INTRODUCTION/PURPOSE
Academic faculty who will be working in the summer need to have a salary contract in place. This document describes how to access and fill out the contract forms located in SoftDocs, which is the UI's document repository and where the summer contract process is located.
In this document, the summer contract process is outlined. Please follow the steps below to complete summer contracts.
Please use Chrome as your browser for the best results.
Any questions, please contact your unit’s finance team.
To access SoftDocs, navigate to the main Enterprise Application launch page here: Launch Enterprise Applications.
POLICY
PROCESS
PROCEDURE DETAIL
Step: Click on “Forms”
Step: Click on “PROV Faculty Summer Contract”
The form will open and populate the user’s information.
Step: Enter your department admin/fiscal staff’s email address.
(Note this must be an individual’s email address). If you typed the person’s email correctly, the person’s email will show below as a valid email address. If you do not type the email address correctly, the term “invalid email” will show below the box.”
Step: Enter your Department Chair’s email address
Step: Enter your College Fiscal Officer’s email address
If grant work is being performed, a spot for the DGA’s email address will populate once the “Grant Funded Research” check box is selected (see below).
Step: Scroll down to the “instructions” section and click on the type of work that will be performed.
Complete each section with as much information as you can. You will NOT need to know all components. Your admin/fiscal staff will be able to complete any information you do not have.
Note: Must enter date range even if not sure of exact dates (admin/fiscal staff can adjust). Greyed out fields are formula driven and cannot be manually adjusted. Note: if appointments have overlapping dates, FTE cannot exceed 1.0.
If any information is unknown, enter details in the “notes” section so your admin/fiscal staff can populate the correct information for you.
Step: Once you’ve completed all relevant areas of work, click “Submit”.
Once submitted, the contract will be routed to the admin/fiscal staff indicated above. Each person indicated with an email address above will receive emails when it is their turn to review/approve the contract. Upon final approval by the provost office, the faculty member, admin/fiscal person, and the fiscal officer will receive an email indicating the contract has been fully executed and to process an EPAF. The regular EPAF process is in effect.
College process questions should be routed to the college business/fiscal officer.
NOTES AND COMMENTS
DOCUMENT OWNER
UI Financial Shared Services