Shadow Salary Appointment Form Help

The Shadow Salary Appointment Form is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in dropdown boxes.Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages

This form, not the Faculty Appointment Form, must be used to place a faculty member on a Shadow Salary leave and to create a new active Shadow Salary Position.

Once the form has been completed electronically, print it, have it signed and forward it to Faculty Relations.Please ensure all necessary signatures are provided, along with all applicable fields.Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay the processing of the shadow appointment

FEEDBACK: If you have any questions regarding the use of this form, or any suggestions on how to improve it, please click here. All feedback is valued.

When complete, send this form to Faculty Relations

IDENTIFICATION Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Employee ID
  • This is the UBC employee ID. You can look it up on the HRMS system, or ask the faculty member (it is printed on their pay stub).
Yes
First & Last Name fields Yes
Job Title
  • Select from the drop down list.
Yes
NON-ACTIVE POSITION INFORMATION Section MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
VP/Faculty
  • This is the VP or Faculty of the permanent position that is being placed on a Shadow Salary Leave.
  • Select from the drop down list.
Yes Yes
Department Name & Code
  • This is the department of the permanent position that is being placed on a Shadow Salary Leave.
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
  • Only locations that are officially associated with a specific department are listed.
Yes Yes

FUNDING Section (Non-Active position)

MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Start & End Dates
  • In these fields indicate the period of time that the permanent position will be placed on a Shadow Salary Leave.
Yes
Position Number
  • Enter the GPO funded Fslot number here
Yes
Earnings Code
  • Click on the link to the right for a list of Earnings codes and a brief description.
  • Talk to your Payroll Services Rep if you need more information
Yes Yes Yes
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
  • If you don’t know your Speedchart, you, or one of your co-workers with ‘FMIS on the Web’ access, can look it up (keep reading).
  • Sign on to ‘FMIS on the Web’, select the ‘Chartfields’ menu item, and then select ‘Speedcharts’.
  • Enter your Chartfield info and, if a Speedchart exists, the system will tell you what it is.
  • If this doesn’t work, then a Speedchart does not exist and you will have to complete a ‘Chartfield Request – Project/Grant’ form and request a Speedchart be created for an existing P/G.
Yes
Account
  • Provide the appropriate account chartfield.
Yes Yes Yes
Fund Code

Dept ID

Project Grant (P/G)

  • Of these 3 fields, only the P/G is MANDATORY.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes
Amount
  • This amount must correspond to the ‘Monthly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
Monthly or Per Period
  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
Signatures
  • If the position that is being placed on a Shadow Salary Leave is in a different department and/or faculty from the temporary position being created then these signatures must be obtained.
  • If the Leave & Active Positions are within the same department only the second signature section needs to be completed.

ACTIVE POSITION INFORMATION Section

MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
VP/Faculty
  • This is the VP or Faculty for the active position that is being created.
  • Select from the drop down list.
Yes Yes
Department Name & Code
  • This is the department for the active position that is being created.
  • Click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
  • Only locations that are officially associated with a specific department are listed.
Yes Yes

FUNDING Section (Active position)

MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Start & End Dates
  • In these fields indicate the period of time that the position will be held for. These dates must be the same as those entered in the Funding Section for the Non-Active Position.
Yes
Position Number
  • Enter the GPO funded Fslot number here, if applicable.
Earnings Code
  • Click here for a list of earnings codes and their descriptions.
Yes Yes
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
Yes
Account
  • Provide the appropriate account chartfield.
Yes Yes Yes
Fund Code

Dept ID

Project Grant (P/G)

  • Of these 3 fields, only the P/G is MANDATORY.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes
Amount
  • This amount must correspond to the ‘Monthly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
Monthly or Per Period
  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes
Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
Signatures
  • If the position being created is in a different department and/or faculty from the position being put on Shadow Salary leave these signatures must be obtained.
  • If the Shadow Salary & Active Positions are within the same department only this set of signatures need be completed
Yes

CENTRAL ADMIN USE Section

MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Faculty Relations Use Only
  • An area for Faculty Relations and Payroll to record comments.
  • This are is usually stamped when the appointment form is received.

Comments are closed, but trackbacks and pingbacks are open.