Training Manual For Online Clearance Form
Contents
1. 404 413 4700 Page 252. 50 00 Library Payment field this includes payment for books or fines Date of Library Payment 1 Date of Library Payment 1 amp 2 Enter the date of the payment Mic Day Year e J im Total Library Amount Owed Total Library Amount Owed This shows the original amount owed by the employee Library Balance Due This shows the original amount owed minus the value of books returned and Library Payments In this example the employee originally owed 305 but returned 100 worth of books and made a payment of 50 00 The employee now owes 155 as shown in the Library Balance Due field e Save Select Save located at top of the page Note The form will allow you to exit without saving and will not have an error message V Administrative Areas Differences in Processing Each Administrative Area The Administrative areas will process the Clearance Form as shown in Sections I IV This section describes the differences in processing for each area A Cashier e Cashier only has Outstanding Obligations no equipment or books e Cashier office must enter speed type in Cashier Speed type field f nothing is owed then enter N A in field A Exchange e The Exchange will process the form as shown above for the Library B Key Control e Key Control does not have any late fees and will enter the number of keys checked out originally C Purchasing e Purchasing has three cards Fuel Card AMEX VISA but no fines For each card the Purc
3. Pending Accruals focal Date 1 Accrual Hours Sick 1 Accrual Hours Vacatbpon 1 Lom Day Year 40 s S 28 2012 a current date C Accrual Date 2 Accrual Hours Sick 2 Accrual Hours Vacathon 2 Rom Day Year Final Balance Hours Sick Final Balance Hours Vacaton o3 00 158 00 Transfer Balance Hours Sick Transfer Balance Hours Vacation o3 00 158 00 Transfer Institution Macon bState bCollege Page 21 GSU Online Clearance Form User Manual Revised 10 2 2012 The Assignees and Notification tab is used to assign people access to the Clearance Form that normally would not be able to see and process the form Access is given automatically to the department that created the form and all Administrators and Payroll This tab will only need to be used if additional people need to access to the form Example If an employee of the Chemistry department also worked on a grant in the Biology department the Chemistry department may need to assign additional access to the Biology to sign off on the form Assignees E Check Availability Send Email To Workspace Members Assignees 45 African American Stu IST Exchange AS Anthropology E PantherCard Office L Contact choose Contact address 5_Applied_Linguistics_E Parking_ Transportation E AS Arts Sciences Collec Police GC fe o Biolog Purchasing Revenue Receivable Service a University_Library 45 Communication VPFA 45 Computer Science Christy Stark 45 CtrHigh_Ang
4. KB Christy Stark Clearance Request 262 in FA Clearance Form 9 days ago Employee Name First Last Play David David Bourque 4 days 7 hrs ago Priority Routine Status Closed Last Name Stark First Name Christina CampusiD cstark1 Assignees IST_Exchange PantherCard_Office Parking_Transportation Police Purchasing Revenue_Receivable_Services University_Library VPFA Christy Stark Contact Information Description Entered on 09 12 2012 at 12 13 22 EDT GMT 0400 by Christy Stark no Description entered Department Information Panther Card Auxiliary and Parking Auxiliary and Supp Cashier Exchange Key Control Library Purchasing Summary Page 17 GSU Online Clearance Form User Manual Revised 10 2 2012 HI Administrative Areas Initial Entry All the administrative areas follow a similar process Library will be used as an example to illustrate the procedures Exceptions for each area will be listed in on page 19 Contact Information Panther ID u Ere Current Appointment Retiring Deparment Information Classification 2012 09 i Panther Card Auxiliary and 001174315 019383932 19 Staf__ bRegqular__ bMonthly No Parking Auxiliary and Supp Cashier C Library Review Completed Exchange Library matenals returned Library Speedtype Key Control No usa x Library When books are returned please enter in Value of Returned Books Do not change the initia
5. Supp ePAF Number 00001234 Effective Day Ron Da Year Department Information Select Department Information Tab on left Note Some users are set up for scrolling instead of tabs Scroll down to the Department section ePAF Number Enter the ePAF Number corresponding to the termination ePAF for the employee Effective Day Select the date after the last day of employment Example if the employee terminates on a Friday select Saturday Note This date should match the date on the ePAF After the ePAF number and the Effective Day have been entered the form can be saved Important No other area can process the form until the Department Tab is completed and the status has changed to Submitted for Processing For more information please see page 12 Submitting and Save Urrent Appointment Classification Mo Choice Moa Choice _ are Faculty Academic Year Faculty Fiscal Year Fellow ar Post Doc PTI Rehired Retiree Staff Limited Term with Benefits Staff Limited Term without Benefits Stat Regular Biweekly Staff Regular Manthly e Current Appointment Classification Choose the employee s current Appointment Classification from the drop down list For more information about Appointment Classification please visit the HR website http www gsu edu hr Transferring within University System of Georgia as w M RC Yas Name of School within University System No Choice e Transferring within University Sy
6. are needed use comment field Amount 1 3 Enter the amount owed to each speedtype Total Due The total amount employee owes to the Department Calculate Initial Value of Equipment checked out minus Value of Returned Equipment and Equipment Payment Page 11 GSU Online Clearance Form User Manual Revised 10 2 2012 X Department Tab Department Approval Section Department Comments Department Approval Department Initial Review Co Department of Approver Phone Number of Department Yes 6120000000 404 413 3000 Department Comments e Department Comments Enter any additional information Department Initial Review Co e Department Initial Review Completed Select Yes when initial Yes entry of information has been entered This will allow the status to change to Submitted for Processing Information can still be change by the department For more information see Save and Submitted for Processing section below Department of Approver 6120000000 FA SAVE New Clearance Request for FA Clearance Form Employee Name First Last Test Mickey Mouse Priority Status Routine v In Department Status At the top of the page under the Employee Name is the in Department Status box Select Submitted for Processing InDeparment 000000000000 Department can still make changes when the form is in Submitted for Processing Save Select Save at the top of the page above Employee Name Be
