Notes - USF Research & Innovation
Contents
1. 11 TIT EM Lio ol camera 11 Third Party Tuition Payment Request 2 Workflow is an automation of a business process When one step of the process is complete workflow advances to the next step Workflow has users Each user has a workflow logon like Banner users Work is distributed by role Each role is associated with one or more users All users ina particular role will receive work to do on their work list However only one user will be able to complete the work If the work is assigned to a specific user only that user is capable of completing the work Workflow responsibilities and privileges are also managed by roles Users have access to different Workflow functions depending on their roles Please click here for a Banner Workflow Begin by logging into the Banner Workflow application with your Banner ID and PASSWORD Your Banner User ID is the same as Your Net ID however the password may be different Please contact BannerWorkflowadmin usf edu if you do not have a Banner ID or do not have access to Banner Workflow The Home page is referred to as your Work list o Users receive work to do on their work list based on their role However only one user will be able to complete the work If the work is assigned to a specific user in a role only that user is capable of competing the work and only that user will see the activi2. Delete charges from Revised Instructions for adding query results to worksheet Instructions NOTE Your To Combo Codes must already exist if not request establishment of combo codes Step 1 Run GEMS Query U RET REQUEST to EXCEL Ouput Step 2 Copy the Query Results Not including the headings Step 3 Paste the copied query results to this worksheet by right clicking on Cell B14 and Click paste Step 4 Only Enter a new Amount in the 1st Row of each ERN DIST for each Pay Period End Step 5 Click the CALC ALL Button to calculate the amounts for the remaining earnings deductions and taxes lf you change amounts manually or adjust them after clicking CALC ALL Then Click REFRESH TOTALS Step 6 ido i Follow Instructions on Both Employee Empl Red 0 Total Gross Earnings From Pay Period 1 0 1900 Total Deductions To Pay Period 1 0 1900 Total Taxes REFRESH TOTALS oD 0 0 9 0 0 Add to Prompts for New Query U RET REQUEST Ern Ded Tax Distrib for RET ps PS Empl Record From Pay Period End Date A To Pay Period End Date FomCombeCode AddToComboCode Pay Sep p Pay Acct Checl Off Acct U Dist Read Amt U Dist U Dist U Dis End Pra NI Cyc Prd Amount Note to Source Code Code Move Revised Query U RET REQUEST Results U RET REQUEST Ern Ded Tax Distrib for RET Empl R
3. Empl Record 8 From Pay Period End To Pay Period End Date From Combo Code Add To Combo Cod 8 ERN Pay SEP Off Acct UDist Read Amt UDist U Dist U Dist U Dist RETDist Sal To du Dete p ng Dept EHE Emp Last First E Prd t Prd Amount Note to Source Code Code Code3 Segt DateDone 2187882 pjan Corti Descr Date Unit FUP Product Initiative Project c Opn Fund pi Product Initiative Project ip p 2 Name Name 06 ESN P Move Where can you find the new form gt 1 There is a link in RESEARCH CCHIP 001 to the new form gt 2 There is a link in HR Forms Library 3 Don t forget to provide justification for the RET New Form link not yet in CCHIP 001 UNIVERSITY OF RESEARCH CCHIP 001 SOUTH FLORIDA on the second worksheet of the Retroactive Expenditure Transfer RET form The Cost Transfer Justification Form addresses the following e Description of how the error occurred e How the expense benefits the receiving award e Verification that the cost is allowable and allocable to receiving award e Explanation as to what steps will be taken to prevent such delays in the future PROCEDURES Retroactive Expenditure Transfer RET Form Retroactive Expenditure Transfer RET Guidelines Expenditure Transfer Form ETR Non Pavroll PERT Reporting Schedule CONTACT Please address your comments or questions regarding this CCHIP to Resea
4. NOTE All processes workflows you are authorized to initiate will be listed there o Select Grant Tuition Payment Request or Department Tuition Payment Request based on the type of fund gt My Processes USF Department Third Party Payment Request Grant Third Party Payment Request Third Party Tuition Payment Request 4 o Enter the Workflow Specific Name This will helo you search for the request later NOTE Please do not attach any files o Click Start Workflow then OK on the following screen 29 Start Workflow Organization USF Workflow Name Grant Third Party Payments Workflow Specifics Name Priority Workflow Note Workflow Instance Third Party Payment Request you initiated now appears in your Work list You may need to refresh your work list to view the new request by clicking on Work list or refreshing your web browser The work list has four columns The Activity column is the name of the activity that you will perform once you click on the workflow The created date is the date the activity started not the date the request was initiated The priority is the value assigned when the workflow was initiated This may be used by the Approvers or UCO not by the automated process Worklist Help Organization Workflow Activity Priority Created USF Grant Third Party Payment Demo Grant Third Party Student Request Normal 08 Oct 2014 01 50
