Summer Payroll Review April 2012. Payroll Appointment Service Center 2 Today’s Discussion Summer Session Calendar Review – Sandy Skiles Summer Session

Summer Payroll Review

April 2012

Payroll Appointment Service Center2

Today’s Discussion

Summer Session Calendar Review – Sandy Skiles

Summer Session Process Review – Sandy Skiles

Key Dates Summer Calculator and PA Form Examples – Cindy Konyk FY Grads on Leave for Summer

Cost Distribution – Eric Francis

References/Links


Purdue University2012 Summer Employment Calendar

West LafayetteMONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

05-07 05-08 05-09 05-10 05-11(1)

05-14 05-15 05-16 05-17 05-18FIRST POSSIBLE

PERIOD EMPLOYMENT DATE5 05-21 05-22 05-23 05-24 05-25

05-28 05-29 05-30HOLIDAY

13*05-31 06-01

PAY DATEfor Period 5

06-04 06-05 06-06 06-07 06-08

PERIOD6 06-11 06-12 06-13 06-14 06-15

(1)

06-18 06-19 06-20 06-21 06-22

06-25 06-26 06-27 06-28 06-29PAY DATE

22*07-02 07-03 07-04 07-05 07-06

HOLIDAY

07-09 07-10 07-11 07-12 07-13(1)

PERIOD7 ** 07-16 07-17 07-18 07-19 07-20

07-23 07-24 07-25 07-26 07-27

07-30 07-31 08-01PAY DATE

23*08-02 08-03

08-06 08-07 08-08 08-09 08-10LAST POSSIBLE

PERIOD EMPLOYMENT DATE8 ** 08-13 08-14 08-15 08-16 08-17

(1)

08-20 08-21 08-22 08-23 08-24

08-27 08-28 08-29 08-30 08-31PAY DATE

7*(1) Summer Calculators due to PASC.* Indicates the number of days eligible for pay.** Paid at 2012-2013 Budgeted Rates.


Payroll Calendar Notes

Academic year staff who work during the summer will receive summer pay on the last working day of the month. Summer pay will be included in regular pay for May and August, if applicable.

May and August must have 22 days. To pay 1/18th of the annual salary in May and August, the OnePurdue/ SAP system pays 11 days out of 22 days (exactly 1/2 of monthly pay) for academic year staff. The period end date in May and August, the period start date in June and July, and the number of days in June and July may be adjusted to accommodate 22 days in May and August.


Key Date Reminders – Spring/Summer 2012

Remember, the AY contract calendar and AY pay calendar are not the same; therefore effective start/end dates may be different than actual start/end dates.

The AY Calendar for the Spring Semester 2012 ends 5/13/12 (WL).

For Spring AY separations, the effective date should be 5/16/12. Using this date allows for 11 days to be paid in May for the AY contract period. For academic year faculty, A/P and post docs, benefits apply through 5/16/12.


Key Dates – Spring/Summer 2012Sun M on Tue W ed Thu Fri Sat

1 2 3 4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19End of AY Semester

ZZAY absences populated

20 21 22 23 24 25 26Summer

27 28 29 30 31Summer NOTE: May 31 is included in June pay.ZZAY absence populated

Absences populated for AY employees thru August 16, 2012 - by Payroll

-- PASC will enter True Termination Date of 5/14/12 on IT0041 --

-- PASC will enter True Hire Date of 5/14/12 on IT0041 to capture the true start date in the summer --

Note: Summer is entered in SAP as a LUMP sum amount on IT0015 so there is no start/stop dates.

**Important Dates for PA Actions**

For AY SEPARATIONS / END ADDITIONALS : Effective date will be 5/16/12 . Employee will be paid for 11 days (or 1/2 month).

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

For AY NEW HIRES / ADD ADDITIONALS : Effective date will be 5/16/12 to prevent overpayment of AY salary for 5/14-15/12 .

May 2012

AY Calendar for Spring 2012 ends 5/13/12

AY paid days 5/1/12 - 5/15/12 (EE must be paid for 11/22nds for May)

2 days overlap for pay purposes only

1st possible employment date for Summer is 5/14/12 (WL campus)



Key Dates – Summer 2012

Sun M on Tue W ed Thu Fri Sat31 1 2

Summer


3 4 5 6 8 9

Summer

10 11 12 13 14 15 16

Summer

17 18 19 20 21 22 23Summer

24 25 26 27 28 29 30

Summer



June 2012

Note: May 31 is included in

June pay.





