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Enter a Lump Sum Request Form in HRS

Overview:

Managing a Lump Sum Request form

Process Considerations:

  • Individuals will be able to enter requests only for employees that report to them.
  • To enter requests for employees that are not direct reports a security role must be requested and provisioned (UW_UNV_HR_LUMPSUM_REQUESTOR).
  • Notifications for approval (except reports to) are driven by the approver list. To add/remove approvers a ticket must be submitted to UW - Shared Services, this includes central HR team final edit/approvals.
  • Once the request has been fully approved and entered, a copy of the Lump Sum Request form will be filed in the employee's electronic Pfile.
  • The following campuses are currently using Lump Sum forms are: UWSUP, UWLAC and UWGBY.
  • The PS query UW_HR_LUMPSUM_ADJ_HR_DATA pulls the data for the  Lump Sum and Lump sum Adjacent forms after forms are completed.
Click on the links below to skip directly to a section:

Enter a Lump Sum Request Form

Warning Sign Prior to the Lump Sum Request form being started, the employee must have person data entered in HRS.

  1. Sign into HRS (hrs.wisconsin.edu)
  2. From the drop down arrow next to Administrator Homepage (or Employee Self Service, depending upon security), select UW Requests Homepage.
  3. Review the information on the landing page.
  4. Click the Create a Lump Sum Request tab.
  5. Search for the employee by Empl ID or name, select the correct employee.
  6. Review the Employee Primary Job Information section, if any information is incorrect please contact your institution HR team.
  7. Enter information in the Lump Sum Information section. based on this lump sum appointment
    • Employee Type - see Employee Classifications (Empl Class) in HRS for additional information.
    • Position of Trust - select  yes or no from drop down to indicate if this position is a position of trust.
    • Department of Lump Sum Work - enter the Department or see below using the search features.
    • Lump Sum Supervisor ID/Reports To - enter Empl ID or user search to find by name.
    • Start Date of Work
      NOTE: Start and end dates for 9 month employees must be within the academic or summer calendar dates and can not cross calendars, see the academic year calendar.
      Warning SignIf dates cross summer/academic calendars it will be pushed back and need to be corrected.
    • End Date of Work
    • Total Amount to be Paid - do not enter a dollar sign ($)
    • Hours Required to Complete Work
    • If this request is for teaching, or should be approved by the Academic Affairs Approver, click the slider bar for Work for the Lump Sum Request is for Teaching to Yes.
    • If teaching, enter Course Title and Course Section (will not appear if teaching slider indicates No).
    • Description of Work
      NOTE: Do not use commas, quotes or other special punctuation.
    • Why Request Cannot be Part of Regular Duties
    • Additional Comments
  8. Enter Funding string, in the Funding Entry section.
    NOTE: To add additional rows of funding click the plus sign in the Insert A Row column.
  9. Review the Acknowledgements and click the slider bar to read Yes.
  10. Add File Attachments, optional.
    • Click Upload.
    • Click My Device.
    • Search for and select document (must be a PDF file type).
    • Click Upload.
    • Click Done.
    • Select a Description from the drop down.
    • Enter a description in the second Description field.
    • To add additional documents, click Add and repeat steps.
  11. Enter in Comments, optional.
  12. Click Submit.
  13. An email will be sent to the Employee and then to remaining approvers.
    NOTE: If the employee has a current appointment the email will be sent to the business address on Modify a Person. If the employee does not have an active position then the email will be sent to the Home or Other email address on Modify a Person, if there is not one on record the form cannot be submitted.
NOTE: If this request is submitted for an individual who is paid per credit (no payment amount is entered on original request) the request will be sent immediately to the reports to (in not requester) and then to the HR team for entry. Once the lump sum adjustment form is submitted it will move through the standard approval process.
 
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Create a Lump Sum Adjustment

NOTE: This form can not be submitted until after the original request has been fully processed.
  1. Sign into HRS (hrs.wisconsin.edu)
  2. From the drop down arrow next to Administrator Homepage (or Employee Self Service, depending upon security), select UW Requests Homepage.
  3. Click the Create a Lump Sum Adjustment tab.
  4. Enter the number of the original request form in the Original eForm ID field
    NOTE: Even if a prior adjustment was entered the original form number must be used.
  5. Click Search.
  6. Review the original request information.
  7. Update the required fields in the Lump Sum Adjustment Information section.
    • New End Date can be entered by entering the date or selecting from the calendar
    • Amount paid can be updated by entering a value in the Adjustment Amount field or the New Total Amount, once entered the other field will be updated. Do NOT update both fields.
    • New Total Hours can be entered
  8. Review and adjust Funding if needed.
  9. Click the slider to change the Acknowledgment to Yes.
  10. Add file attachments, optional.
  11. Enter comments, optional.
  12. Click Submit.
  13. An email will be sent to the first approver, the employee will also be notified to approve the adjustment form prior to the form moving to HR.