5. The IRS will mail Form 6166 letters to UCO UCO will forward Forms 6166 to requesting department USF Departments will retain Forms 6166 for provision to customers located in foreign countries in order to claim treaty benefits and or VAT exemption Resources See Contact Information for Questions if you need additional assistance Form 8802 Rev 4 2012 Worksheet for U S Residency Certification Application Page 3 Applicant Name Applicant TIN Appointee Name If Applicable Calendar year s for which certification is requested must be the same year s indicated on line 7 11 Enter the number of certifications needed in the column to the right of each country for which certification is requested Note If you are requesting certifications for more than one calendar year per country enter the total number of certifications for all years for each country see instructions oe NNNM Mexico pese pa pm en o ranom smn vo em fie eom _ Loom oo name _ jose fv name m L EN Luxembourg Moldova Pakistan Philippines Los da Czech Republic ue poa Lo Tul Column A Total Slovak Republic Slovenia Column C Total 12 Enter the total number of certifications requested add columns A B C and D of line 11 D 5 to Form 8802 Rev 4 2012 Instructions for New RET Form REI ROACTIVE PAYROLL EXPENDITURE
6. You must also complete the next activity e If the chart field or any of the Student ID s is not valid the workflow will close but will not progress to the next activity The workflow will return to the current activity You will need to update the information Reminder 75 tt e All activities will have three buttons Complete Save and Close and Cancel e Clicking Complete Completes the activity and that the Workflow will proceed to the next activity e you have not completed your work and wish to reserve it for later click on save and close button e Cancel The changes made on the form will not be saved but the activity will be closed and can be accessed from your work list later Third Party Tuition Payment Request 6 Part 4 Please Enter Student Us Incorrect Ug Student You must enter at least 1 studen Intarmaton 5 not displayed 1 Student ID U29734023 2 Student ID Garrick Term Charges Excluding Third Party Payments 100 00 3 Student ID 4 Student ID 5 Student ID Activity Grant Third Party Student Request Review Selecting the Approvers All third party payment requests must be approved either by the Accountable Officer or the Accountable Officer Designee In this activity you will have the ability to select the approver An Accountable Officer to designee and the Research Financial Management Approver GRANT ONLY o If the AO is selected as the approver Al
7. Approved Requests For Grant Third party payments the request is submitted to RFM for approval For Department Third party payments the request is submitted to UCO for processing o Denied requests are returned to the Initiator The Initiator must then terminate the request or make any necessary adjustment and resubmit for approval Please process the tuition payment requested To approve the request select Approve To deny this request select Deny Please add a reason for denial Submission Decision ps Deny Please add a reason for denial Submission Comments Comments E Click Complete to complete this step This will end the workflow Please make sure to print a copy for your records Click Save and close to save your work and return to your worklist Click Cancel to return to your worklist without saving Complete Save amp Close Cancel Third Party Tuition Payment Request 9 Bn B8 Jm pu A Fees A PE 47 DAD V MAIC ADD B IH B B B I D 7 5 RESEARCH WV E B d Ew Ay 2 YA A m 52 8 A B m A CREF AR nm fm PA ER i NE gar 9 B AIARA i FW NAAR EA A Iw ZB Iw gU y DED aw M VE Zw E ry AV a E un B Y s BS d w ho BV A u 8E U OL 217 a SW EF UE GE ums GE F WG t Wu 8A E ii t Approving A Paym
8. TRANSFERS Revised 8 13 15 Rozelia Kennedy Payroll Manager _ Robin Davis Associate Controller Payroll and Tax Benefits of New Design The Department of Psychiatry piloted the new RET form for us and this is what Paul DeCosta had to say about it it is very simple to use minimizes human error and drastically reduces the amount of time it takes to complete a RET start to end The new design for the RET form is now being rolled out for all to use The new design requires only one query The new design populates several areas of the form and cover page Implementation Schedule for New Form August 20 2015 soft roll out New form is made available to use but Old form will continue to be accepted gt September 1 2015 New form must be used when submitting RET information October 1 2015 Old form will be returned and preparer will be advised to re submit on New form M Retroactive Expenditure Transfer RET coos ORM INSTRUCTIONS The department must prepare this form and include the results of BOTH queries iscussed below New form released for use starting September 1 2015 INSTRUCTIONS Begin on the RET Instructors tab Once complete Signature below INSTRUCTIONS Signature below is approving the usage of the Delete Charges From is approving the usage of the Add Charges To account iden
