UPB - Workaround: Submitting Employee Recognition Award to ANA Approver

Employee recognition award payment requests are normally entered and submitted by the Department Originator in the Adjustment Notification Application (ANA). Use this workaround when approval of the ANA transaction is not possible because there is no alternate approver for the awardee set up in ANA.

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

1. Complete the Employee Recognition Awards Template for Multiple Recipients.

1. Open the Employee Recognition Awards Template for Multiple Recipients spreadsheet located on the Payroll & Benefits Forms page under Payroll Adjustments and Payments.
2. Complete the required information fields. If the title or name of the award is not included, the transaction will be returned.
   • UIN: Recipient’s UIN.
   • Last Name: Recipient’s last name.
   • First Name: Recipient’s first name.
   • Award Description: Name of the award, description of the award, along with any other pertinent information.
   • Award Amount.
3. Enter the C-FOAPAL string from which payment is to be made.
   NOTE: All employee recognition awards pay on account 281500. This field cannot be edited. 

2. Review and obtain approvals needed.

1. 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.
2. 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.

3. Submit the spreadsheet.

1. Send the spreadsheet via email.
   • To: UPB Back Office Payroll obfsxbop@uillinois.edu
   • Subject: Employee Recognition Award
   • Attachment: Completed Award Payment Template spreadsheet
   • Body: Reference the stalled ANA transaction (if applicable). Include your phone number. Request a direct deposit date.
     NOTE: All payments are deposited on Fridays according to the payroll adjustment schedule. Request a direct deposit date for the first Friday following the award ceremony or presentation date.