Key Dates – Summer 2012

Sun M on Tue W ed Thu Fri Sat1 2 3 4 5 6 7

8 9 10 11 12 13 14Summer

15 16 17 18 19 20 21Summer

22 23 24 25 26 27 28Summer

29 30 31 1Summer NOTE: August 1 is included in July pay.



July 2012

SummerZZAY absence populated





Key Dates – Summer/Fall 2012Sun M on Tue W ed Thu Fri Sat

1 2 3 4

SummerZZAY absences populated

5 6 7 8 9 10 11Summer Last employment date for summer is 8/10/12

12 13 14 15 16 17 18

1st possible employment date for

AY 2012-1319 20 21 22 23 24 25

26 27 28 29 30 31


**Important Dates for PA Actions**

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~


August 2012

Note: August 1 was included in

July pay.

ZZAY absences populatedAY Calendar for Fall '12 begins 8/13/12

AY paid days 8/17/12 - 8/31/12 (EE must be paid for 11/22nds for August)

For AY SEPARATIONS / END ADDITIONALS : Effective date will be on or before 8/11/12 .

For AY NEW HIRES / ADD ADDITIONALS : Effective date will be 8/13/12 (coincides with Fall semester start date)

Absence populated on 8/13, 8/14, 8/15 and 8/16/12 to prevent overpayment of AY salary for August.

Employee will be paid for 11/22nd days (or 1/2 month).


Summer Session Graduate Appointments – Reminders for 2012 AY position in Spring to FY position in Summer

(effective 5/14/12; 1st possible employment date after the academic year ends – Spring Graduation).

A new PERNR is created – position with employee subgroup (12 month FY exempt). DO NOT TRANSFER.

Complete a PA form to Add Additional Appointment (12 month FY exempt).

Cost distribution will be entered separately for each position with the applicable effective dates, therefore charging will be accurate.

PAR’s will be accurate for each appointment. Grad reappointment process can be used for AY position for fall. NOTE: If grad student employee does not return in the Fall, 2 PA

forms are required (one to end additional and one to separate).


Summer Session Graduate Appointments – Reminders for 2012 FY position in Spring to AY position in Summer

(effective 5/16/12; 1st possible employment date after the academic year ends – Spring Graduation).

A new PERNR is created – position with employee subgroup (9 month AY exempt). DO NOT TRANSFER.

Complete a PA form to “Add Additional Appointment” (9 month AY exempt).

Complete a Summer Pay Calculator. Complete a PA form to “End Additional Appointment” (12 month

FY exempt) – to stop pay. When submitting more than one payroll form, complete “page

___ of ___ pages” on each form. STAPLE documents together!! Do not use paperclips.

Payroll Appointment Service Center12NOTE: If you know a graduate student will not be returning in the Fall, prepare a PA form to separate now. Only active appointments will come forward on the grad reappointment list.

Grid for Graduate Student 2012 Summer Appointments

SituationPA Form Beginning of

SummerSummer Pay Calculator

End Add’l or Separation PA Form at End of

SummerPay Area Result/Comments

9 mo AY Graduate Student New Hire Example #1

XAppointment and base pay must be established before

summer pay can be processed

X5/14-15/12 can be

included on summer pay calc,

if applicable

If appointment ends –Yes; otherwise, will come forward on

reappointment list

AY

Effective date of AY New Hire is 5/16/12.

If 5/14/12, employee would receive pay for 5/14-15/12 in error.

9 mo AY Graduate Student works in the same org unit, in the same position for summer.

Example #2

n/a

X5/14-15/12 can be


if applicable

If appointment ends – Yes, otherwise, will come forward on

reappointment list

Pay Area will not

change for summer

9 mo AY Graduate Student works in a different org unit for summer.

Example #3n/a

X5/14-15/12 can be


if applicable

n/a

Pay Area will not

change for summer

Business Office staff from both org units will determine the cost distribution entry.

9 mo AY Graduate Student changes to 12 mo FY Graduate Student during summer.