9. point the request will not be available in your work list however the Department Approver The RFM Approver or UCO may return it to you The request will also be available in your queue once UCO has processed your request with an activity name Billing Invoice Third Party Tuition Payment Request 8 Approving A Payment Request Accountable Officers and Designees Activity Department Approval Department Approval e This is the only activity that Accountable officers or Designees completes e Only the Accountable Officer or Accountable Officer Designee cans approve deny the request However the request cannot be approved by the initiator Requestor Submitter e lf the requestor submitted the request to the AO then all designees who are also proxies for the Accountable Officer in Banner Workflow will have access to the request and may sign off on the request except the initiator e fthe requestor submitted the request to a designee then the request will be available to the designee and any individuals who are proxies However only designees as defined in FAST will be able to approve or deny the request Workflow Proxy who is not a designee or an AO attempts to approve or deny the request Banner Workflow will not complete the activity and the workflow will not progress to the next activity e Prior to completing the activity a Submission Decision must be selected The options are to Approve Deny o
10. their own internally funded third party tuition payment requests Once requests are submitted and authorized by the appropriate department approver s they would then be routed to the UCO for processing Finally these requests will flow back to the submitter providing an invoice thus Location notifying them that it has been fully processed Student Service Building To request Banner Workflow access you must fill out the BLS SUE WEE form have it signed and email it to Mail Point ALN 147 bannerWkilowadmin ust edu Office Hours Banner Workflow Access Request Form Address Below are the two main roles that every department will UCO Student Accounting need University of South Florida Initiator This role will allow you to create submit modify LUNES BE requests Tampa FL 33620 This role will allow you to approve requests that FAX 813 974 3618 you are authorized for ae Contact Information FAQs Where do go to access the Banner Workflow application Here s the link to the Banner Workflow application Are there any instructions manual available Please refer to the Banner Workflow magual which contains more detailed information reg g how to use the system Is there training available Yes you may sign up for a training by going through GEMS Self Service The training is named Banner Workflow Third Party Course Code OA SWF What are the valid term codes There are three valid
11. 090000000000000000099999900000000000000000009090000000000000000000090000000000000000009999 Who is my Grants Financial Administrator requestor s name Research Financial Management Peu eem See sss AN 147 es Mail Stop phone Select Term Select Year Tuition Payment for Semester Spring 2015 Please process tuition payments for the Graduate Assistant s listed below am an authorized signature for these projects Student s Name Student s 10 Amount Project GL Unit Oper Unit Fund Dept Product Initiative Neeq Helps f you cannot access Banner Workflow Contact IT Help Desk f you need Instructions D 1 Manual available online Student Accounting Student Financial Services Home eDeposit Florida Prepaid Forms Refunds Students Refunds Business Processes Third Party Billing Tuition and Fees Tuition Waivers Banner Workflow Third Party Payments taccounting Word e20Docs THIRD PARTY PAYMENT WORKFLOW USER GUIDE docx UNIVERSITY OF SOUTH FLORIDA ACCOUNTING CASH MGMT PAYMENT SVCS PAYROLL RECEIVABLES STUDENT FINANCIAL Text Only A Z Index Campus Directory Calendars Search 515 myU SF TAX TRAINING TRAVEL BANNER WORKFLOW THIRD PARTY Department Third Party Payments Banner Workflow is an enterprise solution from Ellucian that facilitates the automation of various business processes Its functionality will allow departments to process and authorize
12. 13 PM Ready USF 125110050 Grant Third Party Student Request Normal 08 Oct 2014 01 18 49 PM Performing Activity Grant Department Third Party Student Request Specifying the Payment Type Term Chatfield information and Student ID s e You must select the Payment Type from the drop down list o Select Tuition Payment if you are making a payment o Select Tuition Payment Reversal if you are withdrawing a payment e You must enter the Business Unit Operating Unit Department Fund Account Product and Initiative e You must enter at least one Student ID and may enter as many as ten e Prior to completing the activity a Submission Decision must be selected The options are to Submit and Terminate as shown below Third Party Tuition Payment Request 5 o review and initiate payment request select Submit o terminate this request select Terminate Submission Decision Submit Terminate lick Complete to complete this step lick Save and close to save your work and return to your worklist lick Cancel to return to your worklist without saving Complete Save amp Close Cancel o Terminate will stop the request It will no longer appear in your work list It will not be forwarded for Approval o Submit will validate the chart field information and Student IDs fthe chart field and all Student ID s are valid the workflow will close and progress to the next activity
