Enter a Lump Sum Request Form in HRS

Overview:

Managing a Lump Sum Request form

Process Considerations:

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Enter a Lump Sum Request Form

/images/group426/shared/Warning_Sign.png 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
    • 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.
      /images/group426/shared/Warning_Sign.pngIf 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.
 

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.
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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.
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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.

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.

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.

Additional Resources

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