Online Graduate Payroll System User Manual
Contents
1. Tuition Support Top Academic Year 2011 2012 Award Code RGSARA Award Description Tuition forRA Fall Amount 970 Spring Amount O Academic Year Award Code ea mount SpringAmount Fellow waiver O RA Waiver RGSARA 970 OTA Waiver RGSATA O Student pays Direct bill by cashier s office to outside agency Please explain in Remarks section other Please explain in Remarks section Revision of previous submitted stipend appointment Select Revision of prev submitted stipend appt radio box and click Add e You will be prompted to answer two questions 1 Revision of current semester tuition support Yes or No 2 Do you want to change a stipend starting before the next available begin date Yes or No e Form populates current stipend distribution designated by a C in the action column and shaded in gray e Click New Revised Stipend on the line you wish to revise and enter new payroll information eee e em A Student Payroll History Personnel Action Job History current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payment is made put 1X in Action 3egin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format 6 Month OR Total for period needs to be entered by user Only future pay is oven el in this section To FALL2. e Bottom Section PAs awaiting their approval 9 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer AmA File Edit View Favorites Tools Help Qpak O x A O search Kraoits Q a LAS Address https testweb rice edu banwebdevl pwepagrad_test main E Go Links z weba aaa ee DG DGAR Workflow Finance HR Payroll Student Financial Aid Oracle Reports Site Map cE UNIV soy A ikes Cynthia 28 Jun 2010 12 00 48 PM Graduate PA TEST PHASE 3 PILOT og moel memesan fy kien Document N to 8 m GR000249 05 19 2010 A P Sayyad Arshad Shahidakhtar IN PROGRESS Modify Print PA GR000285 ot u o Wan Yifei IN PROGRESS Modify Print PA Graduate PAs Awaiting Your Approval Banner ar ar Dept Ref Document l Pa up to 8 chars GROO0314 06 01 201 ALMINSYSTEMS TEST ASYSTEST Cuchiara Michael Paul approval requested by MAJ1 on 17 JUN 2010 Display PA Print PA GR000322 06 17 2010 ADMINSYSTEMS TEST Ga Liang approval requested by MAJ1 on 17 JUN 2010 Display PA GRO00324 06 18 2010 ADMINSYSTEMS TEST Ga Liang approval requested by MAJ1 on 18 JUN 2010 Display PA Print PA GROO00325 06 18 2010 ADMINSYSTEMS TEST Ga Liang approval requested by MAJ1 on 18 JUN 2010 E Print PA Print P GR000326 06 18 2010 ADMINSYSTEMS TEST Galian approval requested by MAJ1 on 18 JUN 2010 Print PA GR000327 06 18 2010 ADMINSYSTEMS TEST Ga Liang app
3. Se 20100519104848 05 19 2010 test test Lin Ar IN PROGRESS GR000231 98019 Terentyev Igor IN PROGRESS Sergeyevich GR000249 Pe Saeed eal Sayyad Arshad IN PROGRESS Shahidakhtar ELESTEB2 on 29 JUN 2010 GR000338 Te a Sayyad Arshad ai PROGRESS PROGRESS Shahidakhtar e The rejected PA will contain comments so the initiator can make the appropriate corrections 4 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer _ fox File Edit View Favorites Tools Help Osak x aA M J gt Search Je Favorites 2 a E Wed Address https testweb rice edu banwebdevl pwepagrad_test main Eo Links e zy Uce The Pauro SPY Section A 1 N 07 01 2010 08 15 2010 1 5 A1 246000 60820 AID Rice New Revised Stir 2 000 00 3 000 00 Fellow Next 01 JUL 10 Total 00 2 000 00 available Current begin Monthly date Stipend Stipend Retroactive Payroll History for reallocation or revision Top Remarks Explain the reason for the PA always complete this area Top Action PA DISAPPROVED BY CELESTEB2 DISAPPROVAL REASON Please correct fund org Approver Info Top Approver Seq e Once the PA is modified it must be re routed to all approvers again a Archived Items e Completed PAs defined as PAs approved by department s GPS Research Accounting and Payroll will be archived e Archived PAs will disappear from the initiator s queue e All archived PAs can be s
