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. This is the only option that allows attachments which are required for Faculty Overload wage types 1490 and 1495. 
  • 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.

Wage types for Faculty Overload require the completed Overload Pay Pre-authorization Form to be attached. Overload Information and Form
Service from and Service to dates must be within 90 days (from system date/or today’s date).
F4 (drop down) lookup is 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_Indvl

  1. Complete required Acknowledgement Section verification checkbox and upload the required Overload Pay Preauthorization form in the Attachment Section if submitting for Overload Wage types 1490 and 1495. Add'l Pay Aknowledgement
  2. Upload any desired general attacments in the Attachment Section for any of the four wage types. 
  3. Click on "Send" to submit to workflow. Workflow Popup Message
  4. Click on "Homepage" to return to the EBS Portal, click on "Start New Form" to begin a new Individual Additional Payment form, or click "Go to Inbox" to go to the HR/Payroll Inbox.

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

When next screen opens, fill in any missing data in required fields (denoted by red asterick).  Add'l Pay Group Details

  1. Click on Check
  2. View Summary
  3. Send (to submit to workflow)
  4. “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.