Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record. For “Needs BWA” Action Types, all required fields above the “Job Begin Date” field should be pre-filled – you can scroll down and begin the form from there.

All relevant date fields will pre-fill to the Effective Date you entered on the first page. Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period.

If you are hiring a GEN type position, please enter the Professor or Supervisor name into the Title field. Otherwise, do not make updates to the Title field.

Be sure that the Timesheet Orgn field is correct, and that you enter the 9-digit Bates ID (and not a name) into the Timesheet Approver ID field.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields, especially for GEN type positions, as the Organization will default to 7103 (Human Resources).

You can add an additional line to split the Labor Distribution by clicking “Add Row”. Make sure the combined percentages of split Labor Distributions equals 100%.

Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record, or, if you are re-hiring into a previously held position, the data from the most recent Jobs Effective Date. All relevant date fields will pre-fill to the Effective Date you entered on the first page.

Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period. If re-hiring, change the Job Begin Date to the date labeled “Old Value”. If you cannot see the old value, it should appear after you first click Save at the bottom of this form.

The Timesheet Orgn must be 7303.  Make sure that you enter the 9-digit Bates ID (and not a name) into the Timesheet Approver ID field. This will not set up a timesheet, but it will assign a supervisor in the Banner system.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields. The Organization should always be 7303.

Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record. All relevant date fields will pre-fill to the Effective Date you entered on the first page. Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period.

The Timesheet Orgn must be 7303.  Make sure that you enter the 9-digit Bates ID (and not a name) into the Timesheet Approver ID field. This will not set up a timesheet, but it will assign a supervisor in the Banner system.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields. The Organization should always be 7303.

Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record, or, if you are re-hiring into a previously held position, the data from the most recent Jobs Effective Date. All relevant date fields will pre-fill to the Effective Date you entered on the first page.

Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period. If re-hiring, change the Job Begin Date to the date labeled “Old Value”. If you cannot see the old value, it should appear after you first click Save at the bottom of this form.

You will need to have already calculated the Regular Rate, and have it approved by Payroll to ensure it meets minimum wage requirements. The Factor and Pays fields will pre-fill with “8”.  Make sure to change this to accurately reflect the number of pay periods in which the student will be paid.  Both Factor and Pays fields should be the same number.

Review the Timesheet Orgn field – it should be 3025.  Make sure that you enter the 9-digit Bates ID (and not a name) into the Timesheet Approver ID field. This will not set up a timesheet, but it will assign a supervisor in the Banner system.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields. The Organization should usually be 3025.

Earnings Table

This section sets up Default Earnings that will automatically be pulled into the payroll record, without the need for a timesheet. Use the New Value section below to set up the earn code for this payment. The Effective Date should always be the first day of a pay period. Use Earnings code 500 – Regular Hours (Student). Hours or Units Per Pay should be 10 (unless paying for half a pay period, in which case use 5).
When entering the End Date field, always use the first day of the next pay period. For example: if ending the earnings after a pay period ending on 03/08/2025, you would enter 03/09/2025 in the End Date field. This is how you would skip a pay period, if necessary. To enter a second earnings line after entering an End Date, click “Add Row”, and enter an Effective Date to re-start the earnings record. Please review the Payroll Calendar for appropriate dates.

Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record. All relevant date fields will pre-fill to the Effective Date you entered on the first page. Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period.

You will need to have already calculated the Regular Rate, and have it approved by Payroll to ensure it meets minimum wage requirements. The Factor and Pays fields will pre-fill with “8”.  Make sure to change this to accurately reflect the number of pay periods in which the student will be paid.  Both Factor and Pays fields should be the same number.

Review the Timesheet Orgn field – it should be 3025.  Make sure that you enter the 9-digit Bates ID (and not a name) into the Timesheet Approver ID field. This will not set up a timesheet, but it will assign a supervisor in the Banner system.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields. The Organization should usually be 3025.

Earnings Table

This section sets up Default Earnings that will automatically be pulled into the payroll record, without the need for a timesheet. Use the New Value section below to set up the earn code for this payment. The Effective Date should always be the first day of a pay period. Use Earnings code 500 – Regular Hours (Student). Hours or Units Per Pay should be 10 (unless paying for half a pay period, in which case use 5).
When entering the End Date field, always use the first day of the next pay period. For example: if ending the earnings after a pay period ending on 03/08/2025, you would enter 03/09/2025 in the End Date field. This is how you would skip a pay period, if necessary. To enter a second earnings line after entering an End Date, click “Add Row”, and enter an Effective Date to re-start the earnings record. Please review the Payroll Calendar for appropriate dates.

