Interim Processes for Remote Environment
Please review the notices below for interim changes to payroll transaction processing while working in a remote environment. For questions, please email FSM-Payroll@northwestern.edu.
Paper Journals - Urgent Submissions Only
March 17, 2020
The interim email workflow procedure is to be used effective immediately for cost transfer journals previously routed as physical paper submissions. Please follow the procedure exactly, especially around file naming and what to include in the email. For our office’s approval please use the FSM-Payroll@northwestern.edu email address and we will route accordingly.
It is recommended this interim procedure be used for urgent submissions only, as it will be replaced with a semi-automated workflow using OnBase (expected implementation within a few weeks). When possible, departments are encouraged to hold paper submissions until the new procedure is complete, but may use the attached interim procedure for journals that can’t wait.
Additional communication will be forthcoming about the replacement OnBase procedure as soon as it is available.
Payroll Paperwork Submissions Moving onto OnBase
April 3, 2020
As previously announced, we are introducing the use of OnBase for submitting all payroll paperwork. All transaction types that were formerly submitted via paper hard copy to Finance & Administration should now be submitted through OnBase. Please note that the process for any transaction types that are normally submitted online in myHR will not change and should continue to be entered in myHR.
Beginning today, Friday, April 3, please submit payroll paperwork to Finance & Administration through OnBase. At this time, please do not use OnBase to submit transactions that you would normally submit via paper hard copy to the Faculty Affairs Office (FAO), with the exception of terminations that you are already submitting via OnBase. FAO will follow up shortly with the procedures for electronic submission of the additional transactions (new appointments, reappointments, appointment changes, etc.) handled by their office.
Attached are step-by-step instructions for both requesters and approvers. If you are a requester, it is recommended that all payroll paperwork is fully prepared and ready to upload prior to logging into OnBase and initiating a request. If you have been designated as a department approver, please be sure to review the instructions for reviewing and approving requests. For additional instructions for approvers, please refer to HR OnBase Approver’s Quick Guide.
Please be reminded that department, NMG, FAO and Med-Finance level signatures are not required on the payroll forms. These approvals are recorded when the request is routed through the appropriate workflow and electronic approval is applied to the OnBase request. If your payroll transaction requires additional approvals not listed (such as OSR, Effort, ASRSP, Provost’s Office) or if the request type for the transaction you are trying to process is not listed, please check with FAO or Med-Finance, as appropriate, prior to submitting these requests, for how those approvals will need to be acquired.
April 8, 2020
We would like to emphasize the section in the OnBase request form that allows for additional documents to be uploaded. Please note that any forms listed in this section should be separated from your payroll document packet and uploaded separately using the appropriate form button in the Additional Documents section.
These forms are:
- Personal Data Form
- W4 Federal Form
- W4 State Form
- Resignation Letter