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Payroll Change Forms Policy
In an effort to better implement the requirements of SAS 112 (Statement on Auditing Standards, no 112, which requires an
external auditor to evaluate identified deficiencies in internal controls and, depending on the severity, communicate them to
management, the Joint committee on Inspection (JCI), and the federal government), the University has established documentation
requirements for all identified key control objectives for the current payroll process. Specifically, there must now be
"evidence of review and approval" for all changes to an employee's master file as well as requests for an additional payment
outside of an employee's regular earnings (including off-cycle checks). To achieve these control objectives, UCIO Human
Resources has created and implemented the use of the New Hire, Employee Status Change, Additional Pay, Termination, and
Temporary Worker Registration forms. This document is intended to provide guidance for the completion of these forms.
Beginning July 1, 2008 any change to an employee’s record or request for payment, outside of the University’s Annual Increase
Process, will need to be formally communicated to UCIO Human Resources through the use of newly created forms, which are
accessible on the network within each manager’s HR folder. The following steps should be taken to initiate a change:
- Discuss the nature of the change and obtain verbal agreement regarding the specific changes with the HR Officer.
- Complete and save the appropriate form in your HR folder with a different file name so as not to overwrite the original
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Send an email to the HRIS Specialist, including the following text: "I have completed the _________ Form and do
hereby approve of the change in _______________ (i.e. salary, salary grade, Title, weekly hours, etc…) for
__________________________ (name of employee). The form is currently saved in my secure HR folder and available for
your review and processing."
- Please repeat steps 1-3 for each form submitted
HR will notify you as to when the change or payment request will be reflected in PeopleSoft.
The New Hire Form should be completed by the hiring manager prior to HR sending out an offer letter, which will contain
pertinent information from the document. Please complete all fields highlighted in yellow
,including:
- Employee Name
- Requisition # Being Filled
- Appointment End Date (if applicable)
- Starting Salary
- One Time Payment Amount (if applicable)
The Employee Status Change form, also completed by the employee’s direct manager, is used to submit requests for changes to a currently active employee’s:
- Annual salary
- Salary grade
- Job title and/or
- Weekly hours
Please be sure to indicate the effective date of the change, the reason for the request, as well as the Requisition number
being filled, if applicable.
The Additional Pay form must be completed by the employee's direct manager in order to process requests for payments to employees outside of their normal paycheck, including:
- Project Bonuses
- Performance Bonuses
- On Call payments – Requires the dates and reasons for request (i.e. 5/1/08 - NOX Cisco blade randomly re-loaded)
- Educational Reimbursements – Payments are for the University’s Extension School registration fees. Please review the
UCIO Education Reimbursement Policy for further information
- Paycheck Advances – These requests are reviewed on a case by case basis and are processed ahead of the normal payroll
schedule. Prior to the submission of the form, the employee will be informed that he/she will not receive a paycheck/direct
deposit for the next scheduled pay date. Due to the nature of the request, an employee’s signature is required
- Other payments – Requires explanation from manager
Once it has been communicated to UCIO Human Resources that an employee is leaving the University, the HRIS Specialist will complete the Termination Form and send it to the employee and his/her direct manager. In order to formally acknowledge that the information contained on the form is accurate, the employee must actually sign and return the form to HR. Once completed and returned, any unused vacation time, as indicated on the form, will be processed in the employee's final paycheck.
When a manager wishes to hire a temporary worker (defined as someone who can work up to 3 months on the Harvard payroll before being termed, converted to a Less than Half Time employee or hired into a full time role), he/she should contact UCIO Human Resources, who will then email him/her a Temporary Worker Registration Form along with related instructions. This form, unlike the others, must be completed by hand by both the manager and the temporary employee. The manager should then escort the worker over to the UCIO HR office, where he/she will fill out the appropriate new hire paperwork.
Should you have any questions or concerns regarding any of these forms and/or processes, please contact George Ducharme, HRIS Specialist in the Office of the University CIO, Human Resources
Office at 617-495-5314.
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