Special Pay

Background

This automated process is the result of recommendations made by a Lean Process Kaizen group who performed an in-depth review of the current special pay paper form process. It was determined that the throughput time of a special pay would be reduced from 2-3 days (best case scenario) to minutes using the new automated process.

The Office of Human Resources will be utilizing the next 3 months as a trial period to collect suggestions, track error rates and measure throughput times on the new process. This is a continuous improvement process; therefore, your feedback is appreciated and will be used to continue to streamline the new Special Pay Process.

Dual Employment Payments

PeopleSoft Navigation: North American Payroll - Payroll Processing - CU Payroll Processing - CU Pay Data Entry for Managers

HR Managers, or their designee, will have access to enter dual employment payments using the CU Pay Data Entry for Managers screen after paylines have been created each pay period. This entry is for a per pay period basis. These entries can only be made once paylines have been opened for edits.

**During this 3-month trial process, you will have the option to complete a paper form Special Pay for Dual Employment Payments (current method) or use the CU Pay Data Entry for Managers.

Approvals for Dual Employment

Please continue the current approval process (paper form) for Dual Employment.
Once you submit the approval request and all approvals have been obtained, you will be contacted by Angie Cain in Human Resources to enter the Dual Employment payment (special pay).

Dual Employment Approval Form

Special Pays (Other than Dual Employment)

PeopleSoft Navigation: North American Payroll - Payroll Processing - CU Payroll Processing - CU Special Pay (Types: Intermittent Pay/Awards/Bonuses/Comp Leave Payout/Difference in Pay/Special Event/Missed Pay/Special Work on Project/Summer School & Summer Pay).

Refer to handouts for other options in processing SS & SP payments:

• Summer School/Summer Pay Dates
  
• Summer School/Summer Pay Processing Information
  

These payments may be entered using the new Special Pay Data Entry Screen. You can enter up to 10 special pays per employee for future pay days. (The paid flag indicator will be set to N (No) until they have been uploaded by payroll.) You may access, add or edit special pay entries at any time.
Edits to special pays for the current working pay period should be discontinued after access to paylines has been removed. (Wednesdays for Departments and Thursdays for Budget Centers).
Payroll will then perform the upload special pay function to pull in the current working pay period's special pays to the paylines. Once the upload process begins, the special pays for that pay period on the Special Pay Data Entry Screen will indicate Y (yes) under the paid flag indicator. Once the paid flag has been set to "yes", you will be unable to add, edit or delete information for that special pay.
If you need to make a change to a special pay after it has been uploaded, please contact Cathy McCoy at cmccoy@clemson.edu / 656-4670, or Stacey Lawless at slawles@clemson.edu / 656-4884.

Approvals for Special Pays (Other than Dual Employment)

Awards and Bonuses: Please continue the current approval process for Awards and Bonuses.
Classification, Compensation, and Recruitment will notify you once these have been approved for payment and payments can be entered onto the Special Pay Data Entry Screen.

All other types of Special Pays may be entered directly onto the Special Pay Data Entry Screen. Payroll is requiring no further approvals for these payments. Therefore, entry onto this screen will take the place of the current Special Pay paper form process. If further departmental approvals are needed, please take advantage of the queries that are being provided for this purpose.

Reports and Queries

The Paysheet_for_Department_Use query that you normally run on Mondays, following pay calculation, will include all special pays that were uploaded for the current working pay period.

New queries that will also be available for your use:

Special_ Pay_ Distributed: This query will list all Special Pays that have been uploaded to payroll and are marked with (Y) "Yes" under the paid flag indicator for your area. Date Due= Pay Date.

Special_Pay_ Pending: This query will list all Special Pays that are pending and are marked with (N) "No" under the paid flag indicator for your area.

Contacts