4. Cede e em ieee Student Payroll History Personnel Action Job History current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payment is made put 1X in Action 3egin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format 6 Month OR Total for period needs to be entered by user nly future pay is displayed in this section To change past pay use the Fand Or Sica fr Cne arion ceami date me date KER Total HELER ety a a we for KER iin aml Fonts vn 55 16 000 00 Ai ised ni ie pee C kki ac New Revised Stipend Ill Next available begin date O1 FEB 12 Total Current Monthly Stipend 1 454 55 Total New Monthly Stipend 1 454 55 e N inthe action box for new action will appear e Enter begin date 1 or 16th using MM DD YYYY or MM DD YY date format e Enter end date 15th or the last day of the month using MM DD YYYY or MM DD YY date format e Form automatically calculates of months e Enter month or Total for period system will calculate un entered amount e Enter fund number e Enter organization code e Enter account code e Form automatically pulls in the program code Location code and PI if available you can also enter activity code and location code if applicable e Select title from drop down box Rice Fellow Research Asst Teaching Asst
5. FYIs to the following individuals for students who had their stipend funds changed added or terminated 1 The PI primary investigator of a research fund if there is one If there are co PIs it will only go to the primary PI 2 If there is no PI on the fund but there is a financial manager assigned to the fund in Banner the financial manager will receive the notification 3 If there is no PI or financial manager the notification will go to the student s advisor if there is one assigned in Banner Automatic email notification will be generated 1 When a grad PA or reallocation has been completed and posted in Banner during the previous week 2 One email notification per person will cover all students and all PAs completed during the given week The email will include a list of students who have had actions taken in the past week The information included for each student will be Dear Paula Sanders You are receiving this notification because you are the Principal Investigator Financial manager on a fund s being used to pay a graduate student stipend s or the Graduate advisor for a student The following Graduate Student Payroll Authorization s were processed during the period 02 14 2011 02 21 2011 Student Name Mickey Mouse Fund Orgn R3C032 246000 Fund Title NSF GRFP Job Title NSF Fellow Begin Date 01 JAN 11 End Date 31 MAY 11 Change Reason Appointment extension PA Doc GR002991 Initiator Name Cynt
6. MAR 11 Dan Stark stipend redistibution approval UMBE Payroll O rejected by Authorization PAYROLL on Form 15 MAR 2011 GRO003180 Davis Erik Graduate Louie Sylvia 24 MAR 11 24 MAR 11 Davis approval LOUIES Payroll requested of Authorization PAYROLL on Form 24 MAR 2011 GRO003181 Lewicka Graduate Wilkes 24 MAR 11 24 MAR 11 tuition IN CWILKES2 Zuzanna Anna Payroll Cynthia PROGRESS Authorization Approvals Form GR003175 Bertolusso Graduate Almendarez 23 MAR 11 23 MAR 11 Bertolusso rev Spl1 R83940 amp R21530 approval ALMENDAR Roberto Lucio Payroll Rosalva granted by Maria Authorization PAYROLL on Form 23 MAR 2011 GR003176 Gallardo Graduate Lawrence 23 MAR 11 23 MAR 11 Gallardo rev AY11 approval DARIA Palacios Payroll Daria granted by Ricardo Authorization PAYROLL on Alfonso Form 24 MAR 2011 Approval Process for Approvers e Email Notification Approver will get an email from Admin Systems with the subject line Graduate PA Approval Request They can access the PA by following a link in the email or under web entry in the HR Payroll tab in web apps or in the workflow tab in web apps 14 Approver s Menu When approvers log into web apps their Graduate Payroll Authorization Form menu will have two sections e Top Section PAs that have been initiated by the user if any For faculty and non initiators the top section will be blank
7. future pay is ania in this section To ae hi i use the delad sts section Fe 7 ZS tas E a ite To Te ee ae ee ee Next ae ca date 01 APR 12 A Current SALE Stipend Rica Fella Na An w S te Fellow Retroactive Payroll History for reallocation or revision Top Research Assistant Teaching Assistant Line No Action Begindate Enddate Months h Total for Period Fund Organ Acct Prog Acty LocIR PI Name Ple Job Remarks Explain the reason for the PA always complete this area Top Done a Remarks Section Always enter remarks to help explain the action you are processing To enter remarks type in explanation and click add Remarks Explain the reason for the PA always complete this area Top Line No Text Revising spring stipend student received a NIH training grant beginning Jan 1st Clear Tuition Support Tuition Support Top Academic Year 2010 2011 Award Code RGSARA Award Description Tuition for RA Fall Amount 920 Spring Amount 920 Academic Year Award Code Fall Amount Spring Amount 1011 Fellow waiver O RA Waiver RGSARA Add Clear O TA Waiver RGSATA O Student pays Direct bill by cashier s office to outside agency Please explain in Remarks section Other Please explain in Remarks section e Tuition Support section pulls the current tuition distribution from Banner shaded in gray e Watch for prompts Tuition waiver may need
