Standard Work for Creating the Fellow Document Packet for Stipend Set Up Last updated: 04/05/17 Owner: Pam Sprouse Performed By: Grants Administrator (or Designee) Version: 1.0 Revised by: Pam Schaefer / Mike Danzi Trigger: Receiving Signed Offer Letter notification Standard Work Outline SEQ Picture Major Step Details Importance Time (unit) Use Scan To Email Instructions available on Be Smart Collab site as Scan all documents to PDF if Will need to attach documents in 1 necessary to ensure the documents not already an electronic file. SysAid Request. listed in Step 6 below are available electronically. Health System and Academic HR Fellowship requests are 2 Open SysAid. Computers should have an icon on generated through SysAid the desktop. Otherwise use: Requests. HR Fellowship requests are Select View Your Service 3 generated through SysAid History. Requests. Select appropriate SysAid Ensure Fellow Document Packet 4 Request created during Offer is matched to appropriate Letter process step. fellowship request. Enter any additional notes (as Communicate appropriate Select Add Note in the Notes 5 necessary) to communicate information that HR may need to section of the Request Form. instructions to HR regarding Fellow. be of. Verify the Fellow’s CV is already attached (otherwise attach now). Attach completed documents: To provide HR the necessary Select Add in the Attachment Offer Letter 6 information to complete section of the Request Form. Payment Data Form requests. Direct Deposit Form DS-2019 (If necessary) Postdoc Fellow Stipend Checklist Apply to update notes To ensure the request is 7 and confirm attachments, submitted to be processed / then submit by clicking OK. addressed. Email the Fellowship Email the form if you have a Health The Fellowship Disclosure Form Disclosure Form to your SOM Systems (HSCS) email account. If contains the Fellow’s full Social 8 HR Ops Partner. your account is eservices, you must Security Number. Unless the or… mail it. sender has a Health Services
Standard Work for Creating the Fellow Document Packet for Stipend Set Up Last updated: 04/05/17 Owner: Pam Sprouse Performed By: Grants Administrator (or Designee) Version: 1.0 Revised by: Pam Schaefer / Mike Danzi Trigger: Receiving Signed Offer Letter notification Standard Work Outline SEQ Picture Major Step Details Importance Time (unit) 1 Scan all documents to PDF if not already an electronic file. Use Scan To Email Instructions available on Be Smart Collab site as necessary to ensure the documents listed in Step 6 below are available electronically. Will need to attach documents in SysAid Request. 2 Open SysAid. Health System and Academic Computers should have an icon on the desktop. Otherwise use: HR Fellowship requests are generated through SysAid Requests. 3 Select View Your Service History. HR Fellowship requests are generated through SysAid Requests. 4 Select appropriate SysAid Request created during Offer Letter process step. Ensure Fellow Document Packet is matched to appropriate fellowship request. 5 Select Add Note in the Notes section of the Request Form. Enter any additional notes (as necessary) to communicate instructions to HR regarding Fellow. Communicate appropriate information that HR may need to be of. 6 Select Add in the Attachment section of the Request Form. Verify the Fellow’s CV is already attached (otherwise attach now). Attach completed documents: Offer Letter Payment Data Form Direct Deposit Form DS-2019 (If necessary) Postdoc Fellow Stipend Checklist To provide HR the necessary information to complete requests. 7 Apply to update notes and confirm attachments, then submit by clicking OK. To ensure the request is submitted to be processed / addressed. 8 Email the Fellowship Disclosure Form to your SOM HR Ops Partner. or… Email the form if you have a Health Systems (HSCS) email account. If your account is eservices, you must mail it. The Fellowship Disclosure Form contains the Fellow’s full Social Security Number. Unless the sender has a Health Services