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Starting January 29, 2024, new SPP eForms will be available in Mosaic to enhance and automate the Special Premium Payments (SPP) process.
- Special Premium Payment (SPP) requests will be transitioning to Mosaic HR eForms. With this change, the paper-based SPP Form and SPP JIRA Service Desk will be retired.
- The submission, approval and processing of SPP payments will occur through the new Mosaic SPP eForms.
Three new SPP eForms are available as of January 29, 2024
- Single SPP Request eForm – a one-time or on-going payment request for a single employee
- Stop/Modify SPP Request eForm – request to stop, modify-increase, or modify-decrease an existing on-going SPP for a single employee
- Multi SPP Request eForm – a one-time or on-going SPP request for 30+ employees
- Payments are automatically calculated on the forms for retro and bi-weekly amounts.
- A new automated approval workflow has been developed, and all SPP approvals will be performed directly in Mosaic. Approval delegations in place for other Mosaic HR eForms will be retained for SPP eForms. Users will have the ability to insert ad hoc approvers as required.
- Existing HR Security Access determines user access to submit Special Premium Payment (SPP) Requests. Specifically, eForm initiators can view and submit SPP requests if they have access to an active employee record and if the employee holds an active position used for SPP in Mosaic. Only individuals with the appropriate permissions can initiate and manage SPP requests through the eForm system. To view HR Security Access, run the HR Position Security query in the HR Reporting Hub in Administrative Home in Mosaic.
New job aids and resources to support these changes are available on the Resources tab on this webpage.
If you have any questions, please contact the Employee Contact Centre at hr.mcmaster@mcmaster.ca.
Eligible Special Premium Payment (SPP) Requests are submitted via the new SPP Request eForms to process a payment to a McMaster Employee through Payroll.
The types of Special Premium Payments that can be requested are a Single SPP Request (one-time or ongoing payment to a single employee), a Stop/Modify SPP Request (stop, increase or decrease an existing ongoing SPP) or a Multi SPP Request (one-time or ongoing payment to 30+ employees).
Please note that because employees can have multiple employee records, it is important to ensure that the requested payment is processed on the correct employee record.
All requests submitted via the SPP Request eForms have a direct impact to employee pay, and form submitters should therefore be mindful of the Payroll Calendars when submitting these requests. It is critical that SPP eForms are received by HR Operations with all necessary department and finance approvals by the HR Transaction Deadline.
Final approval of all HR eForms is performed by HR Operations, with payment information automatically feeding to Mosaic with no manual data entry required for the Single and Stop/Modify SPP Request eForms. As such, final approval is subject to lockout windows driven by pay processing activities.
Approval workflows have been created for each of the above SPP eForms, and forms will automatically route to approvers such as department managers, Budget Analysts, Research Accountants and Principal Investigators based on information that is entered on the forms. Once submitted, users can monitor the status of their eForm at any point in the form’s lifecycle.
eForm approvers can delegate their approval to another individual on a long-term or short-term basis. This responsibility should be considered before taking any vacation or leave. Failure to put a delegation in place can prevent an eForm from progressing through the workflow which can negatively impact an employee’s pay. Please note the delegate will also have Approver access to other types of eForms once is added to SPP eForm approval workflow.
Click here to view the approval workflow for the SPP eForms.
SPP eForms can be accessed by logging into Mosaic, clicking on the HR and Finance eForms dropdown at the top of the page, and then by clicking on the SPP Requests tile. Refer to the Resources tab at the top of this page to view detailed How to Guides for more information about how to use the SPP eForms.
The following HR security profiles have been granted access to the SPP eForms:
- Manager/Administrator
- Finance Manager/Administrator
To view HR Position Security information in Mosaic, run the HR Position Security query in the HR Reporting Hub.