8. or Enter Title e Form automatically enters services rendered Y yes or N no e Click Add Type of Action Top New action continuing student Teed Leen Student Payroll History Personnel Action Job History Current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payment is made put 1X in Action Begin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format Month OR Total for period needs to be entered by user Only future pa is displayed in this section To change past a use the Payroll History section Line No Action Begindate End date nth Total for period Fund Orgn Acct Prog Acty Locn PI Name Job Services Rendered ie 08 01 2011 06 30 2012 Ti 1 454 55_ 16 000 m o m 60820 aD LL PGE TAE oo O E E a a A E o ill Next available begin date 01 FEB 12 Total Current Monthly Stipend 1 454 55 Total New Monthly Stipend 1 454 55 e Enter remarks in the Remarks section e Click Add e In the tuition support section verify that the tuition support Tuition for RA Tuition for TA or Department Tuition award which is a fellow award matches the stipend type e If stipend type and tuition type are different adjust the tuition by clicking on New Support e Select the appropriate tuition award and enter the proper rate e Click Add
9. pati pay use the Payroll alied section 1 454 55 16 000 00 Al 246207 60820 AID Provost Fellow 00 ill Next available begin date O1 FEB 12 Total Current Monthly Stipend 1 454 55 Total New Monthly Stipend 1 454 55 08 01 2011 06 30 2012 11 _4 e R will appear in the action box enter the line number you are revising after the R Example R1 indicates revising line 1 e Enter begin date 1 or 16th using MM DD YYYY or MM DD YY date format Note the next available begin date is the earliest you can revise stipends in the Current Future section For previous stipend revisions use the Retroactive Payroll History for reallocation or revision section e Enter end date 15th or the last day of the month using MM DD YYYY or MM DD YY date format Form automatically calculates of months Enter month or Total for period system will calculate un entered amount Enter fund number Enter organization code Enter account code Form automatically pulls in the program code Location code and PI if available you can also enter activity code and location code if applicable e Select title from drop down box Rice Fellow Research Asst Teaching Asst or Enter Title e Form automatically enters services rendered Y yes or N no e Click Add Type of Action Top Revision of prey submitted stipend appt Revision of current semester tuition support amp payroll history eRe A student Payroll History jj Personnel Action Jo
10. period enter one time pay amount Enter fund number Enter organization code Enter account code Enter title Rice Fellow Research Asst Teaching Asst or Enter Title Form automatically pulls program code PI and enters services rendered Y yes or N no Click Add Enter remarks Termination of stipend Choose type of action Termination of Stipend Click Add Form will ask a series of questions Termination Date enter using MM DD YYYY or YY must be on the 1 5 or the last day of the month Is student leaving Rice Choose Yes or No If yes why Choose Completed degree Withdrawn Leave of Absence Other Please explain in remarks Click Add Enter remarks to explain termination especially if not leaving Rice No further action needed the termination date terminates all future stipend distributions Note If you need to pay a student for a partial pay period process a separate PA prior to the termination PA Do not enter zero dollars 00 for a pay period Banner will not accept zeros Other Form Features Initiator information automatically populates Student information automatically populates Current stipend support is indicated by a C in the action column information is pulled directly from Banner Previous stipend support is indicated by a H for History in the action column information is pulled directly from Banner Budget status link for funding will take you to the web apps page of the funding budg