13. Form 6166 US Residency Certification Letter Updated 07 23 2015 Philosophy Many foreign countries withhold VAT and or income tax on revenue generated by business conducted outside the United States U S In some cases an income tax treaty between the U S and a foreign country may reduce or eliminate withholding on amounts paid to U S residents Businesses in foreign countries making payment to USF may request a Form 6166 U S Residency Certification letter from the IRS in order to reduce or eliminate VAT or income tax withholding The USF Controller s Office UCO will assist USF departments in need of U S residency certification letters when appropriate In the case of revenue that will be paid to the USF Research Foundation USFRF the UCO will assist in obtaining residency certification letters for the USFRF Process IRS Form 8802 is used to request a Form 6166 letter of U S residency certification for purposes of claiming income tax treaty benefits or VAT exemption Payment of a non refundable 85 user fee is required for each application Applications should be mailed to the IRS at least 45 days prior to the date a Form 6166 letter is needed Departments are advised to request all Forms 6166 needed on a single Form 8802 maximum number 200 to avoid payment of multiple 85 user fees due each time Form 8802 is filed Form 6166 certifies for a calendar year that USF was a resident of the United States for purposes of U S taxation
14. University e We re here to help We ll come to your lab We ll provide onsite informational sessions Fundamental Dual Use EAR Military ITAR Classified Research Restricted Least Restrictions Most Restrictions University Activities Lowest Risk Highest Risk Public Educational International International Domain Activities Travel Shipping
15. View All File Last Award Updated Contract Award Tithe Award Pl Sponsor End Date Status BEEN rans Trans Email Date Admin Setup Phone Invoicing Date Num small Business University Research 1 9912015 1 541076 Development Rodriguez Eileen of West 01 01 2015 12 31 2015 ACTIVE Financial LL M vro Sharon 04 08 40 3 5001 Kirwein Center Florida Management _ RFM RFM Approver NetlD is first part of e mail address before Qusf edu Name Net ID Eric Kern ericmkern Karen Edwards 2 _ Anesia Kelly anesiak Sharlene Stevenson sstevenson April Rollins arollir Who is my RFM Approvere Please process the tuition payment requested have verified that the project is active in FAST budget exists for the payment of tuition and fees requested and the project end date has not been reached approve the request select Approve fo deny this request select Deny Please add a reason for denial Submission Decision mE e a E gga ER i th Deny Please add a Return te Approver Reassign to Another A amp Approve reason for denial REM Approver Submitted To Approver Re assignment Reassigned To ericmkern Email _ericmkern usf edu Submission Comments Comments Click Complete to complete this step This will end the workflow Please make sur
16. cking Complete Completes the activity and that the Workflow will proceed to the next activity e have not completed your work and wish to reserve it for later click on save and close button e Cancel The changes made on the form will not be saved but the activity will be closed and can be accessed from your work list later Activity Grant Third Party Student Details Entering Tuition Payment Details This is the last activity you will need to perform After completing the activity the request will be submitted to the selected Department Approver The activity will not appear in your work list A single workflow activity will be created for each student Refresh your work list to access these work items This activity will contain the student bill for the term entered and will allow you to enter payments for tuition and other fees such as health insurance If you are requesting a tuition payment please enter a dollar amount If you are requesting a tuition payment reversal please enter a negative amount The tuition payment will be reduced by the amount entered Prior to completing the activity a Submission Decision must be selected The options are to Submit and Terminate o Terminate will stop the request It will no longer appear in your work list It will not be forwarded for Approval o Submit will forward the request to the selected Department Approver for approval At this