If you require access to submit or approve HR eForms, please submit:
- HR Access Request in JIRA, or
- Position Data Update eForm to update HR Security on a vacant position
LEARN MORE ABOUT EACH SPP EFORM
Single SPP Request eForm
The Single SPP Request eForm is used to pay a one-time or ongoing Special Premium Payment to a single employee.
Position Requirements:
To facilitate a SPP Request eForm for payment to a McMaster employee, the employee must actively occupy the position in Mosaic. The eForm will only return search results for an employee if they have an active employee record within a department the submitter has Mosaic HR Security access to.
If the employee does not occupy the position and a hire/rehire onto a position is required, please follow the appropriate hire process (job opening or submission to hr.mcmaster.ca). The payment will be processed as part of the hire function (therefore not requiring an SPP eForm submission).
Attachments are not mandatory, but users should be aware of the documentation that is required to support the specific request type. Forms will be recycled by approvers if insufficient documentation is attached.
Related Resources
For further information on when to use an SPP eForm vs. when to follow a new hire process, please refer to the SPP eForm Decision Tree.
For assistance in determining the appropriate job code to use when submitting a Position Request eForm for the purpose of processing an SPP, please reference the Job Code Guide for Special Premium Payments.
For information pertaining to SPP earnings codes, including submission process please refer to the Earnings Code Guide.
For descriptions of the reason codes, please refer to the Reason Codes Guide for Special Premium Payments.
For combo code information please refer to the Salary and Benefit Accounts by Employee Group guide.
Stop/Modify SPP Request eForm
This Stop/Modify SPP Request eForm is used to stop or modify (increase or decrease) an existing ongoing Special Premium Payment currently setup in payroll.
Position Requirements:
To facilitate a Stop Payment or to Modify (increase or decrease) an existing ongoing Special Premium Payment to a McMaster employee, search the employee ID, and select the appropriate Employee Record the SPP is currently setup on. You will then be required to populate the earnings code in order to return the current SPP details.
The eForm will only return results for an employee if they have an active employee record within a department the submitter has Mosaic HR Security access to.
To Modify – Decrease the existing SPP, specify the New Total SPP Amount. The form will then recalculate the New Biweekly and New Annualized SPP Amount.
To Modify – Increase the existing SPP, specify the New Total SPP Amount. The form will then recalculate the New Biweekly and New Annualized SPP Amount and will update the existing SPP record.
Note: an existing ongoing SPP record cannot have the dates extended using this form.
To Stop an existing SPP, specify the Stop Payment Effective Date. The SPP end date on the existing SPP record will be updated. If the change results in an overpayment to the employee, the employee will be contacted by the appropriate HR Office to coordinate repayment of the overpayment.
Please note for an ongoing stipend originally submitted with split funding information, a stipend record is setup for each chartfield with the biweekly and goal amounts being determined by the distribution percentage.
Attachments are not mandatory, but users should be aware of the documentation that is required to support the specific request type. Forms will be recycled by approvers if insufficient documentation is attached.
Multi SPP Request eForm
The Multi SPP Request eForm is used to pay Special Premium Payments (one-time or ongoing) to multiple employees.
Payments through this eForm must meet the following criteria:
- Request contains 30+ employees
- All employees actively occupy the position listed on the spreadsheet before submission
- All employees are to receive the earnings code indicated on the eForm
- All payments are either one-time or ongoing (not a combination of both)
- All payments are to be paid from the same combo code
This eForm requires the SPP Upload Template as a mandatory attachment.
Related Resources
For further information on when to use an SPP eForm vs. when to follow a new hire process, please refer to the SPP eForm Decision Tree.
For assistance in determining the appropriate job code to use when submitting a Position Request eForm for the purpose of processing an SPP, please reference the Job Code Guide for Special Premium Payments.
For information pertaining to SPP earnings codes, including submission process please refer to the Earnings Code Guide.
For descriptions of the reason codes, please refer to the Reason Codes Guide for Special Premium Payments.
For combo code information please refer to the Salary and Benefit Accounts by Employee Group guide.