Online Overload Approval-Training Materials

User Guide-APO Overload Approval System

Changes to the overload request and approval process were made at the request of the Administrative Process Redesign (APR) HR Overload Team to reduce the time and improve the communication needed to approve overloads for unclassified staff at UW-Madison. Working with DoIT and the Academic Personnel Office, the APR team developed a web-based approval process. Please note: The online process is for overloads within UW-Madison only. Inter-Institutional overloads will continue to be completed using the UW System form.

Benefits of the New Online Process

The overload system has a suggested routing path, based on whether the divisions involved are centralized or decentralized. Email routing and tracking helps to speed up the approval process, and allows people involved in the approval process to know where the request is at any given time.
The online system auto-fills the employee’s UDDS, and provides employment data to make the completion of the form easy and accurate.

Changes to the Approval Process
At the time of implementation, the dean’s/director’s offices will assume the role of final approver of overloads effective in calendar year 2010. Academic Personnel Office will assume a post-auditor role.
All overload requests, including the $1500 or less outreach overloads that were previously delegated to the divisions, need to be tracked in the on-line system. By doing this, we will have a single source of overload information, and will be able to monitor and report on the $12,000 limit.
The overload request will be routed between departments and divisions, with the process ending when the Final Approval checkbox is checked within the system. For security purposes, access to the Final Approval checkboxis tied to a person’s PVL authorization access. Only those people with division level access can approve the overload for payment.

The system is now available for overload requests scheduled to begin after January 1, 2010. The Academic Personnel Office will no longer accept overload requests for work that will be performed in 2010 or later.

Links:

The Overload policy (which has been updated with delegation information) is available in UPPP 11.01:

Link to Overload System (on OHR main page):

Access to the PVL system (required for the Final Approval step in the overload system):

New Online Process for Requesting an Overload

Process Users

Creating Department:For those divisions that we have identified as decentralized, the

creating department will be the name used for the first step in the

overload process. The department creating the overload will

initiate the overload request.

*Note to Division HR Reps: At the time the system is launched, the divisions listed

below have been identified as decentralized. If you

would like to change the status, or if a division not

represented would like to be added, please email

Catharine DeRubeis at .

A07, A17, A19, A34, A48, A53, A87, and A93

Employing Department(s): The employing department(s) are the unit(s) in which the

employee the proposed overload is for is employed at the time the overload is requested. All employing departments need to be included in the routing to ensure they have approved the overload request.

We anticipate that most departments will assign the department administrator as the person that should receive the overload request. This person can serve as the designee for the department chair. The approval process includes a comment section that can be utilized to indicate that the overload approval is made on behalf of the department chair.

TIP:If the person creating the overload is not sure who to forward the

approval to, we are recommending that the person call the

department in which the employee is currently employed to

determine the name of the person to whom the approval should be

routed.

Creating Dean/Director: If the division is centralized, the creating Dean/ Director will be

initiating the overload request. The person approving at this level

will serve as the designee of the Dean/Director. If the person

serves as the last step in the overload approval process, he/she

must have division-levelaccess to the PVL system.

Employing Dean/Director: The employing Dean/Director refers to the person approving the

overload for the division in which the person is employed. If an

employee has two employing departments in different divisions,

both employing units need to sign off on the overload. If the

person serves as the last step in the overload approval process, he/ she must have division-level access to the PVL system.

Logging into the Overload System

Log into the APO Overload Approval website () using your net ID. If you have any requests pending your review, they will appear on the screen. To take action, click on Review, Edit, or Cancel.

Note:

Review:When you receive an email stating you have an overload pending your

approval, click on Review.

Edit:If you save an overload without submitting it for approval, you will have the

option to Edit. Once it is submitted to the next level for approval, this

option will not be available.

Cancel:If you want to cancel an overload, it can be done by clicking Cancel. Please note: Once an overload is cancelled, a new one has to be created in its place. We will not be reactivating cancelled overloads. The overload can be cancelled at any step in the approval process, as well as after it is approved if it is determined that the work no longer needs to be done.

Creating a New Overload Request

The department or dean/director’s office creating the overload request initiates the request. To create a new overload, click on Create New Request. Enter the Person ID or the last name of the employee who is to receive the overload.

Note:

We are only entering overloads into this system if the employee is currently an unclassified employee, or if a classified employee is receiving an overload on an unclassified title (or vice versa). We are working with CHR to provide a guideline for classified employees receiving additional payments in a different classified title. Once this is completed, the information will be added to the overload system for informational purposes.

If you use the employee’s last name, a list of people who meet the criteria will appear on the page. Click Select next to the appropriate name, and then hit Continue. If multiple people have the same name, use the online directory () to ensure the correct person is selected.

Note: Employment details will appear on a later page. If the wrong person is selected, you will have the opportunity to return to this page and select the correct employee.

The person creating the overload will enter the UDDS for the creating department, and then the name will auto-fill into the next field. The UDDS in which the employee is currently employed will auto-fill.