Example #4

Add Additional Appointment – 12

mo FY

5/14/12 if applicable

n/a

If either appt ends – Yes; otherwise, both

appts will come forward on

reappointment list

Pay Area will not

change for summer

AY grad appt will pay through 5/15/12 – AY commitment.

Unpaid absences will be populated beginning 5/14/12-8/16/12.

12 mo FY Graduate Student changes to 9 mo AY Graduate Student during the summer.

Example #5

Add Additional Appointment –

9 mo AY

End Additional Appointment – 12 mo FY to stop pay

X5/14-15/12 can be


if applicable


reappointment list

Pay Area will not

change for summer

PA form needed to set-up AY appointment to pay summer salary.

A 2nd PA form is needed to stop pay on 12 mo FY appointment.

9 mo AY Graduate Teaching Assistant (TA) changes to 9 mo AY Graduate Research Assistant (RA) during the summer or vice versa

Example #6

Add Additional Appointment –

9 mo AY

X5/14-15/12 can be


if applicable


reappointment list

AY

Effective date of AY Add Additional Appt is 5/16/12.

If 5/14/12, employee would receive pay for 5/14-15/12 in error.

Unpaid absences will be populated beginning 5/14/12-8/16/12.


2012 Summer Pay CalculatorOFF-CYCLE

REQUESTED

PERSON ID

Page of pages

PERNR for PAYMENT LAST NAME FIRST NAME

CAMPUS (WL, CA, FW, NC)

WLORG UNIT NUMBER

SUMMER CUL

Pay Period 05

May Daily Value

0.00

- 13.0

- 22.0

- 23.0

- 7.0

-

TOTAL This Calculation

Reason or Explanation:

Department Contact (Name & Phone Number):

Source of Funding (for department use only):

Dept Head Approval: Date:

Dean/Director Approval: Date:

PASC Audit: Date:

Payroll Appointment Service Center Summer Pay Calculatorhttp://www2.itap.purdue.edu/BS/Business_Forms/

APPROVEDPresident's OfficePurdue University

Send completed form to the Payroll Appointment Service Center (PASC) /FREH. For the President

PP 08 Aug -$ -$ -$

-$ PP 06 June -$ -$ -$ PP 07 July -$ -$ -$

*** REVISED PAY - Complete this section for pay adjustments only. ***

Pay adjustments will be processed with the

next pay period.

Pay Period Was Paid/Scheduled to be Paid Should Have Been Paid Over/Underpayment

PP 05 May -$ -$

PP 07 (paid 7/31/12) -$

PP 08 (paid 8/31/12) -$

-$

Date of Origin:SELECT the last day worked in pay periodTOTAL DAYS

PP 05 (paid 5/31/12) -$

PP 06 (paid 6/29/12) -$

Pay Period 06 5/31/12 - 6/29/12

Pay Period 07 7/2/12 - 8/1/12

Pay Period 08 8/2/12 - 8/10/12

0.00 0.00 0.00

Number of Days Worked # Days Not Worked

Pay Period 05 5/14/12 - 5/30/12

-$ -$ June Daily Value JULY Daily Value AUGUST Daily Value

Monthly Payroll 11/12 Current Salary Monthly Payroll 12/13 Budgeted SalaryPay Period 06 Pay Period 07 Pay Period 08

ORG UNIT NAME Employee Group

Full-Time Academic Year Salary Value

ENTERPlanned Days In Pay

Status Per Period

NOTEDay increments of

Whole and Half should only be entered.

EXAMPLE8.00 allowable8.50 allowable

8.55 incorrect entry

2012 SUMMER PAY CALCULATORNavigate the Calculator using the TAB key to move forward, Shift(TAB) to reverse.Data entry in blue fields only. Choose employee group from drop down vaules.

OTHER

NEW HIRE - PA FORM ATTACHED

REHIRE - PA FORM ATTACHED

ADD ADDITIONAL - PA FORM ATTACHED

REVISED - COMPLETE PAY ADJUSTMENT BELOW


2012 Summer Pay Calculator Changes on 2012 Summer Pay Calculator

Rate for calculating summer pay has changed from 2.5% to 2.778% of annual salary per week.