11. 010 5 338 00 169 00 D72941 778000 60820 Vajtai Robert AID Research Assistant 02 Es 25 H 05 16 2010 Ti 1 2010 AS 2 000 00 1 000 00 D72941 778000 60820 Vajtai Robert AID Research Assistant 02 Er 4 Feasts authority required E Oe E amp Internet Electronic Signatures Electronic signatures will display on the PA when routed for approvals and on the PA PDF Approvers will be legible as Approver ID full name status and date approved D https testweb rice edu banwebdevl PWRPAPDF_TEST main p_header_id GROOO3 28 amp p_user_i Ming sak a A h Search oeFavorits Ary S B h u Dd BR Save a Copy a a E F E 13 Tut r E Approver Seq Approver ID Approver Name Status Date ies Randall John M APPROVED 061872010 Done _ amp Unknown Zone at 11 Rejected PA e Ifa PA is rejected for any reason it will return to the initiator s queue with the rejecter s ID and the date rejected The initiator will also receive an email notification of this action 4 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer File Edit View Favorites Tools Help Q Back J Search Yg Favorites B7 m a Address https testweb rice edu banwebdevl PWEPAGRAD_TEST MAIN WebA Bick R Workdl ow Fin Finance HR Payroll Student Financial Aid Oracle Reports Site Map Rice Univ ER AE ia 30 Jun 2010 11 57 56 AM Graduate PA TEST PHASE 3 PILOT
12. Internet Explorer e Enter comment in the remarks box and click the Reject PA button again 4 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer File Edit View Favorites Tools Help Qpak x A OD Osch yeracitess Br Be LGB B ftestweb rice edu banwebdevl pwepagrad_test main period C 09 01 2009 08 31 2010 I2 2 075 00 24 900 00 778000 60850 Research D72941 Assistant 08 31 2010 100 00 778000 60850 Research Assistant Wallable 01 JUL 10 Total Current 2 075 00 Total Ne begin date Monthly Monthly Stipend Stipend ADMIN SYSTEMS TEST OTHER USERS PLEASE IGNORE Tuition Support Top Academic Year 2009 2010 TR ade R Award Description Tuition for RA nount 2 Spring Amount 875 eee Approver Info Top Approver Seq Approver Status JMR3 APPROVED NOTE Federal regulations require that students and postdocs supported by NSF or NIH projects must be able to certify that they have completed training in responsible conduct of research RCR Training should be completed prior to beginning work on an NSF or NIH award See HELP for more information Approve P Reject PA Back To Grad Student P Entry Menu PWEPAGRAD Installed 06 21 2010 15 05 24 devl Created 05 29 2010 Administrative Systems Submit a Request Problem Administrative Systems 250 Allen Center MS 97 2000 Rice University B Internet 16 Automatic Email Notifications Automatic email notifications will be sent as
13. Online Graduate Payroll System User Manual Grad PA Manual This Manual provides step by step instructions for connecting to the graduate payroll system entering and revising stipends information and adding or modifying tuition awards Cindy Wilkes 1 31 2012 Online Graduate Payroll System Log In e Log into WebApps e Select the HR Payroll tab e Under Web Entry click on Graduate Payroll Authorization Form e The main menu will appear with two sections Graduate Payroll Authorization Form section for Initiators Graduate PAs Awaiting Your Approval section for Approvers 9 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer AmA File Edit View Favorites Tools Help Qpak O x AA search srraorits Br a LAB Address https testweb rice edu banwebdevl pwepagrad_test main vE o Links DGAR AR w orkflow Finance HR Payroll Student Financial Aid Oracle Reports Site Map RICE UNIV ae ikes Cynthia 28 Jun 2010 12 00 48 PM Graduate PA TEST PHASE 3 PILOT Banner Start Date Description up to 35 chars Dept Ref Action Document up to 8 chars ae eg wastes qe O a es Ds SS Loeite ee Cn a e E a eer Ose Der En ae a le lela EO e A e e Graduate PAs Awaiting Your Approval Banner Start Date Description up to 35 chars Dept Ref Studeni Action Document up to 8 chars Sooni oeoo AOWNEYRTENG EST ASTSTEST cuchara mael au aprovalrewesedby ML on 17UN201 L ori
