Summer Session

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Job Forms, Pay, and Policy. Summer Session. Classified Renewal Spreadsheets What are they How do you read it Classified 33 Suffix Positions Unclassified Summer Session Positions Example Forms. Agenda. Classified Employees. Classified position matrix. Created Annually for Summer Session - PowerPoint PPT Presentation

Text of Summer Session

Summer Session

Summer SessionJob Forms, Pay, and PolicyAgendaClassified Renewal SpreadsheetsWhat are theyHow do you read itClassified 33 Suffix PositionsUnclassified Summer Session PositionsExample FormsClassified EmployeesClassified position matrixClassified Employee PaymentsCategorySalaryHourlySummer PositionTemporaryPositionC3xxxxC3xxxxC3xxxxC4xxxxSuffix00003300Earn CodeREGREGSMNOCHAcct. Code10301103011030110410Emp. E-ClassCA, CBCD, CECETSJob E-ClassCA, CBCD, CESame as Primary PositionTSPay ScheduleDefaultHourlyHourlyHourlyJob FormClassifiedClassifiedClassifiedTemporaryBenefitsSick, Vac, PersSick, Vac, PersSick, Vac, PersIneligible4Renewal SpreadsheetsCreated Annually for Summer Session

HR will Create

Spreadsheets designates which employees are terminating, who will have their 00 suffix position put on leave and return, and who will have a summer position activated on a 33 suffix.

Given to the payroll staff to process in NBAJOBS

Renewal Spreadsheet

11Spreadsheet indicates leave DatesSalaried 00 Suffix position CA or CBPut Position on Leave

Use Reason Code - CAYLV - Summer leave beginsChange default pay to 0.00 in units/hoursIf the employee has FDP Enter an End as of Date as the first of the following monthEnd date furlough Enter an End as of Date as the first of the following monthSalaried 00 Suffix position CA or CBBring Position Back from LeaveReturn 9/16

Use Reason Code CAYRT - Summer leave endsChange default pay back to the hours for that FTEIf FDP was stopped, Enter a new effective date and re-enter it as 1 @ the amount it had been.Hourly 00 suffix positions CD or CEPut Position on Leave

Use Reason Code CAYLV - Summer leave beginsHourly have no default pay to stopIf the employee has FDP Enter an End as of Date as the first of the following monthHourly 00 suffix positions CD or CEBring Position Back from LeaveReturn 8/16Spreadsheet should return 00 position on 8/16 not 9/16 for benefits purposes

Use Reason Code CAYRT - Summer leave endsIf FDP was stopped, Enter a new effective date and re-enter it as 1 @ the amount it had been.Update Encumbrance Dates

Spreadsheet indicates 33 Position DatesSet Up of 33 Suffix summer positionNew - AAHIRHR Creates Job Record - Active 6/16Verify the Eclass is CD or CESummer position is hourly onlyVerify the Table is CHHourly have No Default PayRemove if necessaryEncumber start as of 7/1 end 8/15Set Up of 33 Suffix summer positionReappoint BREAPActivate Position as 6/16Verify Rate and Step Match the Most Current 00 Suffix RecordWhen putting the 00 suffix on leave check the Rate and Step match the spreadsheet, make note of update if differentEncumber start as of 7/1 end 8/15End Position as 8/15 2 month positions only for benefit purposesChanges are made on a Job Change FormWould indicate the 33 suffix positionAre not all 1 FTE positions, could be change to appointment percentShould be made on both the 00 and 33 suffix positionsHR should do a form for each positionPay increases that would continue must be reflected on 00 position as well as summer position

Job Changes on the 33 Suffix position

Remove future term date on record and add this term date employee has termed job earlyWould the 00 job term also, have its own form, so it may still come back as planned???16UnClassified EmployeesUnclassified position MatrixUnclassified Employee PaymentsCategoryUnclassified SalaryAcademic WageSummer SessionOtherTeaching ResearchNon-TeachingAcademic WageTeachingNon-TeachingStipendOverload PaySabbaticalPositionC1xxxxC1xxxxC25xxx - Sal C27xxx - HrlyC29xxx - Sal C24xxx - HrlyC28xxx - Sal C26xxx - HrlyC1xxxxC1xxxxC1xxxxSuffix0000000000770011Earn CodeSALSAL - In country RFA - Out of CountrySAL - Default OAP - HrlySUMSMNSTIOVP - Non-Inst. OVX Inst.SABAcct. Code1010210103 - Sal 10105 RFA1020910203102041010710202 - Non-Inst. 10201 - Inst.10123Emp. E-ClassUA, UB, UC, UD, UXUE, UF, UG, UH, UYUV - Sal, UW - HrlySame as Primary Pos.Same as Primary Pos.Same as Primary Pos.Same as Primary Pos.Same as Primary Pos.Job E-ClassUA, UB, UC, UD, UXUE, UF, UG, UH, UYUV - Sal, UW - HrlyUV - Sal, UW - HrlyUV - Sal, UW - HrlySame as Primary Pos.Same as Primary Pos.Same as Primary Pos.Pay ScheduleDefaultDefaultDefault/HourlyDefault/HourlyDefault/HourlyDefaultHourlyDefaultJob FormUnclassifiedUnclassifiedUnclassifiedSummer SessionSummer SessionJob Change StipendOverload Comp RequestLeave FormBenefitsPer E-ClassPer E-ClassIneligibleIneligibleIneligiblePer Primary Pos.Per Primary Pos.Per Primary Pos.Summer Session Appointments No Renewal SpreadsheetsJobs are put on leave and returned in fall by an upload done centrally

