Payroll Office

Payroll Office - HF 101 · Mail Stop - 109 · www.uvu.edu/payroll

eSemester Appointment Form (eSAF) Training for Originators

The following training has been created to assist authorized employees in originating eSemester Appointment Forms to pay Utah Valley University faculty for course instruction. The eSAF system is accessed through UVLink. Select the “Employee” tab and then “Employee Services” from the “Banner Services” menu. Select the “eSemester Appointment Form” from the list of options under “Employee Services” menu. eSAFs should be submitted to the Payroll Office by the eSAF due date to ensure timely payment of the faculty member. eSAF due dates can be found on the Payroll Office web page (www.uvu.edu/payroll) under the “Payroll Calendars” tab and in the current “Coordinator Calendar” or the appropriate “Adjunct/Overload Pay Calendar”. Payment schedules for faculty will very by semester and whether the course being taught is for the full semester or a block. Faculty payment schedules can be found on the “Adjunct/Overload Pay Calendar” for the semester located under the “Payroll Calendars” tab on the Payroll Office web page (www.uvu.edu/payroll). Payment schedules will be altered for eSAFs submitted after the initial due date for the semester. Late eSAFs will usually result in fewer payments at a higher amount to ensure the full semester rate has been paid to the faculty member by the end of the semester. Questions regarding eSAF payments should be directed to the UVU Payroll Office at ext. 8841.

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When an originator accesses the eSAF they will be presented with four main options (Maintain eSAF Assignment, List eSAFs Related to a Specific Role, List eSAFS Submitted but not Approved/Processed, and List Courses Without an eSAF).

The originator will create, update, and change eSAFs in “Maintain eSAF Assignments”. When “Maintain eSAF Assignments” is selected the originator will then need to identify the employee

they wish to create an eSAF for.

The originator can select the faculty member he/she wishes to enter an eSAF for using the faculty members UVID, First Name, and/or Last Name.

The originator should make sure the “Semester” field reflects the current semester. eSAFs cannot be entered for past or future semesters. Payments that needed to be made for past semesters should be made on a Lump Sum ePAF with detailed comments regarding the reason for the payment.

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Once the faculty member has been identified, course specific information for that faculty member will be shown.

The eSAF pulls faculty course information directly from Work Load and Academic Scheduling. If the eSAF reflects incorrect course information for the faculty member, you should first check the faculty members Work Load to ensure the information has been input correctly. If course information changes are needed, the changes will need to be made in Work Load to reflect properly in the eSAF.

eSAFs created prior to changes made in Work Load and Academic Scheduling will not reflect the updated information. eSAFs are a snapshot of the information as of the date and time they are created and must be deleted and recreated to reflect changes to Work Load and Academic Scheduling.

When a full-time faculty member has been selected, the “Adjunct” button will show as “Overload”. The “Overload” button will only allow pay to be added to the course if overload has been indicated in Work Load.

Adjunct/overload pay for an individual faculty and course can only be entered once per semester. If additional payments need to be made after an adjunct/overload payment has been processed, special pay will need to be used. Multiple special pay payments can be entered for the same course within a single semester.

When selecting “Special Pay”, the originator will be asked to certify that the payment to be made qualifies under the special pay definition. Remember, all adjunct faculty and their associated courses should have an adjunct eSAF reflecting the base pay for the course. Only additional course payments, not associated with base course instruction, should be made using a “Special Pay” eSAF (e.g., student enrollment, etc.).

If an originator is confused on whether a payment should be made through the eSAF using the special pay option or an ePAF, he/she should contact the Compensation area of Human Resources at ext. 8932 for guidance.

Once the originator selects the “Adjunct/Overload” or “Special Pay” button the “Adjunct/Overload Entry” or “Special Entry” screen will open allowing for the creation of an eSAF by entering payment specific information.

The “Adjunct/Overload Entry” screen will alert the originator in red to a possible policy violation if the adjunct faculty member has been assigned over 11 ICHE for the semester.

Select the Adjunct/Overload button to create an eSAF to pay a faculty member for course instruction.

Select the Special Pay button to create an eSAF to add additional pay for non-base course instruction.

For co-taught courses, this field will show as “Yes”. Additional co-taught information can be obtained

by clicking on the “Yes”.

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Remember, course information reflected in the eSAF is pulled directly from Work Load. If the information shown for a faculty member is incorrect; please check Work Load to make sure the information has been entered correctly.

Position numbers for all courses are shown in the drop down list. Before submitting the eSAF, check to make sure you have selected the correct position number and corresponding index.

If a required data entry field has been missed, the eSAF will identify the field and will not allow the eSAF to be submitted for approval until all required fields have been completed (i.e., position number, semester rate, approving Financial Manager, and approving Dean).

After an eSAF has been completed and submitted for approval, the originator will be directed back to the “Current Teaching Load” screen.