14. ProvostFelow OO H___uloueo2 01 18 2012 5 AAAS oa ETAT o AE 2AB 60820 AD O o oao Eo a O Action Begin date End date Month Total for period F Orgn Acct Acv Locmn Tite Action R21 R26 Action rover ooo emo fat near aon e nc e Enter remarks in the Remarks section e Click Add e In the tuition support section verify that the tuition support Tuition for RA Tuition for TA or Department Tuition award which is a fellow award matches the stipend type e If stipend type and tuition type are different adjust the tuition by clicking on New Support e Select the appropriate tuition award and enter the proper rate e Click Add Tuition Support Top 7 TS aaa TS TET Fellow waiver O RA Waiver RGSARA add OTA Waiver RGSATA Student pays Direct bill by cashier s office to outside agency Please explain in Remarks section Other Please explain in Remarks section One time payment Select One Time Pay radio box and click Add e Choose type of action One Time Pay e Click Add e Form populates current stipend distribution designated by a C in the action column and shaded in gray e Click New Revised Stipend to enter new payroll information e X in the action box for one time pay will appear e Enter end date 15th or the last day of the month using MM DD YYYY or MM DD YY date format this will be the one time payment pay date In the Total for
15. ast name in the approver box and click Choose Approver A list of possible approvers will display select appropriate approver 2 Add Approver Button Once an approver is selected click Add Approver to enter into the approval sequence 3 Request Approval Button Once all approvers have been added to the approver sequence click Request Approval to send PA to the first approver in the sequence 4 After all approvers have approved the PA it will automatically forward to GPS then Research Accounting and then to Payroll 5 Return After Approval Radio Button Select yes to have PA electronically returned to you after approval If you choose this option you must go back into the system to send PA to the next approver or GPS we do not recommend this option to avoid forgotten PAs This button automatically defaults to No 6 PA Reminder Date Select this option to have a notification sent to you the initiator if the PA has not been processed by a particular date 10 Signature authority required When processing payroll on a fund outside your department Org an additional approver will be required This will be indicated by red asterisk on the appropriate line and a note Signature authority required 7Orddudte Pe on Oh eye ETET EXDIOTEe LITA File Edit View Favorites Tools Help ay QBak x A search Faits 2 amp e Le Bd Address https testweb rice edu banwebdevl pwepagrad_tes
16. ayroll History Personnel Action Job History Current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payment is made put 1X in Action Begin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format 6 Month OR Total for period needs to be entered by user Only future pay is displayed in dule section To eange past p pay use the Find dorm section ee ree Ryd Locn PI Name iod ioe fie 08 01 2011 06 30 2012 11 1 454 55 16 000 00 im peal sl ie Provost Fellow 00 2 R1 0270172012 06 90 2012 5 1 600 00 8 000 00 Al 246207 60820 AID Provost Fellow 00 N otal Current Monthly Stipend 1 454 55 Total New Monthly Stipend 1 600 00 lill Next available begin date 01 FEB 12 Retroactive Payroll History for reallocation or revision Top T Action n da end dat Total for Period Fund Orgn Acct Prog Acty Locn PIName Title Actior Seat et E eee ee ee eet cee H 14 01 2011 11 15 2011 5 1 45454 727 27 Al 246207 60820 AID ProvostFelow 00 H 14 16 2011 11 30 2011 5 145454 727 27 Al 246207 60820 AD ProvostFelow 00 H 12 01 2011 12 15 2011 5 1 45454 727 27 Al 246207 60820 am ProvostFelow oo H 12 16 2011 12 31 2011 5 1 45454 727 27 Al 246207 60820 am
17. b _Personnel Action Job History Current stipend support is listed with C in poe If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payment is made put 1X in Actio Begin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format Month OR Total for period needs to be entered by user Only future pay is displayed in this pocion To change past as use the Payroll History section Line No Action Begin date End date _ Months _ Month Total for period Fund Oran Acet Prog ety locn Pr Nome Tie Jobe Services Rendered ___ 1 C 08 01 2011 06 30 2012 11 1 45455 16 000 00 AL 246207 60820 AID __ Provost Fellow 00 a a e e E E E A C E E E a ll Next available begin date 01 FEB 12 Total Current Monthly Stipend 1 454 55 Total New Monthly Stipend 1 454 55 If you are revising payroll proir to the next available begin date use the Retroactive Payroll History Section You can revise payroll line by line in this section or by a block of lines Indicated a block with a forward slash between the R line numbers R21 R26 and include the date range 10 16 11 to 1 31 12 e Enter revisions as indicated above e Click Add Type of Action Top Revision of prey submitted stipend appt Revision of current semester tuition support amp payroll history Ted meee Student P
