Alien 19 - Superior Accomplishment - Division Superior Accomplishment - Division - Nonresident Alien 17 - Employee Superior Accomplishment - Division - Nonresident Alien 18 - Teaching Superior Accomplishment - Division - Nonresident Alien 19 - Superior Accomplishment - University Superior Accomplishment - University - Nonresident Alien 17 - Employee Superior Accomplishment - University - Nonresident Alien 18 - Teaching Superior Accomplishment - University - Nonresident Alien 19 - Teaching Awards Teaching Awards - Nonresident Alien 17 - Employee Teaching Awards - Nonresident Alien 18 - Teaching Teaching Awards - Nonresident Alien 19 - Vehicle Personal Use Vehicle Personal Use - Nonresident Alien 17 - Employee Vehicle Personal Use - Nonresident Alien 18 - Teaching Vehicle Personal Use - Nonresident Alien 19 - Workers Compensation Retirement Calculation Page 7 of 7