7. careful The form will let you exit without saving You will lose all updates not saved You can save the form anytime after you complete the Contact Information Tab the Epaf and Effective Date If you select Submitted for Processing and Save you must complete all required fields on the Department Tab When you select save an error message will appear if there is any missing any information Important Please move the form to Submitted for Processing as soon as possible this will provide additional time for the employee to process outstanding fines and equipment Selecting Submitted for Processing will open the form for Administrative areas Library Parking Key Control Exchange Cashier Panther Card Purchasing to being processing the form Submitted for Processing will send an email to the employee letting him know he is leaving If the status has not changed to Submitted for Processing in 3 days the initiator will receive reminder emails Summary tab is an easy way to view how much the employee owes See page 20 for more information History tab shows everything that has happened to the form See page 20 for more information Page 12 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 4 Department Editing a Clearance I Department Tab Finding and Opening the Clearance Form Hello Christy S Sign out Preferences Help Y SEARCH GeorpiaState 4 i Advanced University iia You are in the FA Clearance Form wor
8. to their area This access can only be granted to employees who work in the specified offices Payroll Security This security provides access to process the form while it is in the status of HR processing and ability to move it to complete This access can only be granted to employees of Payroll Payroll Manager Security This security provides access to move the form from Complete to HR processing Used rarely when an employee returns equipment after the form has been completed This access can only be granted to Payroll Managers Need Additional Help Administrative Areas For questions about equipment and fines owed to a specific area please contact the area directly Parking 404 413 9500 Panther Card 404 413 9508 Library 404 413 2820 Cashier 404 413 3251 Purchasing 404 413 3150 Key Control 404 413 3233 Exchange 404 413 4700 Payroll 404 413 3300 For payroll questions about the Clearance Form General Help Desk 404 413 4357 For questions about Campus ID and password Training Additional training materials can be found at http www gsu edu hr payroll online clearance form training htm Page 5 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 2 Login to the Online Clearance Form Step 1 Open an Internet browser and enter the following URL htto www gsu edu hr payroll online clearance form html Next Select Logon to Online Clearance Form on the Right side of the page under Re
9. 525 Mon Day Year 9 19 2012 a current date L If equipment is returned please note the cost of item below which will automatically subtract from amount owed All payments for lost equipment must be made at the payroll office Value of Returned Equipment 1 Equipment Returned Date 1 150 00 Mon Day Year 9 21 202 current date Value of Returned Equipment 2 Equipment Returned Date 2 Mon Day Year current date C Please indicate below the amount of money to return to each speedtype in case payroll collects payment from the employee If equipment is returned you may adjust the allocations if the form is not processed by Payroll If the form has been processed please email Payroll the amount that has been returned Speedtype 1 Amount 1 vpfa 450 Speedtype 2 Amount 2 spec 75 Speedtype 3 Amount 3 Total Due 375 00 Steps to Enter Information about Returned Equipment Important Department cannot accept payment for missing equipment If employee would like to make a payment please send them to the Payroll Office relates Open form and select Department Tab on left side See page13 Panther Card Auxiliary and Parking Auxiliary and Supp 1 If status is Submitted for Processing continue below Submitted for Processing 2 If status is In Process by HR or Closed If department accepts equipment send note to Payroll for refund pin anaes cena Equipment Description Enter a no
10. Auxiliary and Supp Effective Day is the day after last day worked Iflast day is Friday enter Cashier Saturday Effective Day Current Appointment Classif Exchange Staff Regular Monthly Morn Da Key Control oo ja O Library current date C Contact Information Open form and select Department Tab See page13 Department Information Panther ard Auxiliary and Parking Auxiliary and Supp Clearance Action Select Cancel Clearance Request and No Choice Save This will stop the processing of the Clearance No Choice Form Note Once the form moves to HR Processing only Payroll can cancel the form Save Select Save at the top of left corner of the page above Employee Name Page 15 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 5 Administrative Processing Administrative areas Panther Card Parking Library Cashier Purchasing Key Control and Exchange I Administrative Areas General Information When the form moves to Submitted for Processing it will automatically be placed in the Administrative areas work list Each Administrative area will complete an initial review of the Clearance Form indicating any current outstanding equipment and or fines owed to their area Once a day if any changes occur to the Clearance Form the employee will receive an updated email notifying them of any outstanding fines listed on the Clearance Form If the employee returns equipment or pays fines a
11. Cashier Po Po Exchange Campus Building Campus Department Key Control ee ee Library Panther ID Employee ID a as Leave Balance Summary Description Attachments Assignees and Notifications Step 1 Employee Name Enter employee s name First Last Sa e Enter information into one field Campus ID Last Name or First 5 Name and press Enter e Select the correct employee if a list appears First Name e Once the employee is selected it will automatically populate the Co Contact Information Tab Very Important Change Email Address e Change Email Address The system will send the employee email ENEA updates about what they owe If the campus email address will Loo be terminated soon enter another email address Page 8 Contact Information Department Information Panther Card Auxiliary and Parking Auxiliary and Supp Cashier Exchange Key Contral Library Purchasing Leave Balance Summary Description GSU Online Clearance Form User Manual Department Information Tab Initial Information ePAF Number Clearance Action Effective Day is the day after last day worked If last day is Friday enter Saturday Effective Day Mon Da Year EE T Tsa current date L Current Appointment Classification Transferring within University System of Georgia Mo Choice Retiring Mo Choice Revised 10 2 2012 Contact Information Panther Card Auxiliary and Parking Auxiliary and
