UPB - Submitting an Employee Recognition Award

Employee recognition award payment requests are normally entered and submitted by the Department Originator in the Adjustment Notification Application (ANA). Before submitting the payment in ANA, make sure the award recipient is not also a person with the Department Approver role in ANA. If the approver is also the awardee, locate the alternate approver’s Chart/Orgn Code (see the Enter Contact Information section below). If an alternate Chart/Orgn Code is not available, see Workaround: Submitting Employee Recognition Awards to ANA Approvers.

When requesting payment of an employee recognition award, review the policy for the required approvals: Business and Finance 4.3.3 Process Employee Recognition Awards.

1. Start the Employee Recognition Award transaction.

1. Log in to the Adjustment Notification Application (ANA).
2. Enter the UIN of the employee receiving the recognition award in the ID (UIN) field.
3. Select Award Payment from the Select Adjustment Type menu.
4. Select the Create button.

2. Review the required approvals and funding.

1. Review and obtain approvals needed.
   • Sponsored Projects: If any part of the award will be paid on a grant fund, Office of Grants and Contracts - Post Award (GCO) approval is required. Departments are responsible for contacting GCO for approval.
   • Approvals: The following approvals are required for employee recognition award payments:
     • All universities:
       • Unit head approval is required for awards less than $400.
       • Awards of $400 or more also require Chancellor or Designee approval.
     • University of Illinois System Offices:
       • Unit head approval is required for awards less than $400.
       • Awards of $400 or more also require approval by Employee Relations and Human Resources and Chief Financial Officer or Designee.
2. Edit the C-FOAPAL string from which payment is to be made, if required.
   NOTE: All employee recognition awards pay on account 281500. This field cannot be edited.
3. Select the Continue button.

3. Enter the amount of the employee recognition award.

1. Enter the amount of the employee recognition award in the Amount field.
2. Select Withhold applicable statutory deductions from this amount if you want withholdings deducted from the award amount.
   OR
   Select Gross up so employee will receive this net amount if you want the employee to receive the exact award amount.
3. Select the Continue button.

4. Enter contact information.

1. Select the Approver’s Chart/Orgn Code from the list.
   NOTE: Department approvers cannot approve their own transactions. Select the Chart/Orgn Code of the alternate approver if the normal approver is also the awardee.
2. Enter your name in the Contact Person field.
3. Enter your phone number in the Phone field.
4. Enter your e-mail address in the E-mail field.

5. Provide the ceremony details.

1. Enter the expected payment date in the Date of Award Direct Deposit field.
   NOTE: All payments are deposited on Fridays according to the payroll adjustment schedule. Enter a direct deposit date for the first Friday following the award ceremony or presentation date.
2. Enter the date of the award ceremony in the Date of Award Presentation field.
3. Enter detailed information about the employee recognition award in the Comments field.
   NOTE: If the title or name of the award is not included in the Comments field, the transaction will be returned.
   • Describe the award
   • Include the name of the award
   • Provide any information necessary or required by the Approver

6.Submit the transaction request.

1. Review entered information for accuracy.
2. Select the Submit button.