17. e to print a copy for your records Click Save and close to save your work and return to your worklist Click Cancel to return to your worklist without saving lt 15 new to Banner Workflow too Work through the manual Issues with Banner contact IT Help Desk Issues with Banner Work Flow Nikel Morancie ext 4 3999 x Velma Clark vclark usf edu ext 4 605 s Contact RFM UCO Third Party Tuition Payment Request UNIVERSITY OF SOUTH FLORIDA Third Party Tuition Payment Request User Manual Department Third Party Payment OVEFVIOM ciclo kr tuenda X REEL RE Ere e 4 Tnm Paro Payment mu eee 4 INITIATING A THIRD PARTY PAYMENT REQUEST GRANTS AND DEPARTMENT FUNDS serena 4 Activity Grant Department Third Party Student Request eere renta tratta ta tarte earnest Eoo 5 Activity Grant Third Party Student Request Review tanta tante tarea raa teras astantes asas asas 7 ACV Grant Thira gt 8 Approving A Payment Request Accountable Officers and Designees reete tnnt tnnt 9 Approving A Payment Request Research Financial Management GRANTS ONLY erret 10 ACD 10 A UCO
18. ent Request Research Financial Management GRANTS ONLY Activity Grant Approval RFM Approval Grant Tuition Payment ONLY This is the only activity RFM Completes Anemail notification will be delivered to the RFM Approver based the email entered by the requestor Approval request will be visible to the RFM Approver specified by the requestor 5 Prior to completing the activity a Submission Decision must be selected The options are to Approve Deny 5 17 Return to Approver Reassign to Another Approver o Approve The request is submitted to UCO for processing o Deny The request is returned to the Initiator The Initiator must then terminate the request or make any necessary adjustment and resubmit for approval o Returned to Approver The request is returned to the Department Approver o Reassign The request is reassigned to the specified RFM Approver Please process the tuition payment requested I have verified that the project is active in FAST budget exists for the payment of tuition and fees requested and the project end date has not been reached approve the request select Approwe deny this request select Deny Please add a reason for denial Submission Decision E Deny Please add a Reassign to Another Approve _ oed Return to Approver reason for denial RFM Approver Submitted To REM Approver Re assignment Reassig
19. heduled use this link to make an individual request GEMS Create Non Employee Request Request to establish new GEMS account codes Statement employee signs agreeing to use university information appropriately RET Retroactive Expenditure Transfer Form RET Retroactive Expenditure Transfer Form Valid until Oct 1 2015 USF Privacy Policy Regulations Recruitment Employee Relations Employee Relations Payroll Talent Management Talent Management Appointment Payroll Appointments Payroll Payroll Campus Safety About this site DOC DOC DOC DOC mia Contact Contact Contact Contact Contact Contact Maps amp Directions RET Reminders and Tips Submitted RETS can be rejected for a number of reasons Review RESEARCH CCHIP 001 for a Clarification or Change in Procedure regarding the Timeline for Processing Cost Transfers on Sponsored Awards Sponsored Research related RETS must be submitted within 90 days following the date of the occurred error The Justification Section must be completed A proper justification should be able to answer the following questions gt Is it reasonable gt Is it allocable gt Is it allowable Grant Tuition Payment Requests Transition to Banner Workflow Submission Form USF Research Financial Management Grant Tuition Payment Request Date 08 19 15 TO FROM 90990000000000000000000000000999
20. l designees will have the ability to sign off on the request providing user has an account in Banner Workflow The user is a proxy for the Accountable Officer in Banner Workflow Proxy This is the same concept as designees However since FAST and Banner Workflow are separate applications designees have to be defined in banner Workflow as well as FAST o Fi you select a designee as the approver only the selected designee and their Banner workflow proxies will be able to sign off on the request NOTE Only designees and Accountable Officers for the chart field in FAST will be able to successfully complete this activity For Grant Tuition Payments approval is required from Research Financial Management RFM o Enter the RFM representative Banner ID This is the same as NETID and the RFM email address NOTE This is not required for Department Tuition Payment and will not be visible for this type of request Prior to completing the activity a Submission Decision must be selected The options are to Submit and Terminate o Terminate will stop the request It will no longer appear in your work list It will not be forwarded for Approval o Submit will allow the workflow to move to the next activity which will allow you to enter the payment amounts for each student Third Party Tuition Payment Request 7 Reminder e All activities will have three buttons Complete Save and Close and Cancel e Cli
