OPUS Entry Guidelines

OPUS entries must be entered before 3pm on the payroll cutoff date in order to allow Academic Human Resources adequate time for review and approval. If the appropriate approvals haven’t been given or documentation does not arrive in Academic Human Resources by the payroll deadline, the action may be removed from OPUS. If AHR initiates a corrective action, a detailed note will be included in the PERM providing explanation.

Distribution changes

Distribution changes are handled by the unit and may be entered in OPUS at any time. The unit must have appropriate documentation to support any change.

Excess compensation

The Faculty Code requires prior approval by the paying unit, home unit and home unit Dean/Chancellor’s office. To accommodate this an email pre-approval from all three units must be pasted into the notes section of the PERM.

Leaves

An appropriate leave form must be submitted and approved prior to the leave, if possible.

  • Earn type PLPPaid Professional Leave:

    A statement must be included in the notes section citing the date of the President’s approval letter in order to enter the leave in OPUS.

  • Earn type LWOLeave Without Pay

    A statement must be included in the notes section citing the date of the President’s approval letter in order to enter the leave in OPUS.

  • Earn type S/LSick Leave

    Verification of health care provider statement received by AHR or a copy of the approved leave form in order to enter in OPUS.

Promotions.

The Dean/Chancellor’s office receives electronic copies of the President’s approval letters for promotions during Spring quarter. A statement must be included in the notes section citing the date of the Provost’s or President’s approval letter in order to enter the promotion in OPUS.

Salary adjustments.

AHR will inform the unit of the approved salary adjustment and the effective date of the increase. When this notice is received, the salary adjustment may be entered in OPUS. A statement must be included in the notes section of the PERM citing the date of approval. Salary adjustments include:

Visitors without a Social Security Number

Due to the nature of some faculty appointments, it may become necessary to complete the entry process in OPUS without a social security number. All University of Washington faculty and academic staff who receive salary through the university payroll system must have a Social Security Number, however some visitors do not receive UW salary and do not have an SSN. This page contains information regarding how to complete an initial action without a social security number. Units who re-hire visiting faculty without a social security number should pay particular attention to this process in order to avoid generating a duplicate EID for the individual. If you have already generated a duplicate EID for someone in your unit please contact Payroll for assistance.

Initial Employment:

  • After logging into OPUS, select “Initial Appointment with UW / Return to UW” from the action menu.
  • Enter the effective date of the new hire, and click the button next to the phrase “A non-resident alien courtesy appointment”.
  • Check the box next to the phrase “Check box if this individual does not have a U.S. Social Security Number (SSN)”.
  • Read the informative statement titled “Information about entering Initial Appointments for individuals without an SSN” and then click “Finish”.
  • Proceed by entering all of the visitors information, add any notes that may be useful and click submit.

Re-hire:

  • After logging into OPUS, use the “Name” field to search for the visitor.
  • When you find the right person, click to open their record.
  • Once the appointment page is open, click on the action menu on the top of the screen.
  • Select “Initial Appointment with UW / Return to UW” from the action menu.
  • You will notice that the EID has populated the SSN field. DO NOT check the box at the bottom which reads “Check box if this individual does not have a U.S. Social Security Number (SSN)”. If you check this box OPUS will issue this person a new EID.
  • Enter the effective date of the re-hire.
  • Click the radio button next to this option “A non-resident alien courtesy appointment”.
  • Click on finish.

Additional Resources