Other Direct Pay

This workflow is used to give one-time payments to employees, commonly used for additional employment but can also be used for certain awards, dock in pay, pro rated longevity, and time payouts. Please check the rules below to make sure that the employee qualifies for the one-time payment or if it should be another action.

If the person is active on payroll:

• Check to be sure this is a one-time payment.
• If not, payment should be handled through a timesheet as overtime.
• If it is, follow the procedure described in this document

If the person is not an active employee:

• Complete a one-time payment as a new hire in the Temporary Hire workflow.
• Use the date that the work was first performed as the event date.
• Set the planned end date as the expected day the work will be completed.
• Terminate this employee once the work has been completed.
• Assign an hourly rate and number of hours worked.
• Timesheets will also need to be sent to payroll in order for the person to receive payment.

If the person is not an employee in your department:

• You will not have security to process the action.
• Send the action to the department that employs the individual.

In this chapter you will:

• Initiate Other Direct Pay Workflow
  • Complete the sign-up for Other Direct Pay Forms 1, 2 and 3

1. From the desktop, double click to open the .

2. Double click Other Direct Pay icon.

3. Double click Other Direct Pay Plans browser.
4. Drill down to reveal the types of Other Direct Pay Plans under each category.
5. Drag and drop the applicable ODP Plan to the lister.
6. Double click Active Employees by Last Name.
7. Drill down to find the employee name.
8. Drag and drop employee name to the lister.
9. Click .

10. Type actual Event Date of action.
11. Click .

Completing the Sign-Up for Other Direct Pay Forms 1, 2 and 3

1. Double click Plan Activities browser.
2. Drag and drop Business Unit to the line in Activity Definition Name under the Plan Sign-Up Information group box.
3. Type Value (ODP amount) under Sign-Up Rates.
4. Type Comments - some things that can be added to help the approval process are:

• date the check is required
• department contact name for the check
• reason for payment
• calculation of amount

5. From the File menu, select Save. Page 2/3 displays.

6. Choose Option 1 OR Option 2 to enter Account number.

   Option 1	Option 2
   Type Account number.	Double click Funding by Owning Dept browser. Drill down to find Account number. Drag and drop account number to Account field.

7. Type Obj., Percent or Amount.

HRIS users who currently use or are planning to use the InDepth Departmental Accounting System (DAS) may be interested to know that the HRIS system now allows the use of DAS cost codes. The DAS cost codes are considered a part of the FRS account number and will be electronically passed to Payroll, FRS, and subsequently to DAS with any encumbrance and payroll activity related to such actions. HRIS screens with account numbers now have the SbAcct, Cost Code, and Sb-SbCode fields activated. You may enter a code in none or any of these fields but the account must be listed in the VAC Fund Source with the fields that you use with the exception of the Sb-SbCode field. DAS codes are validated if entered into these fields. Blank cost code fields are ignored. If you have questions regarding DAS cost coding, how HRIS transactions are reflected in DAS, or otherwise using the InDepth DAS system, contact the DAS team at 962-9233 or send email to InDEPTh@unc.edu. If you need to report problems when attempting to use these new DAS fields in HRIS, contact the HRIS Help Desk by calling 962-HELP (962-4357) or for even faster service, submit a web-based Remedy ticket by pointing your browser to https://www.unc.edu/ar-bin/websub/index.pl.

8. Click .
9. Click if successful
   -or-
   Address funding issues, if necessary.
10. From the File menu, select Save.
11. Click if the Message Queue dialog box displays.

12. Verify Approval Status - Approved
13. Type comments, if necessary.
14. From the File menu, select Save.