12. Everything About Version 11 Actions v a All Clearance Requests v g 1 200027 P 264 ROUT Christy 09 2 3 02 09 21 2 4 31 In est Mickey Mouse no Description 09 21 Chri Stark PM PM Dep ETET Stark Finding a Clearance Form Display Section Displays a list of Clearance Forms that are waiting for your area to process Select the drop down next to Display to find the Clearance Forms waiting for a specific Administrative Area to process Employee Name and other titles above the list help to determine the correct Clearance Form for editing To sort by column double click the name heading Clearance Request This shows a unique number assigned to each Clearance Form By selecting on the paper and pencil next to the number you can access and edit the Clearance Form Search The search function narrows down the Clearance Form list and displays forms that have had been Opening Clearance Form removed because the initial review had been completed 1 A Select the Clearance Form number or employee name to open the form The form will always open on the Description Tab shown below select desired tab to view information Note If you are if you are not an Administrator or Payroll you will only be able edit the Department and Contact Information Tabs 2 If edit is shown at the top of the screen Gere it to update the Department information tab ki A Edit JB Details 4 CopyMove Sg Link A Subtask 4 Report fj Add to
13. GSU Online Clearance Form User Manual Revised 10 2 2012 Training Manual For Online Clearance Form E Phen bre Phare be thoes lary alae Lash olay eveordeeell ED Last day es Frilley ernier F Hrer hasat bi foe za kon fl bai pete prasi daba N icv dar iit vee Retiring he aj aed of Lauria Time Reporting i Ss edits needled been made after Mi ysa please irbis calles vdhih hiar periinlgs Time Parinda Page 1 GSU Online Clearance Form User Manual Revised 10 2 2012 Table of Content Chapter 1 Introduction CIE AE an CO ROM OCC SS ici E E EE E E I S E E Seis EA E TE ETS ae DOC UIE ACCESS aE E O E E T A Adational He Doania aa Chapter 2 Accessing and Navigating the Clearance Form EOSIN tothe Clearance FOM oaorioroen ar E EO OT A Clearance Form HOME PaE Eerie N a a aai Chapter 3 Department Initiating Clearance Form Navic aO Nera E E E EE E E EEA General and Contact Information Tabs ccccccssssscssssscccscssscccscccsescccsessecececcesseccecsceecsscceaecececscecccesecsrececcccseeceeses Department Tab Initial Information SECTION ccccssscecssseceecssscecesessceecesseesesceseeecesesesecceseseseecesuetescsugeeceseeeeees Department labs MME Reporting SCL OM cas xictierc iacceridesiuncvsdaciecaseinebeeciadsacevods WishenadaasGndeiiier tiv nedadousuniveauer wiv adanns Department Tab Vacation PayOut SECTION ccccsssseceecsssseceecescssneceecesesesueceeceeae
14. PrOCeSS anisini i A eda E N a Employes E Mall teacaccesstasieyiisacsicteet ccs vei wecetaaicssenatetewcieurs EER amecmeasleuearatae Page 3 Page 5 Page 5 Page 6 Page Page 8 Page 8 Page 9 Page 10 Page 10 Page 11 Page 12 Page 12 Page 13 Page 14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 19 Page 20 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 2 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 1 Introduction Employees must return all University property and pay all outstanding balances before last day of employment The Clearance Form is used to help facilitate the process The Clearance Form can be completed using the paper or electronic version The information collected on both versions is similar but the process is different Clearance Form Process Note Administrative areas for the Clearance Form are Library Key Control Purchasing Exchange Parking Panther Card and Cashier s Office Paper Version of the Clearance Form The paper version of the Clearance Form usually starts and finishes on the last day of employment The employee s home department obtains the form and completes the Department section The employee then walks the form around campus obtaining signatures from all Administrative areas All University equipment must be returned and all fines paid at this point If something is not returned it will be noted on the form along with how much is owed O
15. The rules listed below for fines do not apply to Key Control Key Control cannot take accept payments at their office at anytime If payment is due for Key Control the employee will be sent to Payroll to make payments e Submitted for Processing In this status Administrative areas can accept equipment and payments for fines at their office The Administrative areas are responsible for updating the Clearance Form e HR Processing In this status Administrative areas can accept equipment and payment for fines at their office The form will not be able to be updated by the Administrative areas so an email must be sent to the Payroll office to update the form e Closed Administrative areas can accept equipment at their office If equipment is received an email must be sent to the Payroll office to update the form and arrange for a refund for the employee If the employee would like to pay a fine please send them to the Payroll office Page 16 IJ Administrative Areas Navigation GSU Online Clearance Form User Manual Revised 10 2 2012 Hello Christy S Preferences Hel Y SEARCH Cex pia State Advanced University poets You are in the FA Clearance Form workspace New Clearance Request More Numara FootPrints 11 Service Core Welcome to Numara FootPrints 11 Service Core Delivering business intelligence in the new Executive Dashboard and enhanced administration capabilities in the new visual form designer Learn
16. aeecesesseeeceeceseesuesesceseueeeeeesessaeess Department Tab Return of Equipment SECtION ccecccscssseccessseceecesseecescseeeecessesceecesseeceseeseeeceseesaeeceseeeceseseaeees Department Tab Department Approval Sectio Minona a a E E Submit TOF Processing and SIVE a A A isshisbomauntents Chapter 4 Department Editing Clearance Form Finding and Opening a Clearance FOr Mierna a a a a ai in Editing Clearance FOr Msa a a a a a a Employee would like to pay for missing equipment Employee Returns missing equipment Cancelge a Clearance OVI nuai a a N a Chapter 5 Administrative Area Processing Cre Eao Kaana S a AAE EE A A AE ATAS E EA AE E ETSAN Timing Rules Processing Rules for each status IVA EE NON cease i A E A S MUIRE EW cuinn T E undies E AT ECUUING F OLM ierienanenioii ei a a Differences in Processing Each Administrative Ar ad ccccccssssccecessseceseseceecsssesescesseeceseeseecesseeeeecesseeteseseseecesses Chapter 6 Additional Tabs UNV FAD e E EO E N E PITO CAD ruaa Re SR PE Se E T eee renee een Leave Balance Wal sarees ysieGccrsatascacasarsenactansapesastscarsauieaseedacadce tceaaies ann tame Tondiw tnleauerel edna tea dce mee faein stcanenatideee ae aeeeenaues ASSISNECS ANG Notification TaD aniar N Appendix Information for Employees How to Determine the Depreciated Value of EQUuIPMeNt cccessseceecessseceseseseecessseceseseeeeceseeseecessaesecesegees Letter to Employee tovexplain Clearance