Reminder: Date of Origin = last day worked in pay period (departments to choose date from drop down)

To view summer payments in SAP To view summer payments, use PA20, info type 15

(Additional Payments), STY 1315, click All button and overview (sun over the mountain).

Examples


FY Grads on Leave for Summer Prepare Form 33A (Request for Absence from Campus) covering the unpaid

leave periodhttp://www.purdue.edu/hr/xls/33ABSENCE.xls

Prepare Leave Action Form (LAF) and provide account information for charging of fringe benefits (University portion) to department specified account(s). Multi-sponsored and voluntary support funds can be used to pay for the fringes, however, Federal, State and Industrial funds are not appropriate. Send Leave Action Form directly to the HR Service Center, FREH (Cindy Stephens).

http://www.purdue.edu/hr/xls/LeaveActionForm.xls Refer to BPP: Charging Fringe Benefits for Unpaid Leave of Absence-Interim

https://www2.itap.purdue.edu/bs/BPP/Processes/ChargingFringesUnpaidLeaves.pdf

Grads will still be in “employment status” but because they aren’t being paid their insurance fees will accrue. When the grad comes back after the summer is over, the premiums will be deducted from their first paycheck for those fees they accrued over the summer. Refer to the Grad Employment manual for further details. http://www.gradschool.purdue.edu/downloads/Graduate_Student_Employment_Manual.pdf

http://www.purdue.edu/hr/xls/33ABSENCE.xls

http://www.purdue.edu/hr/xls/LeaveActionForm.xls

https://www2.itap.purdue.edu/bs/BPP/Processes/ChargingFringesUnpaidLeaves.pdf

http://www.gradschool.purdue.edu/downloads/Graduate_Student_Employment_Manual.pdf


Cost Distribution for Summer 2012 Payroll(s)For AY staff Pay Period #5 cost distribution must be based

on dates below:

May AY cost distribution is 5/01/12 – 5/15/12 (11 work days)

The range of dates for cost distribution for 2012 Summer Session Pay is:

5/16/12 – 8/12/12

May: 5/16/12 – 5/30/12 June: 5/31/12 – 6/30/12 July: 7/01/12– 8/01/12 August: 8/02/12 – 8/12/12

Cost distribution for the 2012-13 academic year (Pay Period #8) will begin on 8/13/12.


Cost Distribution Reminders

Summer Session Pay is paid as lump sum payments monthly.

The cost distribution that is applied to the payment

is determined by the date of origin of that payment.

You should set the cost distribution to the same value for the entire month.


Summer Pay Distribution for AY EmployeesSummer pay for AY employees is a lump sum payment,

and therefore percentages must be figured for the entire month.

Example: PI worked 100% June 1st – June 15th on Grant A PI worked 100% June 16th – June 30th on Grant B

Because AY employees are paid with lump sum payment each month, the distribution in IT27 at the pay date will be the distribution for the entire payment. Therefore, distribution should be calculated based on effort for the entire month.

In this case, the distribution in IT27 should be as follows: For the period of May 31st – June 30th, PI worked 50% on

Grant A and 50% on Grant B.


Cost Distribution Notes

Use the copy button rather than the change button (pencil).

Verify that the distribution equals 100%. Do not enter more than 12 lines of distribution. Do not enter a cost center with a real internal order 8/1/12 will be paid in the July pay check – for grants

expiring 7/31/12, choose 7/31/12 as the Date of Origin on the summer pay calculator for PP 7.

If working on 8/1/12, allow for this effort in your cost distribution for pay period 7.


The value of Group Term Life Insurance above $50,000 that is provided to employees from Purdue is subject to Social Security and Medicare taxes.

FICA Taxes (Social Security and Medicare) are withheld from an employee’s paycheck based on the cost of the amount of coverage paid by the University with a benefit above $50,000.

These taxes are withheld from an employee’s payroll 12 times per year for Monthly staff and 26 time per year for Biweekly staff. If no earnings during a pay period – these taxes are carried forward to the following payroll period.

Group Term Life Imputed Income


FICA Taxes have an employer match component. No carry-forward – charges will hit whatever accounts are on IT0027 (cost distribution) during that time period, even if no earnings.

If no summer payroll added on IT0015 – employee record still runs through payroll. FICA employer charges for Group Term Life Imputed Income still hitting accounts with no earnings.

