Submitting paperwork to the payroll department 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 their 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 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: 02-01-2024 C2 12345 Smith John RHP
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 Calendars folder in SAPPHIRE and review the UNL Quarterly Payroll Processing Calendar for the current year.
Tips for Scanning
- Select a quality scanner that is able to scan and save to a server deemed secure for confidential data, including social security numbers and banking data. Work with your IT department to determine the secure location.
- Scan the entire document in black and white or the lower file-size setting on your scanner.
- Review all pages in the scan for readability.
- For those pages that are not readable, typically pages with documents containing photographs, rescan individually in color or on your scanner's higher quality setting.
REMINDER: Documents with social security numbers and banking details should never be emailed.
Creating a PDF Portfolio
A PDF Portfolio is when multiple documents are packaged together into one PDF file. The documents can be in different formats and created in different applications. Each individual document retains its individual properties and can be opened independently of other documents in the PDF Portfolio.
In this case, a PDF Portfolio is being used to retain the validity of the electronic signatures on the New Hire/Rehire Paperwork completed via DocuSign. Any time a digitally signed document is edited, or pages extracted from the document, the digital signatures will be removed or invalidated. By placing the digitally signed documents within a PDF Portfolio, the digital signatures are retained while still being able to package the document with other documents.
- Obtain a Creative Cloud membership through NU ITS
- Start Adobe Acrobat and choose File > Create > PDF Portfolio
- Drag files into the Create PDF Portfolio dialog box. Alternatively, choose an option from the Add Files menu.
- Click Create to add the files to the PDF Portfolio. The selected files are added to your portfolio and a toolbar along with the thumbnails of the files is displayed in the left pane.
- Choose File > Save Portfolio and name the file using the required naming convention.
Source: https://helpx.adobe.com/acrobat/using/create-customize-pdf-portfolios.html