Summer Contract - Administrator Initiated

Instructions for administrators on how to fill out and process faculty summer contracts.

INTRODUCTION/PURPOSE

This document contains instructions for university department administrative/business personnel needing to create new summer contracts for faculty.

POLICY

PROCESS

PROCEDURE DETAIL

Summer Contract Training Manual – Administrative Support Personnel
SoftDocs is where the Summer Contract process is housed. In this manual, the summer contract process is outlined. Please follow the steps below to complete summer contracts.

Use Chrome as your browser for best results.

Any questions, please contact your College Business/Fiscal Officer.

To access SoftDocs, navigate to the main Enterprise Application launch page here: Launch Enterprise Applications.

Step:  Select Etrieve Central -- this is where Softdoc forms reside.

 

 

Step: Click on "Forms"

Step: Click on “PROV Faculty Summer Contract”

 

The form will open and populate the user’s information.
If you are generating a contract for a faculty member, the initial information will be your own that is populated in the contract. You will need to select “I am filling out this form on behalf of someone else.”  See below:

If this faculty does not have a Vnumber, you will also need to select “This person does not have a  Vnumber.” This will allow you to manually enter all of the pertinent information.

Enter the faculty member’s Vandal number as shown below and tab to the next field.

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 someone is performing grant work, a spot for the DGA’s email address will populate once the “Grant Funded Research” check box is selected (see below).

If the employee is Temp Faculty or is a TA position, you will need to select “This is a Temp Faculty or TA position.”

This clears out the Hourly Rate and allows you to enter a dollar amount in the “Faculty AY Base Salary” section.

Step: Scroll down to the “instructions” section and click on the type of work that will be performed. Complete each section fully.

Note: Must have date range entered to proceed. Greyed out fields are formula driven and cannot be manually adjusted. For appointments that have overlapping dates, verify that FTE does not exceed 1.0.

Step: Once all relevant areas of work are completed, 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. Please see instructions from HREPAF group.
 

NOTES AND COMMENTS

The Faculty Summer Contract for 2025 is now live and available in SoftDocs. 

A few things to be aware of this year: 

1. Provost Office review and approval 
   1. Review and approval at the Provost level will now be transitioning back to the Vice Provost for Faculty office (Cari and Chris). 
   2. A big thank you to Kenwyn and  Brittni for their help in prior cycles as we've built back up our staffing capacity!! 
2. Dashboard 
   1. A dashboard has been created that will show all submitted contracts, this is located in SoftDocs with the summer contract. The hope is that this dashboard will help with tracking the following:    
      1. Summaries of contracts per college. 
      2. Contract status (where in the workflow each contract is)/completion. 
      3. Total summer salary per person that has been submitted on contracts compared to each person's max allowable salary. 
      4. We are working on adding FTE for each contract for future cycles to help catch FTE overages on overlapping appointments. 
   2. As this dashboard is new, I welcome your feedback as we go through this summer contract cycle. Please let me know what functionality would be helpful, what challenges you're finding with it, etc. I will work with Skye to see what we can add/change for next year to make this the most helpful tool that it can be. 
3. FTE Check
   1. The FTE check functionality was lost mid-cycle last year as additional complexity was added to the form. We are working to address this for future years, however there will be implications for this year. The form is no longer capable of reviewing appointments that have overlapping dates to verify that FTE is under 1.0. This will be a field that you will need to review prior to sending forward for final approval. The Provost Office will also be checking for this, but we appreciate your partnership in watching this closely. 
4. Grants calculations
   1. The form has been updated this year to allow you to enter a date range and the total salary amount per appointment, using those two data points, the system will generate hours per week and FTE.

 

DOCUMENT OWNER

UI Financial Shared Services