18. earch for in the Web Personnel Actions List on the HR Payroll tab of web apps e Both the initiator and other department users can search for department PAs 4 Welcome to Webapps Microsoft Internet Explorer OX w File Edit View Favorites Tools Help Qpak x A Psach Yeraorits 2 amp m Hu s Address https testweb rice edu banwebdevl RU_HEADER_TABS header p_tab_module HRPAY v Bco Links A WebApps DG AR Workflow Finance HR Payroll Student Financial Aid Oracle Reports Site Map RICE UNIV colt A ikes Cynthia 23 Jun 2010 03 35 37 PIMI Employee Information Welcome to WebApps AEI History by Indrvidital Opens in Excel a Web Personnel Actions list PA s in progress new combined form Persor oa mas 0 Payroll Transactions Opens in Excel Personnel Action Job History Download Opens in Excel Current Faculty amp Staff Opens in Excel Post Doc Download Graduate Stipend Download Position Incumbent Opens in Excel tmm m B Internet Web Personnel Actions List under Queries on HR Payroll tab e PA searchable fields are by Dates Fund Org Initiator Student PI and or Advisor e The Graduate Payroll Authorization button must be selected e Select the Graduate PA status whether the PA is In Progress Completed or All Completed PAs will display completed at the bottom of the PDF e Archived PAs they will no longer show on the initiator s grad PA menu Web P
19. ersonnel Actions List From To Last Transaction Date MM DD YYYY 03 25 2011 03 25 2011 Cd Fund Code Leave blank to select all e Orgn Code Leave blank to select all Initiator Leave blank to select all ID or Last Name for Employee Search E Document Type Graduate Payroll Authorization i 1a Dor dictate raduate PAs PI ID or Last Name Search Advisor ID or Last Name Search s i Tree ln Progress Complete O All Graduate PA Statu WEPALIST Installed 01 26 2011 07 45 52 pprd Created 2011 01 02 213 Once parameters are selected the Web Personnel Actions List will display e PA document number assigned by Banner Employee the student Document type Graduate Payroll Authorization Form or other kind of online PA Initiator Start date the date the PA was started Transaction date the date the PA posted Description entered by the initiator when the action was started Status status of the PA Current Owner To view PDF click on the blue document number Advisor ID or Last Name Search Graduate PA Status O In Progress Complete All TT a Banner Employee Document Initiator Start Transaction Description Status Current Owner Document Type Date Date GRO003099 Stark Daniel Graduate Cantu Umbe 28 FEB 11 25
20. et Title drop down box Fund activity and location codes Lists PI on funding source Completed certification are listed in the student section Student gender is listed Graduate Payroll Authorization Form Mozilla Firefox EX File Edit View History Bookmarks Tools Help RICE UNIVERSITY Administrative Systems a H l Student Financial Aid Oracle Reports Procurement Site Map Wilkes Cynthia Approvals 29 Mar 2012 11 44 36 AM ESAn A Edit Preferences Graduate Payroll Authorization Form GoTo Student Info Acton Info Stipend Info Tuition Info Remarks HELP Date Prepared Description Document 03 29 2012 test GROD 247 IN PROGRESS Contact Info Top Department Contact Person Wilkes Cynthia Approvals Phone Department Initiating PA Graduate amp Postdoctoral Studies Mail Stop Graduate Student Advisor Niedzielski Nancy 4 duaks First Name N Start Fall07 rpa of Action Top Revision of prev submitted stipend appt tt em MR igemim Student Payroll History Personnel Action Job History Current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie Ri R2 B If one time payment is made put 1 in Action Begin and End Dates are required fields and MUST be entered using MM DD OR MM DD format Month OR Total for period needs to be entered by user any