SPS accounts on IT0027 records when no effort expended on projects creates a posting issue of unallowable charges.

Current Posting Issues:


Business Process Refresher for Summer 2012

Departments review IT0027 records for those AY staff that are not working during summer months – June and July.

T-code: ZHR_NOAYSUMMER report was created to help identify staff. Changes only required for staff eligible for life insurance (i.e. grads excluded)

If Sponsored Program Accounts are on IT0027 record – must change to home Cost Center and General Fund (21010000) during summer period so imputed income FICA employer charges will hit central pool accounts.

If Gift or Auxiliary type fund that normally pays fringe benefit charges – must leave IT0027 record as is and charges will post to these accounts during non work months (normally June and July).


Example:1. Faculty working May and July 2012 on SPS account but not working

June or August 2012: IT0027 should reflect SPS account for May and July pay period

dates and home cost center for June pay period dates. Fannie Faculty – Pernr 10001417 – home cost center

Mathematics – North Central 3004018000

08/02/2012 12/31/999907/01/2012 08/01/201205/31/2012 06/30/201205/16/2012 05/30/201211/16/2009 05/15/2012


Example May 2012 distribution

June 2012 distribution

05/31/2012 To 06/30/2012

05/16/2012 To 05/30/2012


Example July 2012 distribution

August 2012 and beyond distribution

07/01/2012 To 08/01/2012

08/02/2012 To 12/31/9999


Example Posting

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

05/31/2012

06/30/2012

05/01/12 - 06/30/12


T-code to identify life insurance eligible staff with no June/July summer earnings

ZHR_NOAYSUMMER – pull report by org unit

QRC available on the Costing website https://www.purdue.edu/costing/BPM/pdf/QRC__ZHR_NOAYSUMMER_report.pdf

Link to QRC is available on the Payroll website

https://www.purdue.edu/business/BPM/pdf/QRC__ZHR_NOAYSUMMER_report.pdf

https://www.purdue.edu/costing/BPM/pdf/QRC__ZHR_NOAYSUMMER_report.pdf

https://www.purdue.edu/costing/BPM/pdf/QRC__ZHR_NOAYSUMMER_report.pdf





Summer Tips/Reminders Watch for holidays in May and July – EE must be in pay status day

before and day after holiday to receive pay for the holiday.

Separate calculators for each fiscal year for budgeted staff Faculty, A/P, Continuing Lecturers, Post Docs, etc.

Current salary–always use Full-Time Academic Year Salary Value If PA20 shows 50.00 CUL and $20,000 annual then full-time annual is

$40,000. (i.e. Full-time annual rate = annual rate divided by .CUL ($20,000 / .50 = $40,000)

Department Contact (name & phone number) – person to call if questions with forms submitted to PASC. VERY IMPORTANT!

When submitting more than one payroll form, complete “page ___ of ___ pages” on each form. STAPLE all documents together!! Do not use paperclips.


References/Links: Provost Office Summer Session Guidelines:

http://www.purdue.edu/provost/documents/Summer%20Session%20Guidelines%202012.docx

Executive Memorandum C-26 (Employment Period for Academic-Year Staff: http://www.purdue.edu/policies/human-resources/c-26.html

Payroll Website: http://www.purdue.edu/business/payroll/

Payroll Appointment Service Center Website: http://www.purdue.edu/business/payroll/PASC/index.html

Executive Memorandum C-18 (Compensation Policies for University Staff Members Participating in Continuing Education Activities): http://www.purdue.edu/business/Executive_Memoranda/C/c-18.html

Executive Memorandum C-40 (University Policy on Compensation for Summer Intensive Instructional Activities and Non-Continuing Education Overload Activities:

http://www.purdue.edu/policies/human-resources/c-40.html






http://www.purdue.edu/business/payroll/

http://www.purdue.edu/business/payroll/PASC/index.html

http://www.purdue.edu/business/payroll/PASC/index.html

http://www.purdue.edu/business/Executive_Memoranda/C/c-18.html

http://www.purdue.edu/business/Executive_Memoranda/C/c-18.html





Documents

Summer Payroll Review April 2012. Payroll Appointment Service Center 2 Today’s Discussion Summer Session Calendar Review – Sandy Skiles Summer Session