Compensatory Time Payout Request Processing : Facilities IT

DynamicForms allows for workflow, electronic signatures, and auto-generated email notifications.

Each row has one form or request - in this case, we are looking at the Compensatory Leave Payout form.

The columns show the number of forms/requests in that status

Returned - this form has been rejected at some point in the process.

Multi - these forms are waiting for us to process or at some other setup in the workflow

Pending - these forms are waiting for us to process when they dont have multiple approvals/signatures

Processed - these forms have been processed by the office and usually a generic email has been sent to the requestor

Archived - these forms are older than 6 months

Dynamic Forms keeps all requests for 6-years. Requestors have access for 1-year.

Look at the first "Complete From" entry by clicking the blue link

Go to Leave Liability Report and click on the Drill

Select the latest Thursday, Leave Liability Report and click on PDF

Find the employee and confirm the available Comp Time hours

If they have the available hours, we need to Approve in DynamicForms - scroll down to the bottom and click Next

Note: an optional area for notes.

If they don't have the hours - you need to Reject or Return the form back - see below or click here.

When you click Next, the employee will be emailed and the request will be marked Processed.

Sending to Payroll for Processing

Email IT to turn off the Compensatory Leave Payout

Go into the Compensatory Leave Payout Queue

Click into the Processed queue

Note the number of forms you need to send to payroll

Make a new folder for CompTimePDFs - if you have done this last quarter, make sure that the folder is empty

For each request

Copy the ESigned By field this is the name of the staff member

Right-click the PDF icon and select Open in New Tab

For the file name - paste in the name that you copied earlier

Save the files in the newly created CompTimePDFs - you will need to attach all of these in an email to payroll

For this request, click the Action dropdown and select Archive

When all PDFs are downloaded and the requests have been moved to Archives:

Double-check, that you have no requests in Processed and they have all been moved to Archives

Send email to payroll@gmu.edu and attach ALL of the PDFs

Ensure Attachment count matches

Delete all PDFs from the CompTimePDFs folder

Delete all Rejections, Multi, and Pending requests from the queues

Rejections/Return to Sender

Click Return for Revision

In the To field, select the Employee - this is who will receive the rejection.

Subject - Comp Time Rejected

Body - Be very specific on the reason for the rejection

Click Return this form for revision

Facilities IT