17. ccrues vacation time is the position paid from a grant or sponsored project No Choice e e Position Accrue Vacation Time Choose Yes or No e Position Paid From Grant If the position accrues ees vacation time and is paid from a grant or No Choice No Primary Investigator must approve vacation payout on the ePAF If Yes is selected in Step 2 two additional questions Is this position approved for vacation payout will appear below No Choice e Approve for Vacation Payout Choose Yes or No e Vacation Payout will be paid from ial Choose Paid From Grant or Not Paid From Grant Vacation payout will be paid from Note PI must approve vacation payout and enter the No Choice speed type for payout on the ePAF Page 10 GSU Online Clearance Form User Manual Revised 10 2 2012 VI Department Tab Return of Equipment Initial Entry Return of Equipment University property includes but is mot limited to uniforms tools and computers Please note that some grants may allow researchers to keep equipment or to transfer it to another institution Please check with University Research Services amp Administration for more details regarding a particular grant Department Equipment Returned Yes ay If item mot returned please provide a description of the items and current cost with depreciation Contact the Office of Accounting Services for more information If the equipment is worth more than 3 000 decal item plea
18. d from your final paycheck and or vacation payout If there are insufficient funds you will be sent a letter indicating the amount due You can also view this and additional information at Click here to view Issue in Browser Note To log in you will need your CampusID and password Please note that important benefits information can be obtained at http www2 gsu edu wwwhre benefits Clearancel nfo pdf or One Park Place South 3 Floor 404 413 3302 Also an anonymous exit survey maybe emailed to you The information gathered from the survey is used for employee retention purposes only If you have questions please contact the corresponding office listed below Campus Office Current Amount Owed Location amp Contact Information A negative amount indicates a refund Refunds will only be issued at the originating office not Payroll Home Department 150 00 Finance amp Adm Vice President Parking Suite 200 University Bookstore Bldg Note amount listed may 66 Courtland Street include automatic deduction 404 413 9500 66 Courtland Street 404 413 9508 100 Decatur Street 404 413 2820 La cl KEE 404 413 3251 Purchasing Fuel Card Deactivated Not Processed Suite 901 One Park Place AMEX Card Returned Not Processed 15 Edgewood Ave VISA Purchasing Card Returned Not Processed 404 413 3150 Key Control 50 00 Police Entrance One Park Place 15 Edgewood Ave 404 413 3233 Exchange Suite 106 Library South 100 Decatur Street
19. een Gere it to update the Department information tab pi A Edit 4 Details 5 Copy Move Sg Link 4 Subtask Report figj Add to KB Christy Stark Clearance Request 262 in FA Clearance Form 9 days ago Employee Name First Last Play David David Bourque 4 days 7 hrs ago Priority Status Routine Closed CampusiD Last Name First Name cstark1 Stark Christina Assignees IST_Exchange PantherCard_Office Parking_Transportation Police Purchasing Revenue_Receivable_Services University_Library VPFA Christy Stark Contact Information Description Department Information Entered on 09 12 2012 at 12 13 22 EDT GMT 0400 by Christy Stark Panther Card Auxiliary and no Description entered Parking Auxiliary and Supp Cashier Exchange Key Control Library Purchasing Summary Page 13 GSU Online Clearance Form User Manual Revised 10 2 2012 II Department Tab Employee Returns Equipment or Pays Fines Note The Department can edit any field on the Contact Information or Department Tab while the status is In Department or Submitted for Processing When the form moves to HR Processing only Payroll can update the form Equipment Description 150 printer 300 00 laptop 75 00 phone i When equipment is returned please enter in Value of Returned Equipment Do not change the initial value of equipment checked out Initial Value of Equipment Checked Out Equipment Cost as of
20. fter the initial review has been completed the current status will determine how the Administrative area should process the form for more information please see Timing and Status Rules below It is recommended that each Administrative area review their list at least once a day in order to provide as much notice as possible to the employee about outstanding fines and equipment If an Administrative area has not completed their initial review and there is less than seven days until the employee s last day of employment the system will begin sending daily email reminders to the area A Timing Rules Moving from Submitted for Processing to HR Processing e lf all Administrative areas have completed their initial review and the employee owes nothing the form will move automatically to HR Processing e lf the above criterion has not been met the form will stay in Submitted for Processing until it has been open at least ten calendar days after initiation and seven calendar days after the last day of employment whichever is greater Example 1 Employee s last day of employment is June 30 and the form was created on June 1 it will stay in Submitted for Processing till July 7 if the employee owes money Example 2 Employee s last day of employment is June 30th and the form was created on June 30 it will stay in Submitted for Processing till July 10 if the employee owes money B Administrative Processing Rules for Each Status Note
21. g more about Numara please contact IS amp T Page 7 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 3 Department Initiate a Clearance Form The employee s home department initiates and submits the Online Clearance as soon as possible after the employee has given notice of termination I Navigation Hello Christy 5 Sign out Preferences Sy Pet Georpia State A Advanced ay Universit Select to create new form i ada You are in the FA Clearance Form workspace A Home H New Clearance Request Wil Reports More al Click on the New Clearance Request tab to start a new form Note The first time you create a form it may ask your permission to allow pop ups Please choose Always allow Pop up After you click the Create Clearance Request button they system may ask you to run a couple of times After a few moments the form pictured below will appear II General and Contact Information Tab B New Clearance Request Ej SAVE Christy Stark New Clearance Request for FA Clearance Form Employee Name First Last Priority Status Insert the employee s Campus ID Last Name or First Name and then select enter to populate the Contact Information below Campusi D Last Name First Name aa CONS Contact Information E Select Contact E History EA Clear Department Information T Please enter an active email address for the employee Parking Auxiliary and Supp Email Address Phone