21. hia Wilkes Initiator Phone 5812 https webapps2 rice edu banweb pwrpapdf main p header id GR002991 amp p action QUERY Also paid on A1 246000 Rice Fellow from 01 JAN 11 to 31 MAY 11 Please contact the Graduate Student Payroll Authorization initiator for more information NOTE Federal regulations require that students and postdocs supported by NSF or NIH projects must be able to certify that they have completed training in responsible conduct of research RCR Training should be completed prior to beginning work on an NSF or NIH award RCR training is available at www citiprogram org with more information about Rice RCR requirements at http osr rice edu Thank you for your time and attention siJa Example PDF of a fully processed and archived PA Last Revised Date 03 26 2012 Graduate Student Payroll Authorization Print Form Document No CROOT1S2 Contact Information Department Contact Person Baylor Sandra Phone 6210 Department Initiating PA Civil and Environmental Engineer Mail Step M5 317 Graduate Student Advisor No Advisor Assigned Student Information Last Name go First Name go Middle Name Student IDs Zoe Gender Female Citzen Non Citzen Citzenship Country CHINA Type of Visa Fl Home dept org 722000 First semester and year im program Fallll Home Department Civil and Environmental Enpmeenne Degree program PHD Major Civil Engmeermg RCR Certf RCR 08 142011 Type of Action Termmnahon of St
22. ipend Termination Date 31 MAR 12 Termination Reason Other See remarks area below Current Future Stipend Support ine No Acton Begin Dae Ead Daie Winona Soati Toa pered Funds Orgy Accom Prog Tocm Tale Services e omn onsa ss asao 212500 prese r2z000 como am mera Total Current Monthly Stipend 250 00 Total New Monthly Stipend 500 Advisor Rouzbeh Shahsavara Student 1s leaving to attend another university Flease terminate her stipend as of March 31 2012 per Dr Shahsavari Tuition Support _18
23. n of prev submitted stipend appt Termination of Stipend One Time Pay First Appointment Process e Select First appt as Rice grad student radio box and click Add Current Future Stipend Support section will automatically populate Click New Revised Stipend on the right to enter new payroll information N will appear in the action box for new action Enter begin date 1 or 16th using MM DD YYYY or MM DD YY date format Enter end date 15th or the last day of the month using MM DD YYYY or MM DD YY date format Form automatically calculates of months Enter month or Total for period system will calculate un entered amount Enter fund number Enter organization code Enter account code Form automatically pulls in the program code Activity code Location code and PI Gf available Select title from drop down box Rice Fellow Research Asst Teaching Asst or Enter Title Form automatically enters services rendered Y yes or N no Click Add Enter remarks Click Add In the tuition support section click on New Support Enter fellow tuition award at appropriate tuition rate Click Add New Action for continuing student Select New action continuing student radio box and click Add e Form populates current stipend distribution designated by a C in the action column and shaded in gray e Click New Revised Stipend to enter new payroll information Type of Action Top New action continuing student
24. or _rateh C a ENE C TET NEA C A E C a NEA a o E OOOO O e AaS E NO ops oa PWEPAGRAD Installed 06 21 2010 15 05 24 devl Created 05 29 2010 Administrative Systems Submit a Request Problem Administrative Systems 250 Allen Center MS 97 2000 Rice University A Internet To create a new PA e Enter a description up to 35 characters e Enter a department reference optional e click on New Document Student information section Enter student ID number and click Add If ID number is unknown enter student s last name and search by clicking on Grad student Search select student from list and click Add Graduate Payroll Authorization Form GoTo Student Info Remarks Date Prepared Description Document Status O O O OOOO 01 26 2012 test ROE IN PROGRESS Contact Info Top Student Info Top Student ID Action Enter ID or Last Name for Grad Student Search Type of Action Top Form automatically populates the student information Type of Action Section Select the type of action and click Add There are five types of actions to choose from 1 First Appointment will only appear for first appointments New Action for continuing student Revision of previous submitted stipend appointment One time payment Termination of Stipend a ee Type of Action Top First appt as Rice grad student O New action continuing student Revisio