Main Section

Be sure to complete all required fields below, indicated with a *. The Jobs Effective Date and Personnel Date fields will pre-fill with the Effective Date you entered on the first page. This should always be the first day of the pay period in which this change will take effect. Please review the Payroll Calendar for the appropriate pay period begin date.

Labor Distribution Table

These are the Labor Distribution tables. Update the necessary Fund, Organization, or Activity fields as necessary. If the Labor will be split between multiple funding sources, click the “Add Row” button. Complete all necessary fields, including Percent. If there are multiple lines, the Percent fields must add up to 100.

Comments Section

If prior pay periods need Redistribution, please let us know in this section. Payroll can then reach out with next steps.

Main Section

Be sure to complete all required fields indicated with a *. The fields below will pre-fill with data from the base position record, or, if you are re-hiring into a previously held position, the data from the most recent Jobs Effective Date. All relevant date fields will pre-fill to the Effective Date you entered on the first page.

Make sure the Jobs Effective Date and Personnel Date are the first day of the pay period. If re-hiring, change the Job Begin Date to the date labeled “Old Value”. If you cannot see the old value, it should appear after you first click Save at the bottom of this form. The Title field can be edited to a more descriptive title if desired.

The Regular Rate needs to be the amount you want paid each pay period. For example: if the total fellowship payment will be $1,000 paid in two parts, the Regular Rate would be $500.00. Fellowship payments cannot be made in more than two parts without prior authorization.

The Hours per Pay should always be 1, and the Factor and Pays should be the number of payments the student will receive. For example: if this payment is being split in two, the Factor and Pays would be 2; otherwise they would be 1.  The Factor and Pays fields must be the same number.

Review the Timesheet Orgn field – No timesheet will be set up for this position, but it is still important for reporting purposes.

Labor Distribution Table

These are the Labor Distribution tables. Review what is in the New section below, paying close attention to the Fund and Organization fields.

You can add an additional line to split the Labor Distribution by clicking “Add Row”. Make sure that the combined percentages of split Labor Distributions equals 100%.

Earnings Table

This section sets up Default Earnings that will automatically be pulled into the payroll record, without the need for a timesheet. Use the New Value section below to set up the earn code for this payment. The Effective Date should always be the first day of a pay period. Use Earnings code 320 – Fellowships and Grants in most cases. If paying an International student a fellowship that the student will receive while outside of the United States, use Earnings code FSI – Foreign Sourced Income. Please review the Payroll Calendar for appropriate dates.

Hours or Units Per Pay should be 1. Enter the amount of payment in the Special Rate field. The Special Rate field should match what was entered in Regular Rate in the previous section. When entering the End Date field, always use the first day of the next pay period. For example: if ending the earnings after a pay period ending on 03/08/2025, you would enter 03/09/2025 in the End Date field. This is how you would skip a pay period, if necessary. To enter a second earnings line after entering an End Date, click “Add Row”, and enter an Effective Date to re-start the earnings record.

Terminate Section

Enter the End Date of the last pay period in which payment for this Fellowship will be paid, into both the Jobs Effective Date and the Personnel Date fields. If paying over multiple pay periods, use the End Date of the last pay period in which payment will be made. Please review the Payroll Calendar for appropriate pay period end dates.

Comments Section

Please enter comments detailing the desired payment schedule and amounts per payment for this Fellowship Payment Request. This will enable Payroll to make updates where appropriate.

Main Section

Be sure to complete all required fields below, indicated with a *. The Jobs Effective Date and Personnel Date fields will pre-fill with the Effective Date you entered on the first page. This should always be the first day of the pay period in which this change will take effect. Please review the Payroll Calendar for the appropriate pay period begin date.

The Timesheet Approver ID field needs to be updated to the new approver’s 9-digit Bates ID (not their name).

Main Section

All relevant date fields will pre-fill to the Effective Date you entered on the first page. Please review the Payroll Calendar for appropriate pay period end dates. The Jobs Effective Date and the Personnel Date fields should be the end date of the pay period in which the student will stop working.