22. ge the Value of Books Checked Out when employee returns books Enter updates in Value of Returned Books Library Late Fees Enter the amount of late fees owed Library Late Fees as of Enter the date of the late fees Library Late Fees as of Blom Day Year eas o Total Library Amount Owed Total Library Amount Owed This is the initial amount owed Sum of 305 00 Value of Books Checked out and Library Late fees Library Initial Review Completed Check this box to indicate the initial entry has been completed Updates can be made after the initial review completed box has been checked see page 16 SAVE Select save at top of page to keep changes Note There is no warning to stop you from leaving the page without saving Page 18 GSU Online Clearance Form User Manual Revised 10 2 2012 IV Administrative Areas Editing Clearance Form Employee returns equipment or makes payment Open Clearance Form e Open Clearance Form for editing See page 17 for more information Value of Returned Books 1 e Value of Returned Books 1 amp 2 Enter total value of books returned in one day in Value of Returned book field For example if employee returned two books each worth 50 00 the total in Value of Returned Books 1 is 100 Returned Books Date 1 amp 2 Enter the date the books are returned Returned Books Date 1 Placer Da y Year a 26 20m2 E Library Payment 1 amp 2 Enter total payment money amount in the
23. hasing Office will select 1 Returned Yes No N A 2 Card 3 Date D Panther Card e Panther Card generally has a refund on the card The employee can only receive a refund at Panther Card Office Money owed will be entered as a negative amount and when the employee receives a refund it will be listed as a negative amount in Panther Card Payment field E Parking e Budget Card generally has a refund on the card The employee can only receive a refund at the Parking office Money owed will be entered as a negative amount and when the employee receives a refund it will noted in comment field e Parking office will enter the final amount due for automatic deduction in Final Amount Due for Parking Page 19 GSU Online Clearance Form User Manual Chapter 6 Additional Tabs Summary Tab Revised 10 2 2012 The Summary tab provides a quick view of the current amount owed to each area Payroll will also use the comment section to notify an area that money has been journal to their account Employee Financial Obligation Department Equipment 50 00 Cashier 40 00 Exchange 65 00 Key Control Library 155 00 Parking Total Financial Obligation 310 00 Employee Leave Summary Final Balance Hours Sick 7 7 00 Final Balance Hours Vacation 150 00 Transfer Balance Hours Sick 77 00 Transfer Balance Hours Vacation 150 00 Transfer Institution Macon__bState__bCollege Area Total Amount Speedtiype 1 Speedt
24. kspace New Clearance Request lill Reports More v Numara FootPrints 11 Service Core Welcome to Numara FootPrints 11 Service Core Delivering business intelligence in the new Executive Dashboard and enhanced administration capabilities in the new visual form designer Learn Everything About Version 11 Actions K a All Clearance Requests v g SO 1 2of 272 Fj 264 ROUT Christy 09 2 3 02 09 21 2 4 31 In est Mickey Mouse f no Description 09 21 Chri Stark PM PM Dep mer Stark Finding a Clearance Form Display Section The Display section lists all Clearance Forms that you have access to that have not been completed by HR Employee Name and other titles above the list help to determine the correct Clearance Form for editing Clearance Request This shows a unique number assigned to each Clearance Form By selecting on the number or employee name you can access and edit the Clearance Form Search The search function narrows down the Clearance Form list and will display closed forms that have been removed from your list Opening Clearance Form 1 A Select the Clearance Form number or employee name to open the form The form will always open on the Description Tab shown below select desired tab to view information Note If you are if you are not an Administrator or Payroll you will only be able edit the Department and Contact Information Tabs 2 If edit is shown at the top of the scr
25. l value of books checked out urchasing Leave Balance Value of Books Checked Out Value of Books as of Mon Day Year o9 25 2012 Summary 300 00 Desgikion current date C Attachments Library Late Fees Library Late Fees as of 5 00 _ Mon Day Year History l 9 25 2012 Assignees and Notifications current date C Total Library Amount Owed 305 00 Value of Returned Books 1 Returned Books Date 1 Mon Day Year 9 es 202 I current date Value of Returned Books 2 Returned Books Date 2 f _Mon Day Year L C amp C Lae current date C Library Payment 1 Date of Library Payment 1 5 0 00 E _Mon Day Year 9 26 2012 current date Library Payment 2 Date of Library Payment 2 Mon Day Year _ 4 oa ama current date C Library Balance Due 155 00 Library Comments eee Library materials returned Select drop down list Choose Yes if library materials has been returned if not choose No If no books have ever been checked out choose N A Library Speed type Select drop down list to choose Speed type indicates where Payroll should journal money Library default speed type is LIB4 Value of Books Checked Out Enter the value of all the books currently checked out Enter the amount the employee will owe if oe the books are not returned Ses ae O Value of Books as of Enter the date of the initial entry Important Note Do not chan
26. lated Links GeorgiaState University USER ID C2 Login PASSWORD Hew Users Sign Up Here Step 2 Enter User Name and Password e Enter your Campus ID in the User ID box e Enter your Campus ID password in the Password Box e Select Login Note If this is your first time loging into the system it may request you to enter your information twice or use the New Users Sign Up Here link below Step 3 After logging in if the system does not show Clearance Form at the top right click on the blue words and select Clearance Form See picture below Hello Christy Sign out Preferences Help GeormaMtate Select Clearance Form T University Advanced You are in gt A Clearance Formgworkspace More A Home New Clearance Request lill Reports Numara FootPrints 11 Service Core Welcome to Numara FootPrints 11 Service Core Delivering business intelligence in the new Executive Dashboard and enhanced administration capabilities in the new visual form designer Learn Everything About Version 11 Rewets g There are no Requests Page 6 GSU Online Clearance Form User Manual Revised 10 2 2012 Chapter 2 Overview of the Clearance Form Home Page Hello Christy Sign out Preferences Help O Y Bt yF 2 kais You are in the FA Clearance Form works Q V E Orp 1 tate tc University A Home Numara FootPrints 11 Service Core Welcome to Numara FootPrints 11 Service Core De
