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INTRODUCTION/PURPOSE
Faculty have the option to enter in their own contract information. These instructions are for departmental administrators who review, edit, and approve the finalized information.
POLICY
PROCESS
PROCEDURE DETAIL
The summer contract forms are located in SoftDocs. When a contract has been filled out and your email is flagged as one of the reviewers/approvers, you will receive an email indicating that the contract is ready for review.
Step: Click on the link within the email.
This will take you to the contract. If an admin/fiscal staff initiated the contract, they will receive an email to review it. This is a second opportunity to make changes to the contract. Click the link in the email to review and approve. This will send it to the faculty member.
If the faculty member initiated the contract, there will be blank fields that need to be completed by the admin/fiscal staff. Review the contract and fully complete any blank fields prior to approving the contract.
Once the contract is approved and sent to the faculty member, the admin/fiscal staff can view the contract in their “Activity”.
Hover the mouse over the list to view the V# and name on the contract. Once you choose the appropriate contract, click it, and scroll to the bottom of the contract. One can also use the “Search Activity” function to locate a specific contract.
Step: Click “History”
This is where one can see where the contract is in the process.
Step: The next approver receives the contract back from faculty member.
The next approver in the process will receive an email once the faculty member agrees to the terms by clicking the red outlined boxes and clicks approve.
Once received, they should review and approve.
Note: the contract can be sent to others outside of the process if needed. This can be used for proxy approvers or just to inform another party. To do this click “Refer” and enter their UI email address and choose them from the list. Click “Send”.
The person in which the referral was sent will receive an email with a link to review the contract. Once they approve, the referrer will receive an email with a link to the contract. The approval route will be back on track as indicated with the original email addresses at the top of the contract.
Once the contract has passed through all approvals, an email will be sent to the admin/fiscal staff, the faculty member, and the fiscal officer. This email will instruct staff to generate the EPAF.
The regular EPAF process is in effect. Please see instructions from HREPAF group.
College process questions should be routed to the college business/fiscal officer.
If there are corrections along the way, any person in the process can “return” the contract to a previous person in the workflow. Click the “Return” button and choose the person who needs to re-approve the changes.
NOTES AND COMMENTS
DOCUMENT OWNER
UI Financial Shared Services