Salary Accounting Form
PolicyProcess
Required Steps & Field Descriptions
Samples
Policy
The Salary Accounting Form can be used for Account Distribution and Additional Compensation for Officers.
For Account Distribution, use this form to allocate, by percentage, base salary and/or Additional Compensation to the appropriate account/sub-code for new hires, reappointments, or existing employees as well as retroactive account distribution changes within the current fiscal year.
You can only distribute to accounts that are open AND the start date and end dates of the charge must be within the start and end dates of the Grant and/or Contract. For any exceptions to the above rule, you must contact the Restricted Funds Division, Office of the Controller to obtain the appropriate approval documentation to attach to the SAF.
Nearly all additional compensation for Officers should be processed using WebSAF, except for the few situations listed below. In these exception situations, use this section to request payment of officer compensation that is not considered to be regular pay. The payment period must be for the current or a future payroll cycle. The form must be received by the HRPC before the monthly deadline per the Columbia Payroll Calendar that is posted on the TIG.
The accounts for the additional compensation must be shown on the same Salary Accounting Form in the “Account Distribution” section.
Please note: When hiring a new employee, you should no longer submit a paper SAF for accounting purposes. Submit the new hire paperwork by the Mail Closing Date, then five days after the Mail Closing Date to go into WebSAF and process the SAF online.
Process
When to Use the Paper SAF Form for Additional Compensation
You are only allowed to use a paper SAF form for Add Comps in these situations:
|
Dept. |
Employee's Admin Dept. is different from Dept. paying the Add Comp |
If the Add Comp is for an Employee whose Admin Dept. is another department (excludes: Summer Session Earn Codes by dept 424, 427 & 450; GSAS Student Officers, by all non-CUMC depts.; Library Work by dept. 036, 092, 700s; Rapporteur by dept 696; Translation by dept. 413). |
| A signature from another Dept. is required | If a signature from another department is required (because an account in that department is being charged),and there is no one in that department who has Add Comp rights in FFE. | |
|
Date |
Date is prior to or after account dates | If the Add Comp is for the first month of a sponsored project that does not start on the first day of the month, or for the last month of a sponsored project that does not end on the last day of the month. (This applies to Morningside charges appropriate to the sponsored projects.) |
|
Earnings Code |
5th Day | 5th Day is a special program in the School of Social Work that provides benefits eligible additional compensation to the School's faculty for doing research on the day that they do not teach when the effort is eight months or more and the employee did work eight months but the payment period is less than eight months. You must use earnings code 5DY. |
|
Account |
WebSAF does not allow an account to be charged | If WebSAF does not allow an account to be charged, but the user thinks it is appropriate to charge the account. Paper should be submitted along with an explanation of why there should be an exception, which will be reviewed at the campus level for appropriateness. |
|
Amount |
Add Comp over $99,999 per month | |
| Negative Amounts | Complete the Overpayment Recovery Form for retroactive changes that result in a refund due the University by the employee. |
Required Steps & Field Descriptions
Please refer to the SAF Guide (PDF) for information about the Required Steps & Field Descriptions based on the type of transaction that you are completing.
Samples
Sample 1 – Basic Account Distribution
Standard account distribution for base salary.
Sample 1 Completed SAF (PDF)
Sample 2 – Basic Add Comp, 100% Account Distribution
Payment of additional compensation to an officer in the amount of $5,000 to be paid as a one time payment. Use of earnings code 08 is necessary for pension eligible payment via paper SAF.
Sample 2 Completed SAF (PDF)
Sample 3 – Salary Distribution, Superseding
Normal salary account distribution for an officer to 2 account/sub-codes. This paper SAF is superseding another SAF previously submitted. The new distribution will be retroactively calculated by LDS.
Sample 3 Completed SAF (PDF)
Sample 4 – Add Comp, 5 Months Retro / 7 Months Regular
Payment of additional compensation to an officer where the SAF is submitted after the work period has already began. Five months have already passed so the employee is due 5/12ths retro and 7/12ths future add comp.
Sample 4 Completed SAF (PDF)
Sample 5 – Add Comp, 2 Months Retro / 1 Month Regular
Payment of additional compensation to an officer where the SAF is submitted after the work period has already began. Two months have already passed so the employee is due 2 month retro and one month add comp.
Sample 5 Completed SAF (PDF)
Sample 6 – Add Comp, Different Employee Admin and Paying Departments
Payment of additional compensation to an officer where the administration department is submitting an SAF to pay the employee and charge another department for the expense.
Sample 6 Completed SAF (PDF)
Sample 7 – Add Comp, Different Employee Admin and Paying Departments
Payment of additional compensation to an officer where the administration department is submitting an SAF to pay the employee and charge another department for the expense.
Sample 7 Completed SAF (PDF)
Sample 8 – Add Comp, Pay Period is After the End of the Contract
Payment of additional compensation to an officer where the period worked is within the start and end date of the contract but the payment period is after the end of the contract.
Sample 8 Completed SAF (PDF)
Sample 9 – Add Comp, 5th Day
Payment of additional compensation to an officer for earnings code “5th Day” where the period worked is GT 8 months but the payment period is LT 8 months.
Sample 9 Completed SAF (PDF)
Sample 10 – Add Comp, Pay Period is Greater Than 8 Months / Pay is Less Than $1,000
Payment of additional compensation to an officer where the SAF is submitted for a period GT 8 months but the amount to be paid is LT $1,000.
Sample 10 Completed SAF (PDF)