27. least 10 calendar days after it was created and 7 calendar days after last day of employment whichever is greater Once the form has moved to HR Processing only Payroll can make changes to the form Equipment can still be returned and fines paid while in the status of HR Review or Closed If the employee has any outstanding fines Payroll will take the money from the last paycheck or vacation payout If there is not enough to cover the fines the employee will be notified about their options Payroll changes the status to Closed Status Closed Page 4 GSU Online Clearance Form User Manual Revised 10 2 2012 Security Access For all security access besides Employee Security please complete the Security Access form found on the HR webpage http www gsu edu hr 30439 html Employee Security All employees will automatically be able to view the Online Clearance Form after it has been created for them using their Campus ID and Password If the Campus ID has been shut off the employee will not be able to log into the system but will still be able to receive emails to the address listed on the form Department Security Allows a user to input and view all employees Clearance Forms for a department or a business unit Administrative Security Allows a user from select administrative offices i e Cashier Exchange Key Control Library Panther Card Parking and Purchasing access to process information regarding what is owed
28. livering business intelligence in the new Executive Dashboard and enhanced administration capabilities in the new visual form designer Learn Everything About Version 11 All Clearance Requests 1 of95 P amp 262 ROUT Christy 09 1 12 13 O9 12 2 23 HR Bae David no Description 10 12 Chri 400 00 Stark PM PM Proc entered more Stark d 261 ROUT Christy 09 1 12 00 0973 2 hea Closed Play Angela something more 10 12 Chri 440 00 Stark Ay iy Stark he Navigation Panel provides easy access to major tasks of Creating Clearance Request running Reports and Knowledge Base New Clearance Request Will initiate a new Online Clearance form After the form has been created and saved it will be displayed in area Reports section provides access to saved reports Q Knowledge base has helpful instructions and solutions for Numara The Knowledge base can be found under the MORE dropdown on the right side Display Section shows all the Online Clearance Forms that you have created or have been assigned to you Note Once the form has been completed it will be removed from the list To find a form that has been completed use the search function in area Search allows you to find a clearance Form by using employee s name keyword or number Disclaimer The Online Clearance Form uses Numara Therefore not all functions that Numara supports are active in the Form It you are interested in findin
29. nce the employee obtains all the needed signatures the employee will walk the form the to the Benefits office Payroll will process the form taking any money owed to the University out of the employee s last paycheck or vacation payout If neither option is available a letter will be mailed to the employee and the information may be sent to collections For more information on the paper version of the Clearance Form please contact the Payroll office Online Version of the Clearance Form The employee s home department initiates and submits the Online Clearance Form as soon as possible after the employee has given notice When the department has completed the initial review the form is automatically sent to the Administrative areas for processing These areas will list any outstanding equipment or fines Once a day if there are any updates made to the Clearance Form the employee will be notified by email The employee should return all equipment and pay all fines by the last day of employment When the employee returns equipment or pays any outstanding balances departments and Administrative areas can make changes to the form as long as Payroll is not processing it After the last day of employment Payroll will process and complete the form taking any money owed to the University out of the last paycheck or vacation payout The money collected will be journal back to the area in which the fine is owed If there is not enough money to cover the am
30. nd can be found in the Board of Regents Procedure Manual section 7 15 3 Board of Regents of the University System of Georgia 2010 June 16 Business Procedures Manual 7 15 3 Useful life of Capitalized Assets Retrieved from http www usg edu business procedures manual documents useful lives capitalized assets pdf Important Note There is a minimum charge of 10 of the historical cost therefore the charges for equipment taken by employees will be the depreciated value or 10 of historical costs whichever is greater Example A video projector was bought for 1000 and has a useful life of 5 years 60 months The video projector was bought 2 5 years ago 30 months ago Historical Cost 1000 Useful Life 30 months used 60 months total useful life useful life 1000 500 Current Value Page 23 GSU Online Clearance Form User Manual Revised 10 2 2012 Appendix Letter for Employee to Explain the Online Clearance Form Below is a letter that departments can hand out to employees to help them understand the Online Clearance Form This letter can also be found on the website http www gsu edu hr payroll online clearance form html All university property must be returned and all fines and advances paid before your last day of employment or it may be deducted from your last paycheck or vacation payout If there are insufficient funds you will be sent an invoice indicating the amount due The Clearance Form tracks property and pa
31. niversity Research Service about specific details of the grant If the missing item is valued over 3000 complete Missing Property Form http www gsu edu spectrum 38158 html e Department Equipment Returned Select Yes if all Department equipment is returned Otherwise select No e Choose N A if employee has never borrowed any equipment eects e Equipment Description Enter a description and amount for 150 00 printer 300 00 laptop each item that has not been returned For example this 75 00 phone employee has a printer laptop and phone checked out Initial Value of Equipment Checked Out Equipment Cost as of e Initial Value of Equipment Enter the total value of equipment 52 Mon Day Year i tee T 525 o fe jan e checked out when you initialize the form In this case the total value of printer laptop phone 525 e Equipment Cost As of Enter the date information is entered If equipment is returned enter information in the Value of Returned Equipment box Do not change the Initial Value of Equipment Checked Out box Please see page 14 Editing Clearance Form for more Information Amount 1 Equipment can belong to multiple accounts In this example the printer and laptop belong VPFA and the phone belong to SPEC Use 2 the Speedtype and corresponding amount boxes to specify where Payroll should journal money if payment is collected Equipment Speedtype 1 3 Enter speedtype s for checked out equipment If more than three
