SUMMER SESSIONJob Forms, Pay, and Policy

AGENDA

Classified Renewal Spreadsheets What are they How do you read it

Classified 33 Suffix Positions Unclassified Summer Session

Positions Example Forms

CLASSIFIED EMPLOYEES

CLASSIFIED POSITION MATRIX

Classified Employee Payments

Category Salary Hourly Summer Position Temporary

Position C3xxxx C3xxxx C3xxxx C4xxxx

Suffix 00 00 33 00

Earn Code REG REG SMN OCH

Acct. Code 10301 10301 10301 10410

Emp. E-Class CA, CB CD, CE CE TS

Job E-Class CA, CB CD, CE Same as Primary Position TS

Pay Schedule Default Hourly Hourly Hourly

Job Form Classified Classified Classified Temporary

Benefits Sick, Vac, Pers Sick, Vac, Pers Sick, Vac, Pers Ineligible

RENEWAL SPREADSHEETS

Created 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

11

SPREADSHEET INDICATES LEAVE DATES

SALARIED 00 SUFFIX POSITION – CA OR CB

Put Position on Leave

Use Reason Code - CAYLV - Summer leave begins Change default pay to 0.00 in

units/hours If the employee has FDP – Enter an End

as of Date as the first of the following month

End date furlough – Enter an End as of Date as the first of the following month

SALARIED 00 SUFFIX POSITION – CA OR CB

Bring Position Back from Leave Return 9/16

Use Reason Code CAYRT - Summer leave ends Change default pay back to the hours

for that FTE If 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 CE

Put Position on Leave

Use Reason Code – CAYLV - Summer leave begins Hourly have no default pay to stop If the employee has FDP – Enter an End

as of Date as the first of the following month

HOURLY 00 SUFFIX POSITIONS – CD OR CE

Bring Position Back from Leave Return 8/16

Spreadsheet should return 00 position on 8/16 not 9/16 for benefits purposes

Use Reason Code – CAYRT - Summer leave ends If 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 DATES

SET UP OF 33 SUFFIX SUMMER POSITION

New - AAHIR HR Creates Job Record - Active 6/16 Verify the Eclass is CD or CE

Summer position is hourly only Verify the Table is CH Hourly have No Default Pay

Remove if necessary Encumber – start as of 7/1 end 8/15

SET UP OF 33 SUFFIX SUMMER POSITION

Reappoint – BREAP Activate Position as 6/16 Verify Rate and Step Match the Most

Current 00 Suffix Record When putting the 00 suffix on leave check the Rate and Step match the spreadsheet, make note of update if different

Encumber – start as of 7/1 end 8/15 End Position as 8/15

2 month positions only for benefit purposes

Changes are made on a Job Change Form Would indicate the 33 suffix position

Are not all 1 FTE positions, could be change to appointment percent

Should be made on both the 00 and 33 suffix positions HR should do a form for each position Pay increases that would continue must

be reflected on 00 position as well as summer position

JOB CHANGES ON THE 33 SUFFIX POSITION

UNCLASSIFIED EMPLOYEES

UNCLASSIFIED POSITION MATRIX

Unclassified Employee Payments

Category

Unclassified Salary Academic Wage Summer Session Other

Teaching Research

Non-Teaching Academic Wage Teaching Non-Teaching Stipend Overload

Pay Sabbatical

Position C1xxxx C1xxxx C25xxx - Sal C27xxx - Hrly

C29xxx - Sal C24xxx - Hrly

C28xxx - Sal C26xxx - Hrly C1xxxx C1xxxx C1xxxx

Suffix 00 00 00 00 00 77 00 11

Earn Code SALSAL - In

country RFA - Out of

Country

SAL - Default OAP - Hrly SUM SMN STI

OVP - Non-Inst. OVX – Inst.

SAB

Acct. Code 10102 10103 - Sal 10105 – RFA 10209 10203 10204 10107

10202 - Non-Inst.

10201 - Inst.10123

Emp. E-ClassUA, UB, UC, UD, UX

UE, UF, UG, UH, UY UV - 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, UX

UE, UF, UG, UH, UY UV - Sal,

UW - HrlyUV - Sal,

UW - HrlyUV - Sal,

UW - HrlySame as

Primary Pos.Same as

Primary Pos.Same as

Primary Pos.

Pay Schedule Default Default Default/Hourly Default/Hourly Default/Hourly Default Hourly Default

Job Form Unclassified Unclassified Unclassified Summer Session Summer Session Job Change Stipend

Overload Comp

RequestLeave Form

Benefits Per E-Class Per E-Class Ineligible Ineligible Ineligible Per Primary Pos.

Per Primary Pos.

Per Primary Pos.

SUMMER SESSION APPOINTMENTS

No Renewal Spreadsheets Jobs 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 level

SUMMER SESSION APPOINTMENTS

Positions only occur within time frame of June 16 – Sept 15 May vary in length Must 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 APPOINTMENTS

Teaching Positions C24 and C29 position numbers Account code 10203 Earn code SUM

Non-Teaching Positions C26 and C28 position numbers Account code 10204 Earn code SMN

SUMMER SESSION PAYMENT POLICY

Paid through Time Entry Only You will still request pay through central

payroll If 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 POLICY

Pay must not exceed the Summer Maximum Amount Special Approval through Jeri

Hemmer’s office is required if pay should exceed this amount

Exceptions are to be supported by research funds with approval

SUMMER SESSION PAYMENT MAXIMUM

Both Teaching and Non-Teaching appointments may only earn up to 2.5/9 of their Annual Salary amount Example: 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

BANNER ENTRY OF SUMMER SESSION

BANNER ENTRY OF SUMMER SESSION

BANNER ENTRY FOR SUMMER SESSION

Enter the Earn codes of SUM (teaching) or SMN (Non-Teaching) and the correct hours per pay for the appointment percent

SUMMER SESSION REVISIONS

Changes can be made by a Summer Revised Job Form

Paid through time entry Do not pay through a manual check HOWEVER – you will send pay changes

to central payroll on a spreadsheet or pay request This will be verified by central and added to the following months time entry

REVISED JOB FORM

SUMMER SESSION REVISIONS

SUMMER SESSION JOB CANCELING

Canceling a Summer Appointment Resulting in employee receiving no pay Make a copy of the Original Summer Job

Hire form and write “CANCELED” across it

Rescan that into Nolij and send to PR PR shows job as termed as of start or

record removes

SUMMER SESSION CANCELLATIONS

Canceled

SUMMER SESSION CANCELLATIONS

31-JUN-2010

ERRORS

EXAMPLES

ERROR?