Submitting Employee Awards

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Overview

Supplemental Pay refers to Supplements or Extra Compensation payments. In this article, you will learn the steps to submit a Supplemental Employee Award in OneUSG Connect.

Please note that this training refers to monetary award payments given directly to employees. These payments must be for USG Approved Awards, and the award criteria and details are reviewed and approved annually by USG.

If you need to purchase an award item such as a plaque, pen, medal, etc., you will need to follow the UGA purchasing and payment processes that follow the AP Policy for Recognition Awards (non-monetary). This process does require more detailed award criteria because the programs have not been pre-approved by USG.

Prerequisites

Employee awards must be approved by USG before the below award process can begin. If you have an award that has not yet been approved by USG, please submit the Employee Award Form via MSS with a comment that the award has not yet been approved. University HR will review and forward to USG and will not approve the transaction until USG approval has been obtained Here are the high level steps of the process, with detailed instructions on the MSS submission below.

Determine award recipient based on the USG-approved award program.
If a unit is awarding net value, skip to step 4. If the unit plans to "gross up" and cover taxes, go to step 3.
If grossing up, contact payroll@uga.edu to calculate the gross up amount.
Enter award in OneUSG Connect MSS (instructions below) using departmental UGAF combo code. Attach the fully signed Employee Award Form.
Track the award to ensure approval/loads via the Additional Pay Query Group. (These will appear on queries once Payroll has entered the information.)

1. Step 1

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First, log into OneUSG Connect.

From any OneUSG Connect homepage, click the NavBar button.

2. Step 2

Click the Menu button.

3. Step 3

Click the Manager Self Service menu option.

4. Step 4

Click the Compensation and Stock link.

5. Step 5

Click the Request Supplemental Pay link.

6. Step 6

The Employee Search page is displayed.

Select the employee for whom you would like to request supplemental pay. You can use the Search Options at the top of the screen to narrow down the list of employees if needed.

Example shown here: A. Employee.

7. Step 7

The Request Supplemental Pay page is displayed, with the employee name, Job Title, and Employee ID in the top left corner of the page. The first step is to enter Job Detail information.

Enter the appropriate Effective Date for the request. The Effective Date is the beginning date for the supplement. You can type in the date using the format MM/DD/YYYY, or you can click the calendar icon to select the date.

Example shown here: Calendar icon.

8. Step 8

Enter or select an aprropriate End Date for the supplement.

Example shown here: April 3 link.

9. Step 9

Enter or select the End Date for the supplement.

Example shown here: Calendar icon.

10. Step 10

Choose an approriate date.

Example shown here: June 30 link.

11. Step 11

Click the Supplemental Pay Type dropdown list.

12. Step 12

You can choose either Defined Term Payments or One-Time Payment.

Click, One-Time Payment.

13. Step 13

Click the Supplemental Pay Code dropdown list.

14. Step 14

The One-Time Payment supplements are listed. Click to select the appropriate Supplemental Pay Code.

Example shown here: Employee Award.

15. Step 15

Enter appropriate information into the Amount field.

Example shown here:" 500.00 ".

16. Step 16

Enter the appropriate information into the Combo Code field, or click the lookup magnifying glass to search for the information you need.

Click the lookup magnifying glass.

17. Step 17

You can search for the combo code you need using the search criteria at the top of the page, or you can locate it in the list below.

Once you have entered your search criteria, click the Search button.

18. Step 18

Once you locate the correct combo code, click the link to populate it into your request.

Example shown here: 180100010001001 link.

19. Step 19

Click the Next button.

20. Step 20

Step 2 of the process is to Review & Submit your request. You can see that the fields you updated in the last step are now marked with a gold bubble to indicate that they are changed fields.

Enter a brief description of the Employee Award into the Comments field.

Example shown here: "Employee Award XYZ."