32. ount owed the employee will be notified about their options Page 3 GSU Online Clearance Form User Manual Revised 10 2 2012 Process Overview The following figure illustrates how the Online Clearance Form is processed Administrative areas Library Key Control Purchasing Exchange Parking Panther Card and Cashier s Office Status In Department Department completes the General Contact and Department tab and selects the status of Submitted for Processing The Department can continue to make changes to the form while it is in Submitted for Processing Status Submitted for Processing When the form moves to Submitted for Processing the Administrative areas will be notified about the employee leaving Each area will enter information regarding outstanding equipment and fines the employee will owe after the last day of employment The system will automatically send an e mail to the employee notifying them of any outstanding fines listed on the Clearance Form Once a day if any changes occur to the Clearance Form the employee will receive an updated email Employee should return any missing items and pay all fines by last day of employment Status HR Review The form will automatically move to HR Processing and Payroll will complete the form when 1 All Administrative areas have completed their initial review and there are no fines 2 If 1 has not happened the form will stay in Submitted for Processing for at
33. pe 2 Speedtype 3 Depanment 50 00 spec Hiv Cashier 40 00 wpfat Exchange 65 00 PRS__uINST Key Control COPST Library 50 00 LIB 4 Parking PRKOP vpta History Tab The History tab provides information about who has taken action on the form and what has been done It also tracks emails that have been sent by the system Currently showm Complete history Show Clearance Request history only Email history only Date Time User Action 09 oi2012 12 06 PM Christy Stark Created Play Christy Stark n i n n n n n fl l itial Priority Routine itial Transferring within University System of Georgia No nitial ePAF Number 1234 nitial ROA Edits No nitial Grant or Sponsored Fund Yes nitial Vacation Payout Approved Yes itial Equipment Returned Yes ital Equipment Cost 80 Page 20 GSU Online Clearance Form User Manual Revised 10 2 2012 Leave Balance Tab The Leave Balance tab is used by Payroll to record an employee s final number of hours sick and vacation This tab will be read only to all users except Payroll The final balance of vacation and sick hours is calculated using the following formula If you have any questions about the Leave Balance Tab please contact the payroll office 1 Payroll will enter the current number of hours of sick and vacation listed in Etime 3 Payroll will then record any vacation and sick time that is not in Etime This will subtract from the curren
34. reet A Total Amount Due All equipment and late fees are due by last day of employment The total value due includes the value of equipment checked out if not returned and late fees Page 24 GSU Online Clearance Form User Manual Revised 10 2 2012 Appendix Example of Automatic Email Sent to Employee When a Clearance Form is in the status of Submitted for Processing it will send an email to inform the employee of what is currently owed on the form The system will automatically send an email once a day if any changes occur on the form Important If the employee s Campus Email address or Campus ID will be turned off immediately please update the Clearance Form with a valid email address for the employee Dear Christina Stark All university property must be returned and all fines and advances paid before your last day of employment or it will be deducted from your last paycheck and or vacation payout This and subsequent emails will provide information about how much you owe to each campus office listed below You will receive email notifications to your current email address on record as updates are made If this email address will be discontinued please provide your home department an email address where you can continue receiving these updates If any outstanding property is not returned and or payments for any fines impress funds or project travel advances are not paid by the last day of employment the total amount will be deducte
35. se complete a Missing Property Formi Equipment Description 150 00 printer 300 00 laptop 75 00 phone ka When equipment is returned please enter in Value of Returned Equipment Do mot change the initial value of equipment checked out Initial Value of Equipment Checked Out Equipment Cost as of 525 Bon Day Wear og 19 2012 current date C If equipment is returned please mote the cost of item below which will automatically subtract from amount owned All payments for lost equipment must be made at the payroll office Value of Returned Equipment 1 Equipment Returned Date 1 Mon Day Year current date C Value of Returned Equipment 7 Equipment Returned Date 7 hon Day Year a current date C Please indicate below the amount of money to return to each speediype in case payroll collects payment from the employee If equipment is returned you may adjust the allocations if the form is not processed by Payroll If the form has been processed Please email Payroll the amount that has been returmheci Speecdtype 1 Amount 1 Speedtiype 2 Amount 2 spec 75 00 Speecdtype 3 Amount 3 aa Enter information about department equipment that needs to be returned as a reminder to the employee Equipment Returned Section can be updated later when employee returns equipment page 14 Edit Clearance Form for more information If equipment belongs to a grant check with U
36. stem of Georgia Choose Yes from the drop down list if the employee is transferring within University System of Georgia or State Merit Agency Otherwise choose No If Yes is selected in Step 5 a question about Name of school within University System will pop up Click the drop down list and select the institution that the employee is transferring to Retiring Select Yes or No Note If the employee leaving is currently a Rehired Retire select Appointment Classification of Rehire Retiree and No for Retiring Page 9 GSU Online Clearance Form User Manual Revised 10 2 2012 IV Department Tab Time Reporting Section Time Reporting Please note any Historical Edits below and submit paper timesheet or Report of Absence to Payroll Are corrections historical edits needed Yes af lf yes please indicate which time periods Time Periods 9 13 8 hours sick oe 3 hours vacation ee ee e Historical Edits Are there any changes to the employee Vacation time Sick Time or Hours Worked that cannot be entered into Etime If so select yes and explain the changes in the Time Period box Step 2 e Time Periods Explain the changes in employee s time that has 9 13 8 hours sick 9 22 3 hours vacation not been recorded in eTime Please indicate the date and changes that needs to be made V Department Tab Vacation Payout Section Vacation Payout Does this position accrue vacation time No Choice lf the position a
