Budget Examples

FLSA - Exempt to Non-Exempt
FLSA - Instructions for annual leave cashout
Instructions for Updating Employee Work Address and Phone Number
Non-US Employee Document Instructions
Base + 15% within first 6 months
Payroll Authorization - FAQ
Purge a documentdown arrow

Below are the steps to follow to purge/delete a document:

  1. From the List of Documents page, click the radio button next to the document that you want to purge/delete.
  2. Using the Go Where drop-down list, select Document Header.
  3. Click the Purge button at the bottom of the page.
  4. When the pop-up box message "Attention you are about to delete this record, continue with delete?" appears, click the "OK" button to purge this document.
Second position added to a document down arrow

Add a second position to a document

  1. Go to the “Filled Position” page by selecting it from the dropdown menu and then click the “GoTo” button.
  2. If the first position needs to be modified, select it by clicking on the radio button to the left of the position in the Entry List section. This causes the data to be copied to the Entry Detail section.
  3. Modify the fields as necessary.
  4. Click the “Save” button. The System Messages should indicate that the information was updated successfully. The information has been cleared from the Entry Detail section.
  5. You should receive a system message that the “Update Succeeded”.
  6. If the first position ended early then click on the “PayAuth” link in the Entry List section. This link will take you to the Pay Authorization page.
  7. Select it by clicking on the radio button to the left of the account you need to modify in the Entry List section. This causes the data to be copied to the Entry Detail section.
  8. Modify the fields as necessary.
  9. Click the “Save” button. The System Messages should indicate that the information was updated successfully. The information has been cleared from the Entry Detail section.
  10. You should receive a system message that the “Update Succeeded”.
  11. Modify any other accounts the same way using steps 7-10.
  12. Now we need to go back to the “Filled Position” page by selecting it from the dropdown menu and then click the “GoTo” button.
  13. There is one row in the Entry List section. This is the information for one of the two positions this person will be paid from… we need to add the second position now.
  14. In the Entry Detail area, add the information for the second position.
  15. Click “Save”.
  16. Click on the pay authorization link next to this new position we just added.
  17. The Entry Detail section is blank so enter the information necessary.
  18. Click “Save”.

Now you can complete your document.

Remove an Employee from an “A” position (take out the money)down arrow

Below are the steps to follow to remove someone from a position if they never worked in the position and to take the money out of the position.
NOTE: You must make the changes to the Pay Authorization before you change the appointment dates.

  1. Go to Filled Position page.
  2. Select the pay auth link from the list.
  3. Click the radio button in the list entry to move the entry to the detail section.
  4. Set the pay authorization begin and end dates and hours equal to each other (eg. 07/01/04 0.0 to 07/01/04 0.0).
  5. Set the rate to zero.
  6. Remove any other pay auth entries for that account.
  7. Set revised EFT and revised budget equal to 0; set the Change EFT and Change Amount equal to the Current Budget and Current EFT except with a minus sign in front of the number.
  8. Click Modify.
  9. Verify that Update Succeeded message is displayed in System Messages.
  10. Repeat steps 3 through 9 for any other accounts that are paying this position.
  11. If the first position needs to be modified, select it by clicking on the radio button to the left of the position in the Entry List section. This causes the data to be copied to the Entry Detail section.
  12. Select Filled Position from the Goto menu.
  13. Click the radio button in the list entry to move it to the detail.
  14. Set appointment begin date and hour equal to the end date and hour (eg. 07/01/04 0.0 to 07/01/04 0.0).
  15. Set first salary begin date and hour equal to the end date and hour (eg. 07/01/04 0.0 to 07/01/04 0.0).
  16. Clear the second salary line if one exists.
  17. Click Modify.
  18. Verify that Update Succeeded is displayed in the System Messages.
  19. The position will no longer appear on Filled Position. It is now displayed on Lump Sum/Vacant Position.
Remove an Employee from an “A” position (keep the money)down arrow

Below are the steps to follow to remove someone from a position if they never worked in the position and to keep the money in the position.
NOTE: You must make the changes to the Pay Authorization before you change the appointment dates.

  1. Go to Filled Position page.
  2. Select the pay auth link from the list.
  3. Click the radio button in the list entry to move the entry to the detail section.
  4. Set the pay authorization begin and end dates and hours equal to each other (eg. 07/01/04 0.0 to 07/01/04 0.0).
  5. Set the rate to zero.
  6. Remove any other pay auth entries for that account.
  7. Set the System Calculation to Manual.
  8. Click Modify.
  9. Verify that Update Succeeded message is displayed in System Messages.
  10. Repeat steps 3 through 9 for any other accounts that are paying this position.
  11. Select Filled Position from the Goto menu.
  12. Click the radio button in the list entry to move it to the detail.
  13. Set appointment begin date and hour equal to the end date and hour (eg. 07/01/04 0.0 to 07/01/04 0.0).
  14. Set first salary begin date and hour equal to the end date and hour (eg. 07/01/04 0.0 to 07/01/04 0.0).
  15. Clear the second salary line if one exists.
  16. Click Modify.
  17. Verify that Update Succeeded is displayed in the System Messages.
  18. The position will no longer appear on Filled Position. It is now displayed on Lump Sum/Vacant Position.
Backpay personnel from a closed fiscal year to be paid from the new fiscal yeardown arrow

Example: Doing a personnel from backpay from a closed (or closing) fiscal year to be paid from the new fiscal year.

  1. Begin the document using the new fiscal year.
  2. Use the new fiscal year funded position for the employee (this will always be an A position) to begin the document.
  3. Create the rest of the document header per normal.
  4. On the Reason Code page add code PB-Prior Year Back Pay.
  5. On the Filled Position page:
    1. Use the exact dates of the backpay for the Appointment dates.
    2. Use the exact dates of the backpay for the Salary dates.
    3. Complete the rest of the filled position and click “modify”.
    4. If you get the error appointment dates are not within the contract code dates, then you have not added the reason code PB to your document.
  6. Once the filled position information has been saved, click on the “pay auth” link.
  7. On the pay auth screen put in your backpay months (one month per column for all except salaried biweekly positions) and be sure to click the “backpay” checkbox. Key in only the backpay amount; you do not need to show the regular rate on this position’s pay authorization.
  8. Once the pay authorization information has been saved you may complete the rest of the document as normal.
  9. Next you need to add a B position to the document to represent the employee’s new fiscal year “regular” position. Please make sure that all information for the new fiscal year for this second position is correct on the filled position and pay authorization pages.
  10. Suggestion: When submitting the document electronically you might wish to enter a comment under “optional comments” (to the left of the submit button) for approvers that indicates to them that the A position represents a backpay position. This could help avoid confusion.
Adjunct Faculty Personnel Documents in WebDFS
Adjunct Non-Faculty Personnel Documents in WebDFS
MCG/UGA Medical Partnership Non-Faculty
Summer Personnels in WebDFS
Personnel Document Creation Using UGA ID
Postdoctoral Research Fellow personnel instructions
Graduate Fellowship (GRDFE) and Graduate Trainee (GRTRN) personnel instructions
Workstudy (WKSTY) personnel instructions
Special Pay Personnels in WebDFS
Relocation Personnels in WebDFS
Wireless Communication Device Personnels in WebDFS