Summer Session Job Forms, Pay, and Policy

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Summer Session Job Forms, Pay, and Policy




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Presentations text content in Summer Session Job Forms, Pay, and Policy

Slide1

Summer Session

Job Forms, Pay, and Policy

Slide2

Agenda

Classified Renewal Spreadsheets

What are they

How do you read it

Classified 33 Suffix Positions

Unclassified Summer Session Positions

Example Forms

Slide3

Classified Employees

Slide4

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

Slide5

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

Slide6

Renewal Spreadsheet

Slide7

11

Spreadsheet indicates leave Dates

Slide8

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

Slide9

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 month

Slide11

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

Slide12

Spreadsheet indicates 33 Position Dates

Slide13

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

Slide14

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

Slide15

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

Slide16

Slide17

UnClassified Employees

Slide18

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 level

Slide20

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 SMN

Slide22

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

Slide23

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

Slide24

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

Slide25

Slide26

Slide27

Banner Entry of Summer session

Slide28

Banner Entry of Summer session

Slide29

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 entry

Slide31

Revised job form

Slide32

Summer Session revisions

Slide33

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

Slide34

Summer Session Cancellations

Canceled

Slide35

Summer Session Cancellations

31-JUN-2010

Slide36

ERRORS

Slide37

Examples

Slide38

Slide39

Slide40

Slide41

Slide42

Slide43

Slide44

ERROR?

Slide45

Slide46


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