Effective Date: |
January 7, 2016 |
Function: |
Labor Distribution |
Contact: |
Updating an existing fellowship award payment record differs from creating a new fellow record because a payment history exists for the individual. Therefore, when updates (increases or decreases) are made to the fellowship amount received, or the time period of the fellowship payment, the history of the fellowship award payment record must be reviewed prior to changes being made.
This procedure provides instructions for updating an existing fellowship award payment record when changes occur to a fellowship award or a new fellowship award is received. For instructions on entering a new Fellow record, Refer to Process help instruction Enter a Fellow.
Fellowship payments are made by assigning the following earnings elements to the individual's payment record: Stip Fel NQual 1, 2, through 7. Element assignment is based on the number of fellowship awards the individual has received. For example: Stip Fel NQual 1 is used for the first fellowship award, 2 for the second, and then 3 the third etc.
An "inactive" fellowship payment record means that the individuals' assignment record is currently in a terminated status and the last fellowship award period has ended. When a fellowship payment record is "inactive" and an individual receives new fellowship award funds, these award funds can be added to the existing fellowship award amount.
The steps below outline how to process these situations:
An "active" fellowship payment record means that the individuals' assignment record is currently in an active status and the current fellowship award period is still effective. When a fellowship payment record is "active" and an individual receives additional fellowship award funds, these funds can be added to the existing fellowship award amount. In addition, when a fellowship payment record is "active" and an individual receives an effective date change, these changes should be made to the existing fellowship payment record.
If the effective dates for the fellowship award has been changed (extended or shortened), the dates in the earnings element must be amended to reflect the new effective date.
If the increase is processed prior to the start date of the additional funds:
If the increase is not processed prior to the start date of the additional funds, then a retroactive payment is required:
On occasion, an award value may need to be decreased without changing the effective begin and end dates. The system will automatically calculate a new biweekly payment based what has already been paid and what still needs to be paid.
If the original fellowship award period is being termed prior to the original end date, the award value must be amended to reflect the new end date.
Example: Original award $19,500 until 6/24/05
New end date 4/1/05
Already paid $14,500 (from last Statement of Earning)
Normal biweekly pay = $355.00
6 pay periods remaining
6 pay periods x $355 = $2,130.00
$14,500.00 already paid
+ 2,130.00 to be paid
$16,630.00 new award value
If the Quick Pay results or the Preliminary Payroll Reports do not reflect the correct payment, then review either the Entry History or the ITD (Inception-to-Date) Balance to see if a prior manual retro element exists in the history. Manual retro payments are not included in the balance totals in the Stip Fel NQual element award value. Therefore, the ITD Balance will not account for this manual payment. Operating locations must add any past manual retro payments to the current running award value in order to pay the fellow correctly.
The RF Detail Control Register Full Report and KBACE Payroll Activity Totals Report should be reviewed prior to the payroll run to ensure that the record was properly updated and to verify that the retro payment is correct.
None
None
None
Date |
Summary of Change |
January 7, 2016 |
Removed reference to work instruction, added process help, updated with new stipend elements 5-7. |
March 9, 2005 |
New document. |
Feedback
Was this document clear and easy to follow? Please send your feedback to webfeedback@rfsuny.org.
Copyright © 2011 The Research Foundation of State University of New York