Summer positions for 9 month Employees

Appointment must be approved at Dean or Vice President levelSummer Session Appointments Positions only occur within time frame of June 16 Sept 15May vary in lengthMust include one Monday through Friday Dates indicated in the offer letter should include a work week. If work is preformed on a weekend start the position a week before and end it on that weekend.Summer session appointmentsTeaching PositionsC24 and C29 position numbersAccount code 10203Earn code SUM

Non-Teaching PositionsC26 and C28 position numbersAccount code 10204 Earn code SMNSummer session payment policyPaid through Time Entry OnlyYou will still request pay through central payrollIf first or term payment will be made as a manual (if after time entry)Central will enter the additional earnings in time entry the following month

Summer session payment policyPay must not exceed the Summer Maximum AmountSpecial Approval through Jeri Hemmers office is required if pay should exceed this amountExceptions are to be supported by research funds with approvalSummer session payment MaximumBoth Teaching and Non-Teaching appointments may only earn up to 2.5/9 of their Annual Salary amountExample: A 9 month employee with an annual wage is 30,600(30,600/9)x2.5 = 8,500 - maximum that employee can earn over summer.If there is more than one position they can only earn 8,500 between both of them

Here is what will be paid and the summer maximum25

You may have a hire and term for June, then one for July, then for August be sure all dont exceed max amount26

Banner Entry of Summer sessionYellow boxes what input in banner start and end date and Appt %Lump Sum Amount is salary amountArrows Vr correct Consistent to each other27

Banner Entry of Summer sessionAAHIR or BREAPLump Sum Amount is salary amountArrows Vr correct Consistent to each other28

Banner entry for Summer sessionEnter the Earn codes of SUM (teaching) or SMN (Non-Teaching) and the correct hours per pay for the appointment percent Yellow boxes what input in banner start and end date and Appt %Lump Sum Amount is salary amountArrows Vr correct Consistent to each other29Summer Session revisionsChanges can be made by a Summer Revised Job FormPaid through time entryDo not pay through a manual checkHOWEVER you will send pay changes to central payroll on a spreadsheet or pay requestThis will be verified by central and added to the following months time entry

Revised job formJust as you would process any other job form with an FTE change, pay change, date changesUpdate all corresponding data with that update (so Appt % and pay)Show original pay dist and new pay dist and difference either due or OPAYVr pay difference is correct check PHICHEKIf errors on original form it will flow through here Vr is correct.31

Summer Session revisionsJust as you would process any other job form with an FTE change, pay change, date changesUpdate all corresponding data with that update (so Appt % and pay)Vr pay difference is correct check PHICHEKIf errors on original form it will flow through here Vr is correct.32Summer Session JOB CancelingCanceling a Summer AppointmentResulting in employee receiving no payMake a copy of the Original Summer Job Hire form and write CANCELED across itRescan that into Nolij and send to PRPR shows job as termed as of start or record removesSummer Session Cancellations

Canceled

Summer Session Cancellations31-JUN-2010If Canceled then term at date it started or day before, now all OPAY to be collected. Use the last paid date so it does not auto pay in time entry.35

ERRORSCheck form is accurate Earn code and account code must go with position numberHand corrections here will not flow through onto change forms36Examples

EX 1 time frame 8/14 to 9/3 for $4,000 total pay

***you enter 5866.67 in JOBS to pay $400038

Change end date to 9/15 (remove end date or extend job)Change in FTE lower

Calc changes show OPAY of 330.43 on AugMore due in SeptIf processing in Aug the change will then pay right in Aug and Sept nowIf process in Sept it will be right but send OPAY to Central ASAP so can collect in TE39

Ex 28/1 to 9/15 at 28.69% with Lump pay $3259.5040

Now same timeframe8/1 to 9/15New FTENew pay increaseSo add to JOBS future months will pay right request add pay for prior monthsCentral will add prior month(s) in time entry41

Ex 2Same one revised againNow 100% $11,359.50

Again request additional, make updatesTiming if after Sept pay we will do as manual you may not be able to update recordTERM DATES Dont go beyond if not extending. NO OCT EFFECT DATES!42

EX 36/16 to 8/15 100% 17,373.95

43

ERROR?Ex 3OPAY is that correct?HR processed using only Sept to extend so changed whole job to only occur in SeptIs that what they meant???