Special Pay Request (SPAR) Processing

Special payments cover payments made to KSU employees for occasional work or award payments.

All Special Payments Requests must be submitted using one of the following request forms.

KSU Special Pay Request (Non Award) - used for occasional workers, or regular employees doing additional work. Hours must be recorded, even if payment is a lump sum.

KSU Special Pay Request (Award) - used for a one-time payment to a staff or faculty member for an award (not extra work).

Questions about funding for paid SPARs can be directed to Payroll Services at payroll@kennesaw.edu. Please provide us with information pertaining to the SPAR in question.

These forms are located on the Payroll Forms Page

  • For faculty members, all payments other than awards must be processed through Academic Affairs.

    Special payments to full- and part-time regular staff and administrators that are subject to the BOR’s policy regarding Joint Staffing/Extra Compensation should be requested using the appropriate BOR forms. The SPAR forms are available to use to record the details of the payment, but the BOR forms are required.

    Payments for parts or materials (not labor) should be submitted through Accounts Payable for payment.

    Payments made at the end of each semester for full time staff who teach a class must be submitted on the Staff Teaching Request which is routed first to Academic Affairs, then forwarded by them to Payroll Services.

    Staff Teaching Request and SPAR forms can be found on the Payroll Forms page of our website

  • The requestor is responsible for ensuring that the form is filled out completely and that it has all required signatures before being submitted to Payroll Services. Incomplete or illegible forms and those without all required signatures will be returned to the submitting department.

    You may submit a SPAR form for payment as soon as the employee submits their form and their manager approves the charges.

    Please note that we pay based on the payroll calendar dates and cannot process pay for dates worked before the pay period has ended. Please contact us at payroll@kennesaw.edu if you have questions about pay dates.

  • Please include employee’s legal name as they are shown in the payroll system. Use of nicknames, middle names, etc., will delay or halt processing.

    Indicate the Department name and ID. If the employee will be paid from a different distribution code, indicate that code in the “Pay Distribution or Speed Chart” box below.

    If the employee’s Payroll ID (ADP #) is known, please include it in the Employee ID box. If not, please leave this blank. Do not put the KSU ID in this box.

    Pay Group, Rec # and Control Number will be added by the Payroll Services department.

    Include a description of work being performed in the box provided.

    Indicate the start date of the week to be paid. Payroll weeks begin on Saturday and end on Friday.

    Payment requests for individuals who are paid by the hour must be submitted in a timely fashion in conjunction with the standard biweekly payroll payment cycle.

    If the employee will be paid from a different distribution code, indicate that code in the “Pay Distribution or Speed Chart” box. NOTE: the code in this box will always override the Department ID at the top of the SPAR. If a different code is not indicated, the Department ID will be used to process the payment.

    For each day in the work week, enter the number of hours worked. The fillable pdf will automatically calculate the total hours.

    Hours must be listed even if the payment is a lump sum. This is a requirement for ACA and forms without hours will be returned, delaying processing.

    If the employee is being paid a flat amount, check the “Flat Dollar Payment Method” box.

    The form will automatically calculate the rate of pay. If the hourly rate of pay is less than the Federal minimum wage, the rate of pay or hours worked must be adjusted.

    If the employee is being paid via hourly rate, check the “Hourly Rate Payment Method” box.

    Enter the hourly rate of pay.

    The fillable pdf will automatically calculate the total pay due based on the hours and pay rate entered.

    If the form is completed by hand, you must:

    • Total the hours for each day
    • List the total hours to be paid
    • List the hourly rate of pay
    • Indicate the total $ to be paid

    Do not attach a biweekly or student time sheet in lieu of a SPAR. These will not be accepted and will be returned to the requesting department. You may attach a manual time sheet, invoices, etc., as backup for a completed SPAR.

    SPAR should be signed and dated by:

    • Employee
    • Manager/requester.
    • Business Manager OR Grants Manager


    Please note that forms without all required signatures will be returned to the submitting department, which may delay payment.

    All completed SPAR forms should be sent to Payroll Services for processing and HR approvals. No cover sheet is required with the SPAR forms.

    SPAR forms are due per the Payroll calendars on the web site. Generally, SPARs are due the day before eTIME is due, but may be submitted at any time that the form is completed.

    Payroll will notify the approving manager within few days of the scheduled pay date. You may also contact Payroll Services at payroll@kennesaw.edu after the expected pay date with questions.

    The posting of payroll expenses to each department is done shortly after the payroll run is complete and submitted to ADP for payment. This process is usually complete within 7 days of the paycheck date.

  • Please include employee’s legal name as they are shown in the payroll system. Use of nicknames, middle names, etc., will delay or halt processing.

    Indicate the Department name and ID. If the employee will be paid from a different distribution code, indicate that code in the “Pay Distribution or Speed Chart” box – more information below.

    If the employee’s Payroll ID (ADP #) is known, please include it in the Employee ID box. If not, please leave this blank. Do not put the KSU ID in this box. Pay Group, Rec # and Control Number will be added by the Payroll Services department.

    If the employee will be paid from a different distribution code, indicate that code in the “Pay Distribution or Speed Chart” box for each line. NOTE: the code in this box will always override the Department ID at the top of the SPAR. If a different code is not indicated, the Department ID will be used to process the payment.

    For each line on the form, enter a description of the award and the total to be paid.

    The fillable pdf will automatically calculate the total pay.

    If the form is completed by hand, you must indicate the total amount to be paid.

    SPAR should be signed and dated by:

    • Employee
    • Manager/requestor
    • Business Manager OR Grants Manager


    Please note that forms without all required signatures will be returned to the submitting department, which may delay payment

  • All completed SPAR forms should be sent to Payroll Services for processing. No cover sheet is required with the SPAR forms.

    SPAR forms are due per the Payroll calendars on the web site. Generally, SPARs are due the day before eTIME is due, but may be submitted at any time that the form is completed.

    Payroll will notify the approving manager within a few days of the scheduled pay date. You may also contact Payroll Services at payroll@kennesaw.edu after the expected pay date with questions.

    The posting of payroll expenses to each department is done shortly after the payroll run is complete and submitted to ADP for payment. This process is usually complete within 7 days of the paycheck date.


 

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