37. t number of hours sick and vacation 4 Ifthe employee has a negative balance it must be subtracted from their paycheck due to tax laws The amount taken out of the paycheck will be entered into Payroll Adjustment boxes Since the employee will have to pay for any negative time this will bring the negative hours to zero 5 Ifthe employee is scheduled to earn additional vacation or sick time Payroll will enter it in the Pending Accrual i Employee Effective Current Appointment pors Panther ID IO Day Classification Retiring 0041174315 0198982 PR lid Staff bRegular bMonthly P FTE Pay Growp 4 0 094 Current Leave Date Current Hours Sick Current Hours Vacaton PF OO l 150 00 Absences Not Yet Recorded Begin Absence Date 1 Absence Hours Sick 1 Absence Hours Vacation 1 Rom Day Year gt Be peo i current date Begin Absence Date 2 Absence Hours Sick 2 Absence Hours Vacation 2 e aaa E o 44 2012 current date End Absence Date 27 hho Day Wear 2012 current date C m Absence Date 3 Absence Hours Sick 3 Absence Hours Vacation 3 hom Day Year current date End AbSence Date 3 Rom Day Year current date Begin Absence Date 4 Absence Hours Sick 4 Absence Hours Vaecatonm 4 Mabon Day Year curent date Payroll Adjustments Adjustment Date Adjustment Hours Sick Adjustment Hours Vacation Rho Day Year s l 40 current date C
38. te in the Equipment abier aii Description Field about what has been returned In this 75 00 phone example a printer has been returned Value of Returned Equipment 1 Equipment Returned Date 1 Value of Returned Equipment If an employee returns Mon Day _Year__ _ equipment enter the value of that equipment in Value of jar janz E Returned Equipment In this example equipment worth 150 has been returned Do Not change Initial Value of Equipment Equipment Returned Date Enter date item was returned Total Due In this example the employee still owes 375 for not returning the laptop and phone Note May need to select tab to update totals Save Select Save at the top of left corner of the page above Employee Name Exiting without saving will cause you to lose all information that has been entered since the last save Page 14 GSU Online Clearance Form User Manual Revised 10 2 2012 III Department Tab Canceling a Clearance Form Fi save B Details Christy Stark Edit Clearance Request 264 in FA Clearance Form 2hrs 12 min ago Employee Name First Last Test Mickey Mouse Christy Stark In Department Insert the employee s Campus ID Last Name or First Name and then select enter to populate the Contact Information below Campus lD Last Name First Name Contact Information ePAF Number Clearance Action Department Information No Choice Panther Card Auxiliary and Cancel Clearance Request Parking
39. tion and fees if parking card is not returned Panther Card 404 413 9508 Suite 200 University Bookstore Bldg 66 Courtland Street A Panther Card Return Panther Cards should be returned upon ending employment B Panther Cash Refund Refunds for Panther Cash are only available by going in person to the Panther Card office Library 404 413 2820 Circulation Desk Library North 100 Decatur Street A Total Amount Due All library books and fees are due by last day of employment The value of books checked out and not returned along with any fines are added to the total amount due by last day of employment Key Control 404 413 3233 Police Entrance One Park Place 15 Edgewood Ave A Key Checked Out As of July 1 2011 Key Control will charge for keys not returned by last day of employment Cashier 404 413 3251 Suite 101 Sparks Hall A Funds and Advances issued in your name You are responsible for returning any Impress Funds Project Advances Travel Advances or Petty Cash Funds by your last day of employment B Forms to Complete Project Advance or Impress Fund The Project Advance Impress Fund Closing Form Petty Cash Fund or Travel Advance The Deposit Remittance Form Purchasing 404 413 3150 Suite 901 One Park Place 15 Edgewood Ave A AMEX and Visa Purchasing Cards Returned card to the Purchasing office B Fuel Card Pin number will be deactivated upon termination Exchange 404 413 4700 Suite 106 Library South 100 Decatur St
40. ular_ Re d Assignees The Workspace Members field lists everyone who has security access to Clearance Forms other than their own The Assignees field lists all employees or areas that will have access to that specific Clearance e Under Workspace Members field find the department you wish to assign a a Expand the department and highlight a single person AS_Applied_Linguistics_E or choose Assign Team to give everyone in the AS_Arts_Sciences_Collec AS Biology department access 4S_CBN Select the arrow facing right to move the person or department to the Assignees group providing access to see the form Click the left pointing arrow to transfer the selected Assignees back to the Project Members box Page 22 GSU Online Clearance Form User Manual Revised 10 2 2012 Appendix Value of Equipment How to Determine the Depreciated Value of Equipment The Board of Regents Business Procedure Manual states that the depreciated value of equipment should be determined by the straight line depreciation method historical cost divided by useful life Board of Regents of the University System of Georgia 2010 June 16 Business Procedures Manual 7 7 3 Depreciation Methodology Retrieved from http www usg edu business procedures manual section7 The historical cost of an item is the amount the equipment cost when it was acquired by Georgia State University The useful life of equipment should be calculated in months a
41. yments that are due to the University when an employee terminates employment With the Online Clearance Form instead of walking a paper form around campus you will receive emails updating you about any amount you owe The emails will list the total amount due to each area When you return equipment and pay outstanding balances you will receive an updated email the next day indicating the adjustment on your account The Online Clearance Form emails will automatically go to your campus email address If you wish to have the emails sent to another address please provide this to your home department You can view additional information about monies and property you currently owe at https helpdesk gsu edu MRcgi MRentrancePage p _ Note To log in you will need your Campus ID and password Important Information Benefit Information Benefits information can be obtained at http www2 gsu edu wwwhre benefits Clearancel nfo pdf or One Park Place South 3 Floor 404 413 3302 Parking 404 413 9500 Suite 200 University Bookstore Bldg 66 Courtland Street A Parking Card Return All parking cards must be returned by last day of employment or there will be a 25 fee per card When you return your parking card you will receive a token to let you out of the parking garage B Budget Card Refund Refunds for the Budget Card are only available by going in person to the Parking Office C Total Amount due Amount owed for parking may include automatic deduc
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