21. mplete the work If the work is assigned to a specific user in a role only that user is capable of competing the work and only that user will see the activity o Ifwork 15 assigned to a role and not a particular individual in that role the activity will be visible to all members in that role but only one person can complete the activity you have opened an activity it becomes reserved other members in that role will not see the activity in their work list unless you release the activity To open an activity click on the activity in the Work list nate Grant Third Party Student Request Normal A Third Party Payment Request U25359705 201401 Third Party Payment Request USFO1H5C640200200006420000000000000006402107006 GLE Ready All activities will have three buttons Complete save and Close and Cancel Clicking Complete Completes the activity The Workflow will proceed to the next activity Chekia 7532 ann Cloace wall caya anm chanqec mada ann raneamra tha tackfarctnaty far wuni ta n7nmmmata Who is my RFM Approvere Please process the tuition payment requested I have verified that the project is active in FAST budget exists for the payment of tuition and fees requested and the project end date has not been reached approve the request select Approve fo deny this request select Deny Please add a reason for denial Submis
22. necd To Email NMORAMCIGIUSF EOU Submission Camments Comments Complete to complete this step This will end the workflow Please make sure to print a copy for records Save and close to save your work and return to your worklist Cancel to return to your worklist without saving Complete save amp Close Cancel Third Party Tuition Payment Request 10 Activity UCO Processing UCO has processed your request The Third party payment Tuition request workflow is returned to the requestor via Banner Workflow Activity Billing Invoice Billing Invoice UCO has processed your request The Third party payment Tuition request workflow will be assigned to you activity is called Billing Invoice Print and file a copy Click File Print web browser Click complete This will end the request removing it from the requestor work list Third Party Tuition Payment Request 11 OFFICE OF EXPORT CONTROLS exportcontrol usf edu or 813 974 6368 NOW OFFERING Informational Sessions for Faculty Departmental Meetings e Export Control Compliance is required by EVERYONE in the USF System per USF System Policy 0 316 e Informational Sessions provide awareness of laws and regulations and how they apply to your area of research and teaching at USF e Know BEFORE you TRAVEL Explanations of how Export Controls apply to International Travel on behalf of the
23. rch Financial Management at REM Compliance US HR HOME HR SERVICE 5 Home Human Resources Azindex Forms Forms Library HR PROCEDURES UNIVERSITY OF SOUTH FLORIDA FORMS LIBRARY CAREERS New Form link in HR Forms Librar OASIS myU SF ABOUT HR The HR Forms Index is a list of forms with description department format and contact for each form Descriptions and contact information have been provided for each link All fields are searchable by keyword please see instructions under Advanced Search for more information Show Hide Advanced Search Options Search AN ABCDEFGHIJKLMNOPGQRSTUVIWXYZ Form Recruitment Scoping Worksheet Reprimand Oral Reprimand Written sample Request for Pay for Performance Request for Services Request for Training Request to Create GEMS Mon Employee Record Request to establish new GEMS combination code Responsibilities Associated with Access to University Information RET Retroactive Expenditure Transfer NEW RET Retroactive Expenditure Transfer Valid until 10 4 2015 2012 Customer Feedback Survey HR Webmaster A Member of the USF System Form to clearly define vacancy requirements and challenges Reprimand Oral Template staff employee Written Feprimand Sample staff employee Request for Pay for Performance Use this link to make a request for your department such as Team Development If you don t see a class sc
24. reen to open the Work Item Details page Third Party Tuition Payment Request 3 o Click on the Release icon as shown below o Work Item Details en Start 22 Reserve Complete skip Release 6 Status Stop Workflow Request Department Third Party Payment Overview Grant Third Party Payment Overview Tuition must be specified as a Direct Cost item in the project budget A specific budget account code is assigned at the beginning of the project to earmark funds for tuition expenses Grant Tuition Payment Request forms must be completed and submitted to the appropriate Grants Financial Administrator GFA on the transactional team in Research Financial Management The form must contain accurate and complete information including all required chart fields to be approved The GFA will review the forms to determine if the charges meet direct costs guidelines and if sufficient budget is available for payment Incomplete forms will be returned to the originator indicating reason s for disapproval Once approved the forms are then submitted to Student Financial Services for payment of the tuition The Accountable Officer or the Accountable Officer Designee prior to submission to GFA must approve the request INITIATING A THIRD PARTY PAYMENT REQUEST GRANTS AND DEPARTMENT FUNDS e Starting the Workflow Third party payment Request o Onthe right of the screen under User Profile Click My Processes
