Submitting paperwork to Payroll Services is done via upload to a secure SharePoint site (UNL-Restricted-BF) after reviewing the documents for completeness and accuracy. Request for access to the site is made by an employee’s business center manager or immediate supervisor by emailing payroll@unl.edu. An employee will receive an email confirming when access to the site has been granted. It is recommended that employees do not sync these folders to their desktop rather create a shortcut to a shared folder in OneDrive instead.
Submission Procedure
- Scan copies of documents collected in-person. When scanning these confidential documents, use a secure scanner that can save to a server deemed secure for confidential data.
- If documents have been signed via DocuSign, combine the required documents, those completed via DocuSign and those completed and collected in-person, into a PDF Portfolio and in the required order. The PDF Portfolio must be less than 15 megabytes (MB) and named using the required naming convention.
- If no documents have been completed and electronically signed via DocuSign, it is not necessary to create a PDF Portfolio -- simply combine the documents in the required order then save them as a PDF, using the required naming convention.
- Upload the file to the most appropriate folder that has a ‘Dept Use’ prefix.
Required File Naming Convention for SharePoint
The required file naming convention allows Payroll Services to efficiently organize and process submissions uploaded to SharePoint. The required file naming convention for SharePoint submissions is:
- [Effective Date in MM-DD-YYYY format] [Employee Subgroup] [Personnel #] [Last Name] [First Name] [Action Type]
Action types: HP=Hires, RHP=Rehires
Example: 06-01-2024 C2 12345 Smith John RHP
The example provides the following information to Payroll: The Rehire Action for John Smith is effective 6-1. John is being rehired into an hourly Regular Office/Service position.
IANR File Naming Convention
IANR uses this same naming convention, but adds "IANR" to the beginning of the file name. IANR PAFs route through different approvals than City Campus PAFs, so the addition of "IANR" at the beginning of the file name allows Payroll Services to ensure quickly that appropriate approvals have taken place.
- [IANR] [Effective Date in MM-DD-YYYY format] [Employee Subgroup] [Personnel #] [Last Name] [First Name] [Action Type]
Example file name: IANR 02-01-2024 C2 12345 Smith John RHP
Note: The file naming convention for submitting PAFs to Payroll via SharePoint differs slightly from the file naming convention for uploading PAF documentation directly to SAP's file storage area (GOS) or to GOS through ePAF actions in Firefly.
Deadlines
New hire/rehire paperwork must be submitted to Payroll two weeks prior to the effective or the start date. For specific dates, see the Payroll Processing Schedules folder in SAPPHIRE and review the UNL Quarterly Payroll Processing Schedule for the current year.