Cancel a Lump Sum Request after Fully Processed

NOTE: This form can not be submitted until after the original request has been fully processed.
  1. Sign into HRS (hrs.wisconsin.edu)
  2. From the drop down arrow next to Administrator Homepage (or Employee Self Service, depending upon security), select UW Requests Homepage.
  3. Click the Create a Lump Sum Adjustment tab.
  4. Enter the number of the original request form in the Original eForm ID field
    NOTE: Even if a prior adjustment was entered the original form number must be used.
  5. Click Search.
  6. Review the original request information.
  7. Click the slider next to Cancel the lump sum request field to Yes.
  8. Add file attachments, optional.
  9. Enter comments, optional.
  10. Click Submit.
  11. There are no approvals when a lump sum is cancelled.
Warning Sign Do not delete rows on Job Data when an appointment is cancelled. Contact UW-Shared Services for assistance.

    Using the Magnifying Glass to Search for Results

    1. Click the Magnifying Glass in any field.
    2. Select Search Criteria on the Look Up page.
    3. Enter criteria in any field and click Search.
      NOTE: To select different search criteria operators (i.e. search contains instead of begins with), click the Show Operators hyperlink.
    4. Select the correct row in the Search Results section.
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    Managing a Pushed Back or Resubmitting a Request

    1. If a request is pushed back by an approver or the employee does not approve the request within seven (7) days an email will be sent to the requestor.
    2. Access the request through the email -OR-
    3. Sign into HRS (hrs.wisconsin.edu)
      • From the drop down arrow next to Administrator Homepage (or Employee Self Service, depending upon security), select UW Requests Homepage.
      • Review the information on the landing page.
      • Click the Update a Lump Sum Request tab.
      • Search for and select the request.
    4. Review the comments and update the request as needed.
    5. Click Resubmit.
      NOTE: The request will be sent through the entire approval chain process regardless of who pushed back the request.
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    Viewing a Submitted Request

    A form can be viewed by the requestor at any point during the process or by an approver once it has been approved.
    1. Sign into HRS (hrs.wisconsin.edu)
    2. From the drop down arrow next to Administrator Homepage (or Employee Self Service, depending upon security), select UW Requests Homepage.
    3. Review the information on the landing page.
    4. Click the View a Lump Sum Request tab.
    5. Search for and select the request.
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    Campus HR Final Steps

    Once the request has been fully approved the campus HR team will complete the final steps to update position and job data as well as TL security and funding.
    1. Access the request from the email link or navigate to the Lump Sum Request page and search for the request on the Evaluate a Lump Sum Request.
    2. Review the Lump Sum Request details.
    3. Click Next.
    4. In the Lump Sum Position Entry section.
    • Select the Position Action:
      • Existing Position - Using an existing position without changes. Enter position number.
      • New Position - Create a new position. Position number will be automatically created, enter appropriate data in open fields.
      • Update Position - Use an existing position but able to make changes to position (remember this will impact all incumbents). Enter the position number and update any fields.
    • Click View Position Data button, to view position information for existing positions.
    • Click Update Position Data button, if new or update position was used.
    • In the Lump Sum Employee Record Entry section.
      • Select the Job Action:
        • Existing Job Record - No changes to empl record number used, only used if using same position number in existing empl record.
        • New Job Record - Create a new empl record number.
        • Update Job Record - reuse a terminated empl record number.
      • Click View Job Data button, to view information to existing records.
      • Click Update Job Data button, if new or update job record is used.
    • Review the Time and Labor Approver Security Setup section.
      NOTE: Approvers can not be manually added.
    • Enter a Backup Approver, if available.
    • Click Update TL Security button.
      NOTE: Overnight the TL security will be updated.
    • Click View TL Security hyperlink to review set up.
    • Review the ACA Hours section, Total ACA Hours and Weekly Total will default based on information in the lump sum request.
    • Click Load Time button.
    • Click View Timesheet hyperlink to review the timesheet.
    • In the Payroll Information section, select an Earnings Code from the drop down list.
    • Attach any documents, optional.
    • Enter funding for this lump sum on the Budget Funding Data Entry Page.
    • Enter comments, optional.
    • Click Approve.
    NOTE: Once the Lump sum is fully approved including entry by Campus HR staff an email is sent to the employee with information on accessing a copy of the form. Employees will not be able to view the form until 7 days prior to start date. If request is completed with 7 days of hire the form will be available to them to view within 24 hours of the email being sent.
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    Additional Resources

    Related Links:

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    Keywords:
    Lump Sum, request, eForm UW_UNV_HR_LUMPSUM_REQUESTOR UW_HR_LUMPSUM_ADJ_HR_DATA 
    Doc ID:
    114403
    Owned by:
    Jessica R. in UW–Shared Services
    Created:
    2021-10-20
    Updated:
    2024-05-14
    Sites:
    UW–Shared Services