Certifier Training

Hourly Certifier Process

1. Key in hours worked for each employee on the appropriate appointment, using the one decimal place formula. 
2. When all hours have been keyed, select Update Page and then Submit for Final Approval.

IMPORTANT: If a certifier is more than one page long, be sure to click Update on EACH page BEFORE continuing to the next. After all pages have been keyed, then you can select Submit for Final Preparation.

Multiple Distributions

Distributions for an employee teaching more than one course will be connected to a course. On the certifier, you will certify hours worked teaching a course against that appointment number.

If a course number does not appear on that certifier, appropriate changes will have to be made to that employee's load sheet.

IMPORTANT: When entering hours worked on an hourly certifier, you must click Update before continuing to the next page, or your data will be lost.

When you have entered hours worked and leave for an employee, click the Back button at the top of the page. This will return you to the main certifier. Once all employees have been keyed, you are ready to submit your completed certifier to the Signature Authority for their approval.

Signature Authority Approval Process

Information on the Signature Authority Page

• Your SFID and Name
• Certification Period
• Department Deadline
• Your selection options
• Total certifiers you are responsible for
• Number of prepared, certified and/or unapproved
• Summary of certifiers both hourly and salary including total hours worked and leave taken, if already prepared

Notes will indicate what actions need to be taken to each certifier, such as needs to be certified or needs to be prepared.

Certifier Process

1. First, click Select to review the information submitted on a certifier
   • If necessary, make any applicable changes (see below)
2. When you're finished, click Certify to approve individual certifiers or Certify All to approve all certifiers within your approval path

Note: The Primary Signature Authority can also prepare a certifier by using the Select button. Once data is keyed, they can Submit the certifier for final approval.

Making Changes

A change can be any of the following:

• changing hours worked
• changing leave hours used
• adding an appointment after the certifiers have been created

Any of the above changes performed prior to the department deadline will cause a certifier to be un-certified/unapproved. This will require that additional action be taken at the department level. Then it will be necessary for the Signature Authority to re-certify.

Once all certifiers have been prepared and certified by the appropriate Signature Authority, they are then ready for Payroll to process for pay.

Payroll will be responsible for keying the pay vouchers for all substitute instructors and processing the part-time faculty absence reports (docks). Once complete, Payroll will ensure that all certifiers have been prepared and approved prior to processing payroll.

Additional Information

eStaff Tools

• Certifiers Waiting on Preparer: Allows you to view all of your certifiers that have not been prepared
• Certifiers Waiting on Signature Authority Approval: Allows you to view all of your certifiers awaiting Signature Authority approval
• Certifiers That Have Been Certified: Allows you to view all of your department certifiers that have been certified
• Certifiers That Have Been Unapproved: Allows you to view your certifiers that have had changes made, causing them to be unapproved and needing further attention
• Time Calculator: This is a great tool that can assist preparers and signature authorities in converting hours and minutes to accommodate our one-decimal system. Simply enter the hours and actual minutes worked and click Calculate. 

Documentation

In addition on online certifiers, Payroll needs the following documents submitted each pay period for processing:

• Part-Time Faculty Absence Report (Dock)
• Pay Voucher for Substitute Instructors

These documents require all attachments necessary for processing, which includes leave forms and travel information.

Questions

If you need assistance at any time in the preparation and submission of certifiers, please feel free to contact Payroll. Chris, Sally, and Tim are happy to assist you.