The start and end date of the overload must all be entered on this page. Overloads should be short term and non-recurring. The general rule for overloads is that they should not exceed six months.

Note: If the employee has multiple departments, all appointments will appear on this

page. This creating department should make note of this because it will require

additional steps in the approval process.

If the overload is for 2009, the request should not be entered into the overload

system. Please submit a paper overload form to the Academic Personnel Office.

Details of the Overload-Four Possible Scenarios

Scenario One: The overload will be paid on an existing appointment and as a lump sum

The employee’s active appointments will be listed on the proposed overload page. If the overload will be paid on an existing appointment, click Yes. A box will appear asking you to select the appropriate appointment ID

The next question is whether the payment is a lump sum. If Yes, you will be asked to enter the payment amount. If No, you will be asked to enter the appointment percentage of the overload.

Note: As stated on the online page, if an employee is paid on his/her Category-A appointment, the payment cannot exceed the salary maximum of the salary range. If an employee is at the maximum of the salary range, he/she cannot receive an overload on the current appointment.

Additional Note: Faculty and academic staff on an academic year (9-month) appointment are ineligible to earn additional overload payments during any summer they earn 3/9th summer salary.

Scenario Two

In this example, the payment is not a lump sum. The unit creating the overload has to indicate the expected appointment percentage of the overload.

Scenario Three: The overload is not being paid on an existing appointment, and will be paid as lump sum

If the overload is being paid on a new appointment, you will be required to select a title. Please note that the list of titles has various abbreviations for prefixes. For example, Associate may be written out, or it could be Assoc, Asc. Hint: Start typing the title without the prefix.

Scenario Four: The overload is not being paid on an existing appointment, and it is not a lump sum.

Note:

We have added a reminder in the system to create a PVL waiver if necessary.

Fund and account information is required, and we have added it to this page (please note that it is not in all screenshots, but it is on all pages in the online system).

Proposed Duties and Justification for the Overload

The proposed duties and the justification for the overload have been separated into two sections in the new overload system. It is important to provide substantial information in this section, because this will be the official overload record. Microsoft Word documents can easily be pasted into the text boxes.

Review of Overloads Approved for the Current Calendar Year

This page will list all overloads approved during the current calendar year. As the note states, it does not edit against the actual amount paid (only the amount approved). If an employee is near the $12,000 maximum, the creating dean’s office should work with the employing dean’s office to ensure that the maximum will not be exceeded.

Routing the Request

The approval process for the request is listed on this page. It takes into account whether the creating and employing UDDS are centralized or decentralized. The request is routed from the creating department to the employing units, and when applicable, the final step is the dean/director’s office of the unit creating the overload.

The person creating the overload will click on the Submit for Approval button in preparation of beginning the routing process.

The Approval Process

The person creating the overload will initiate the overload process by clicking on “Approve to the Next Step.” If necessary, the person can include any comments in the comment box that will be viewed by the next people in the approval process. The comment section is a good place to note when an overload is being approved as a “one-time only” overload, or if you are the designee for the department chair it can be indicated here.

The person creating the overload will then select an email address for the next person in the approval process (if the person is not sure to whom to send it, we recommend calling the employing unit to ensure proper routing). By clicking submit, an email is sent to the person who needs to take action on the overload. The email contains the name of the person from whom the overload is requested, and the link to the overload system. The overload should continue to be routed using the path identified within the system.

If you have division level access in the PVL System, you should see a check box for the last step in the approval process. This should be checked only when all necessary approvals have been obtained, and you represent the final approval step.

Once the check mark for the last step is checked and the person hits submit, an email goes out to all previous approvers of the overload. The email states that the overload is approved for payment, and the creating unit should contact the appropriate payroll person for payment.

Tracking Overloads

To determine where an overload is in the routing process, any person involved in the approval process can log in and review existing requests. The Approval History provides the status of the request.

Options Other Than Approval

When a person receives notification that an overload is pending his/her review, the options are to approve the request, reject the request to the previous step, cancel the request, or leave it as pending

Cancel Request:At this time, the person reviewing the overload can deny the

request by cancelling it here.

Reject to Previous Step:If the reviewer has questions about the submitted request,

he/she can return the overload to the person who sent it.

Leave as Pending:If the reviewer does not want to act on the overload, it can be

left in pending status. If it is not acted on in one week, the

person will receive an email reminder.

Pull Approvals Back to My Step:Utilizing this feature will cancel all subsequent

approvals, and will require the routing to begin again

at the level of the person who pulled the overload back

to his/her level. TIP: The comment section should be

utilized in these cases to help keep all people in the

routing process aware of what is happening.

Printable Version of Final Document

Searching Within the Overload System

To search in the overload system, log in using your net ID. Click on Search Requests. You will be limited to searching for overloads in which you are the creating or employing UDDS.

Questions/Comments

Contact Catharine DeRubeis ()

Last Updated 12/16/09