Standard Work Template 2
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 / / Verify that the fellow filled out the This Section for Fellow Use Only portion of the Payment Data Form. / Fellow should have returned form to back with this information. If not filled out, complete with using CV information if possible, or follow up with fellow to complete. / Getting Fellow information for accurate payment (and address if Direct Deposit not completed, Foreign National).
2 / / Open GM Viewer Module to verify PTAO dates to appointment. / Use Grants Management (GM) Viewer Module in Oracle to verify
(Utilize Standard Work for Verifying PTAO through Grants Management Viewer Module) / Verify PTAO start/end dates match Fellowship appointment dates.
3 / / Fill out the Project.Task.Award.Org section of the Payment Data Form. / Get from UVA Notice of Award (NoA) or utilize the GMVM screen (use Full Name for Description) / To properly set up allocation of stipend from correct payment source.
7 / / Fill out the Stipend Amount section of the Payment Data Form. / Fill in full “Stipend Amount”, appointment “Start” and “End” dates, and “Month of 1st Payment”. / To properly set up allocation of stipend from correct payment source.
8 / / Fill out EQUAL Monthly Payments section.
(If entering stipend in equal monthly payments). / Perform calculation of total stipend amount divided by number of months in appointment. / To properly set up allocation of stipend from correct payment source.
9 / / If not entering stipend in equal monthly payments, fill out the Unequal Monthly Payments section of the Payment Data Form. / If fellow doesn’t start on the first of the month, if allocating different amounts per month, or other reason.
Calculate the different monthly distributions and enter accordingly, note that you can only enter two months per voucher / To properly set up allocation of stipend from correct payment source.
10 / / Fill out Department Information section of the Payment Data Form. / Fill out respective Fellow Mentor department and org information.
Fill out funding department, contact name, and phone # for funding department, and any comments necessary (for instance any pertinent information to PTAO durations, early terminations, re-appointments, or other).
Use checklist to verify all documents are ready to be packeted. / To properly identify residing and funding departments, communicate any additional specifics about fellowship payment, and ensure all required documents are provided to HR for fellowship setup.
11 / / Leave the SOM HR Finance section blank in the Payment Data Form. / This section is for SOM HR Finance use. / To track SOM HR Finance accountability.
12 / Aggregate all files electronically and send to SOM Ops Partner. / Follow the Create Fellow Document Packet standard work. / To properly identify how to transfer to SOM HR.
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