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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?