Position # list is sorted by area, index, and

then position #

Select a standard semester rate, calculated off of the listed contact hours, or select “Non-Standard”

and enter a semester rate

Select the Asst. to the Dean/Fin. Mgr. and Dean who should approve

the eSAF

“Hold To Complete Later” will not submit the eSAF for approval but will save entered information until required

additional information can be obtained

The “Modify” button allows Originators to change or delete submitted eSAFs. Originators can only change eSAFs prior to them being approved by the Financial Manager

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Additional information (circled in red) is added to the “Current Teaching Load” screen regarding the

eSAF’s approval status, after an eSAF has been submitted for approval. Approvers are also notified by email that an eSAF is waiting for their review.

The “Fin Mgr Approved” box will be checked when the Assistant to the Dean has approved the eSAF. Likewise, the “Dean Approved” box will be checked once the Dean approves the eSAF.

The “SAF to Banner” box is checked after the eSAF is loaded into Banner for processing and payment through the Banner payroll system. Changes required after this box has been checked should be coordinated with the Payroll Office to ensure appropriate pay adjustments are made on the Banner payroll system to avoid over or under payment situations.

If the eSAF is returned for correction by the Financial Manager or Dean, the “Modify” button will change to “Correct”. The Originator will receive an email alerting them that an eSAF has been returned for correction.

Once an eSAF has been approved by the Financial Manager (Assistant to the Dean), the originator will no longer have the option to “Modify” the eSAF. If changes need to be made to an eSAF, the originator will need to contact the Financial Manager (Assistant to the Dean) and have him/her return the eSAF for correction.

Once the Dean has approved an eSAF, the originator will need to contact the Payroll Office to have an eSAF returned for correction.

The option to terminate an eSAF should only be used if the faculty member will not be teaching or will not continue teaching the course for the semester. Once an eSAF is terminated, no additional entry can be made to the eSAF. If an eSAF is terminated in error, the Payroll Office can reinstate the terminated eSAF for further entry and processing.

Terminating eSAFs after they have feed into the Banner payroll system (indicated by the “SAF to Banner” box being checked), whether the faculty member has received payments for the course or not, requires the originator to contact the Payroll Office to terminate the pay assignment in Banner. Failure to notify the Payroll Office of an eSAF termination in a timely manner could result in the faculty member being overpaid for the course.

Once an eSAF has been approved, the originator will only have the option of viewing or terminating the eSAF. Note: eSAFs that have been processed on payroll should not be

terminated without coordinating with payroll to avoid over or under payments.

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The “List” options on the “Main Menu” have been provided to assist the originator in tracking eSAFs he/she has submitted or needs to submit.

The “eSemester Appointment Form List” allows originators to track submitted eSAFs without going into each faculty member’s individual eSAF record.

An originator can enter his/her own UVID, set the “Role” to “Originator”, and select the appropriate “Report Type” to see the status of eSAFs he/she has submitted.

When using a Financial Manager or Dean to check on the status of an eSAF, you will receive all eSAFs for that individual not just the ones you have submitted.

Try using different criteria when creating lists to find which configuration best meets your needs. Write the criteria down so you can use it from semester to semester to receive consistent and useful information from the “List eSAFs Related to a Specific Role”.

Enter the UVID or Name

The “Role” entered must match the UVID entered or

the list will be blank

Select the report type to narrow down the

list

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The “List eSAFs Submitted but not Approved/Processed” option on the “Main Menu” not only helps an originator track submitted eSAFs but also allows an originator to return a submitted eSAF for correction.

The “Pull Back eSAF” screen allows the originator to view eSAFs that have not yet been approved by the Financial Manager (Assistant to the Dean).

While the originator has the option to modify an eSAF on the “Maintain eSAF Assignment” screen (before it is approved by the Fin Mgr.), the return option on the “Pull Back eSAF” screen allows the originator to remove the eSAF from the approval queue for correction at a later time. With the eSAF removed from the approval queue the eSAF cannot be mistakenly approved before the needed corrections are made.

Click the return icon to return an eSAF back to the originator

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The “List Courses Without an eSAF” option allows originators to view adjunct faculty and their associated teaching assignments that do not have pay tied to them (no eSAF has been submitted).

The “No eSAF Report” provides a good double check for originators to ensure all adjunct faculty and associated courses have been accounted for.

Only Adjunct Faculty assignments will list on the “No eSAF Report” (Full-Time Faculty assignments will not be listed).

This report will show all adjunct faculty and associated courses without an eSAF. Therefore, the most useful time for using this list is probably closer to the eSAF due date when most eSAFs have already been submitted.

To shorten the list and obtain report information specific to your area of responsibility, use the search criteria located at the bottom of the report.

Enter search criteria at the bottom of the report to refine the faculty and

courses displayed in the report