25. roval requested by MAJ1 on 18 JUN 2010 GR000328 06 18 2010 ADMINSYSTEMS TEST Ga Liang approval requested by MAJ1 on 18 JUN 2010 Print P Print P GR000334 06 25 2010 ADMINSYSTEMS TEST Ga Liang approval requested by MAJ1 on 25 JUN 2010 Display PA PWEPAGRAD Installed 06 21 2010 15 05 24 devl Created 05 29 2010 Print P Administrative Systems Submit a Request Problem Administrative Systems 250 Allen Center MS 97 2000 Rice University A Internet e Approving PAs Once the approver has reviewed the PA they can either approve or reject it If there are corrections to be made they must reject the PA with comments The initiator will make the appropriate changes and resubmit it Only the initiators can make changes other than simply adding comments A rejected PA must be re approved by everyone in the signature queue e Display PA Button Click Display PA to review the PA Verify time periods funding sources account codes etc _15 e Approve PA button At the bottom of the screen click to approve PA will automatically forward to the next approver in line No further action needed e Reject PA button To reject the PA add a comment explaining the rejection in the Remarks Text section and click the Reject PA button Comments are mandatory for a rejection so as to give instructions to the initiator If you click Reject PA without comments you will get this error message Microsoft
26. t main E Go Links Se a Current Future Stipend Support Top Student Payroll History Personnel Action Job History Current stipend support is listed with C in Action If new appt put N in Action if revision put R and the current line number that is being revised ie R1 R2 If one time payr 1X in Action Begin and End Dates are required fields and MUST be entered using MM DD YYYY OR MM DD YY format ara onth OR Total for period needs to be entered by user Only Wwture pay is displayed in this section To change past pay use the Payroll History section Begin date End date Month zotal Acct Locn g Title Services Action Rendered Parta 04 16 2010 08 15 2010 778000 60820 AID Grad 02 2 000 00 8 000 00 D72941 Research Assistant J 07 01 2010 08 15 2010 1 5 Al 778000 60820 AID Rice 02 N New l 2 000 00 3 000 00 Fellow Next 0O1 JUL 10 Total 2 000 00 Total 2 000 00 available Current New begin Monthly Monthly date Stipend Stipend Retroactive Payroll History for reallocation or revision Top TEATA T eee ae Actic H 03 16 2010 03 31 2010 2 000 00 1 000 00 B020 726000 60850 Ajayan Pulickel M RCH Research Assistant x 22 H 05 01 2010 05 15 2010 5 2 000 00 1 000 00 R72940 726000 60850 Vajtai Robert RCH Research Assistant 02 e 2a H 05 01 2010 05 15 2010 val 2 000 00 1 000 00 R7Z940 726000 60850 Vajtai Robert RCH Research Assistant 02 Ez I 6 2010 05 31 2
27. to be adjusted in red writing e Change tuition if appropriate by clicking the New Support button e Select new tuition support e Fellow Waiver RA Waiver RGSARA TA Waiver RGSATA Student pays Direct bill by cashier s office to outside agency Please explain in Remarks section e Other Please explain in Remarks section use when grant pays tuition include fund org and dollar amount in remarks e Enter Fall and or Spring tuition being adjusted e Click Add e To add additional support click New Support enter tuition distribution and click Add Approval Process 3 Graduate PA TEST PHASE 3 PILOT Microsoft Internet Explorer Mea File Edit View Favorites Tools Help ay QBak x A OD sah frFaoites O 2 4 a We Bd Address https testweb rice edu banwebdevl pwepagrad_test main tpwepagradTEXT E Go Links Cr Approver Info Top A Approver Seq Approver Status CELESTEB2 Return After Approval No O Yes Request Approval Choose Approver Signature Approver for Approval as Necessary Add Approver Back To Grad Student P4 Entry Menu IF EPAGRAD Installed 06 21 2010 15 05 24 devl Created 05 29 2010 amp Internet e Electronic Approval Once the PA form is completed route electronically for approvals 1 Choose Approver Button To select an approver enter approver s web apps approver name or their last name or a portion of their l
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