CSUN Wordmark
Page Description

The following page is a three column layout with a header that contains a quicklinks jump menu and the search CSUN function. Page sections are identified with headers. The footer contains update, contact and emergency information.

Office of Human Resources

Authorization for Special Pay

Owner(s): Employment and Compensation, Faculty Affairs, HRIS, and Payroll

Date: 09/24/03

Revised: July 7, 2008

I. Purpose, General Guidelines, and Applicability:

II. Administrative Process:

SPECIAL PAY - STAFF: (job code 4660)

  1. The department completes the Limited-Term Temporary Appointment Requisition Form and forwards it to the Office of Human Resources.
  2. If the employee is new to this campus or has not worked in the last 18 months, they are required to complete sign-in paperwork in the Office of Human Resources.
  3. The department completes the Authorization for Special Pay form, http://www-admn.csun.edu/ohrs/payroll/forms/special_pay.htm for each period worked according to the instructions available at: http://www-admn.csun.edu/ohrs/payroll/forms/specialpayinstructions.html. The department then sends the form directly to Human Resource Information Systems (HRIS).
  4. HRIS will input the information into the HR Systems and produce a Personnel/Payroll Transaction (PPT). Any funding strips that are valid and clearly indicated on the Authorization for Special Pay will be input into the HR System by HRIS.
  5. HRIS will give the PPT to Payroll to input into Personnel Information Management System (PIMS).
  6. Once the assignment has ended, the Office of Human Resources will send a Temporary Expiration Notification form to the department to determine if the department wants to extend or end the assignment.
  7. If the assignment has ended, HRIS will terminate the employee record that contains the Special Pay position. This will occur at the end of the month the assignment has ended.
    Chart of the Assignments

SPECIAL PAY - FACULTY:

  1. The department must send the completed and signed Faculty special Pay Agreement Pre-Authorization form for job codes 4660 and 2363 to the Office of Faculty Affairs at least ten (10) working days prior to the effective date of the appointment.
  2. If the faculty member is new to this campus or has not worked in the last 18 months, they are required to complete sign-in paperwork in the Office of Human Resources.
  3. The department completes the Authorization for Special Pay form for each pay period worked, according to the instructions available at: http://www-admn.csun.edu/ohrs/payroll/forms/specialpayinstructions.html.  The form is online at: http://www-admn.csun.edu/ohrs/payroll/forms/special_pay.htm. The department submits it to the Office of Faculty Affairs for review and approval. The Office of Faculty Affairs will forward the form to HRIS for processing.
  4. HRIS will input the information into the HR System and produce a PPT. Any funding strips that are valid and clearly indicated on the Authorization for Special Pay will be input into HR System by HRIS.
  5. HRIS will give the PPT to Payroll to input into PIMS.
  6. The employee's record that contains the Special Pay position will be terminated in the HR System at the end of the month by HRIS. PIMS automatically terminates the position when pay has been issued.
    Chart of the Special Pay Position

KEY DEFINITIONS:

HRIS - Human Resource Information Systems

PIMS - Personnel Information Management System

PPT - Personnel/Payroll Transaction

III. Critical Factors

  1. Since forms are continuously updated, the department needs to use the current Authorization for Special Pay form on the Human Resource web page (see Forms section below for location) to ensure that HRIS gets the necessary information needed to process the Special Pay employee. The instructions for the use of the form should be reviewed carefully.
  2. Each pay period needs to be on a separate Authorization for Special Pay form.
  3. Payment for Special Pay employees is issued the same day each month as Students and Hourly Intermittants, which is usually the 15th of the month. Please note the symbol on the University Payroll Calendar. Special Pay documents received by HRIS/Payroll Administration by the second business day of the pay period (see symbol on the Payroll Calendar) will be paid in that pay period. Special Pay documents received by HRIS after the second business day of the pay period will be paid in the next pay period.
  4. Special Pay documents that require Faculty Affairs approval should be submitted to the Office of Faculty Affairs no later than the last day of the pay period.
  5. All Special Pay faculty records will be terminated automatically at the end of every month to ensure that the system is accurate. Special Pay staff records will be terminated once the assignment has ended.
  6. HRIS will key the Funding Strip if it is provided and is valid. In cases where the funding strip is not provided or is invalid, the Funding Strip will default to either the existing funding strip, or if none exists GADXX999950101. The department will need to modify the Funding Strip on the Funding Strip Maintenance page prior to the monthly deadline.

IV. Forms: