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 ID: 739710
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Slide1
Summer Session
Job Forms, Pay, and PolicySlide2
Agenda
Classified Renewal Spreadsheets
What are they
How do you read it
Classified 33 Suffix Positions
Unclassified Summer Session Positions
Example FormsSlide3
Classified EmployeesSlide4
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
IneligibleSlide5
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 NBAJOBSSlide6
Renewal SpreadsheetSlide7
11
Spreadsheet indicates leave DatesSlide8
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 monthSlide9
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.Slide10
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 monthSlide11
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 DatesSlide12
Spreadsheet indicates 33 Position DatesSlide13
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 8/15Slide14
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 purposesSlide15
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 positionSlide16Slide17
UnClassified EmployeesSlide18
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
SAL
SAL - 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-Class
UA, UB, UC, UD, UX
UE, UF, UG, UH, UY
UV - Sal,
UW - Hrly
Same as
Primary Pos.
Same as
Primary Pos.
Same as Primary Pos.
Same as Primary Pos.
Same as Primary Pos.
Job E-Class
UA, UB, UC, UD, UX
UE, UF, UG, UH, UY
UV - Sal,
UW - Hrly
UV - Sal,
UW - Hrly
UV - Sal,
UW - Hrly
Same 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 Request
Leave Form
Benefits
Per E-Class
Per E-Class
Ineligible
Ineligible
Ineligible
Per Primary Pos.
Per Primary Pos.
Per
Primary
Pos.Slide19
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 levelSlide20
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.Slide21
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 SMNSlide22
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 monthSlide23
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 approvalSlide24
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 themSlide25Slide26Slide27
Banner Entry of Summer sessionSlide28
Banner Entry of Summer sessionSlide29
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 Slide30
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 entrySlide31
Revised job formSlide32
Summer Session revisionsSlide33
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 removesSlide34
Summer Session Cancellations
CanceledSlide35
Summer Session Cancellations
31-JUN-2010Slide36
ERRORSSlide37
ExamplesSlide38Slide39Slide40Slide41Slide42Slide43Slide44
ERROR?Slide45