The New Special Premium Payments (SPP) eForm Solution is going live on January 29!
Since 2022, HR has embraced GT eForm solutions for fundamental HR transactional processes such as position management, employee workforce data changes, and Pre-hire MacID provision, transitioning from manual, paper-based workflows to digitalization.
As we continue to leverage technology to drive Operational Excellence and streamline HR services, we are implementing new HR electronic forms (eForms) in Mosaic designed to enhance and automate the Special Premium Payments (SPP) process.
Starting January 29, 2024, the submission, approval and processing of SPP payments will occur through the new Mosaic SPP eForms. Full details on this upcoming change are below.
What’s happening?
New Mosaic SPP eForms are replacing the SPP JIRA Service Desk for Faculty of Health Sciences (FHS), and the paper-based SPP request Forms used by the broader University community. This means individuals needing to process a Special Premium Payment request, will need to do so through the new SPP eForm in Mosaic starting January 29, 2024.
Three new SPP eForms will be available to the McMaster community, to simplify and speed up processing times while better informing processors throughout the process. They are:
- 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
When will it happen?
On January 29, 2024, the new SPP eForms will be available in Mosaic.
The paper form will be phased out on January 29, at which time it will no longer be accepted.
Similarly, the SPP JIRA Service Desk will no longer be accessible for SPP processing as of January 26, 2024 after 6:00pm.
The HR Workforce Data Administration team will continue working on the SPP tickets that are submitted on or prior to January 26 and close them when completed.
Why is this happening?
In response to feedback received through community consultations across faculties and departments, the new SPP eForms were developed to provide:
- A streamlined payment process for SPPs, including clear definitions and a guide to related earning codes for payment accuracy and efficiency.
- Automated calculations on the forms to determine retro amounts owing and bi-weekly rates.
- A reliable process to stop or modify any payment.
- Transparency and visibility into the payment process and the reasons behind it.
- Automated and standardized approval workflows.
Who will have access to the new eForms?
Individuals with the following security profiles in Mosaic can submit, edit, and view the SPP eForms in Mosaic:
- Manager_Administrator
- Finance_Manager_Administrator
To request HR Security Access, please have your Supervisor log into UTS Service Desk and make a Mosaic Access Request.
To view the HR Security Access, run the HR Position Security query available in the HR Reporting Hub via self-service in Administrative Home/Mosaic.
What actions are required from you?
If you, or your team members are involved in the SPP processes, we encourage you to register for one of the two available training sessions listed below. January’s HR Network session will be focused on this important training opportunity.
1st session: January 17th from 10am-11.30am – SPP eForm Training Registration Link
2nd session: January 24th from 2pm-3.30pm – SPP eForm Training Registration Link
You can also:
- Familiarize yourself with the online FAQs and other resources
- Review the HR Security attached to employee positions to ensure correct access to eForms
- Familiarize yourself with the standardized approval workflow
What is the timeline to submit and approve eForms?
Please begin using the new eForms once they become available on January 29.
The SPP eForms have a direct impact to employee’s pay, and the form requestor should therefore be mindful of the Payroll Calendars when submitting and approving these requests. It is critical that eForms are fully approved by the applicable HR Transaction Deadline. The late submission and approval beyond the requested payroll deadlines may cause pay delays or overpayments for the individual employee.
A number of resources are available to support you and your teams for SPP eForm processing at Mosaic HR eForms- Human Resources
Questions?
For general inquiries with Mosaic HR eForms, email hr.mcmaster@mcmaster.ca or call 905-525-9140 x222HR(47).
Payroll Administration