25. sion Decision mE e gue add ER a i i Deny Please add a ee to Reassign to Another A Approve reason for denial REM Approver Submitted To Approver Re assignment Reassigned To Email Submission Comments Comments Click Complete to complete this step This will end the workflow Please make sure to print a copy for your records Click Save and close to save your work and return to your worklist Click Cancel to return to your worklist without saving Find My GFA Query e Transactions GFA s have been updated UNIVERSITY OF SOUTH FLORIDA Favorites Main Menu gt Reporting Tools gt Query gt Query Viewer Query Viewer Enter any information you have and click Search Leave fields blank for a list of all values Search By Query Name wih li Gu GFA search Advanced Search Search Results Folder View 21 Folders Personalize Find View All E Owner Folder J Schedule Excel XML Se Favorites N Find RFM Contacts for a Grant Public Excel XML schedule Favorite RFM lt lt RFM Approver is Transactions GFA U GM FIND MY Find Contacts for a Grant Contract Project like use 2 1 4241076 View Results Download results In Excel Spreadsheet CSV TextFile XML File 1 kb
26. term codes and they follow the Banner format of the year and the first month of the term Below are examples for the year 2015 201501 Spnng 2015 201505 Summer 2015 201508 Fall 2015 UCO Third Party Tuition Payment Request UNIVERSITY OF SOUTH FLORIDA GENERAL INFORMATION Workflow is an automation of a business process When one step of the process is complete workflow advances to the next step Workflow has users Each user has a workflow logon like Banner users Work is distributed by role Each role is associated with one or more users All users in a particular role will receive work to do on their work list However only one user will be able to complete the work If the work is assigned to a specific user only that user is capable of completing the work Workflow responsibilities and privileges are also managed by roles Users have access to different Workflow functions depending on their roles Please click here for a Banner Workflow Begin by logging into the Banner Workflow application with your Banner ID and PASSWORD Your Banner User ID is the same as Your Met ID however the password may be different Please contact BannerWorkflowadmin usf edu if you do not have a Banner ID or do not have access to Banner Workflow The Home page is referred to as your Work list o Users receive work to do on their work list based on their role However only one user will be able to co
27. tified below and selected account identified below and selected by the department within the U RET REQUEST by the department within the U RET REQUEST query results query results Project Number if applicable meme em Preparers Hames Authorized Name Authorized Signature Authorized Name Authorized Signature Pay Period Range First Pay Period End Date Last Pay Period End Date Total Gross Earnings To Be ust tie to the sum of the amounts indicated on Transferred he attached query results A JUSTIFICATION FOR ALL RETROACTIVE EXPENDITURE TRANSFERS IS REQUIRED PLEASE COMPLETE THE ATTACHED RET JUSTIFICATION WORKSHEET Ret Totals Transferred Gross FICA HMO HIth Life Other If ADD delete account involves a Sponsored Research Project please send by email to RFMRETNotify admin usf edu All others Please send by email to UPRRETNotify admin usf edu Note the change in the language at the bottom of the form Project related RETS will still go to Research Financial Management for approval and then are assigned to DeeLores Everett in Payroll for entering into GEMS All other RETS will go to Ruby Nichols in Payroll for entering into GEMS Mail box addresses will not change All others Please send by email to UPRRETNotfty admin usf edu Revised 08 13 2013 Cost Transfer Justification Form page will not change GEMS Combo Code Add charges to
28. ty o If work is assigned to a role and not a particular individual in that role the activity will be visible to all members in that role but only one person can complete the activity o Once you have opened an activity it becomes reserved other members in that role will not see the activity in their work list unless you release the activity To open an activity click on the activity in the Work list 9 Wrrklie RB a Worklist The Date the Activity was assigned to You Click Here To Open Organization Workflow 4 _ Activity Priority USF 125110050 Activity Name Grant Third Party Student Request Normal 08 Oct 2014 01 18 49 PM Ready USF Third Party Payment Request U25359705 201401 Third Party Payment Request Normal 08 Oct 2014 01 14 43 PM USF01HSC640200200006420000000000000006402107006 GLE Ready 5 17 All activities will have three buttons Complete Save and Close and Cancel Clicking Complete Completes the activity The Workflow will proceed to the next activity Clicking Save and Close will save any changes made and reserve the task activity for you to complete Cancel The changes made on the form will be saved The activity will be closed but it will also appear on your work list where you can reopen the activity to complete your task un reserve the work item o Return to your work list o Click on the magnifying glass to the right of the sc
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