HR FUNdamentals

1. HR FUNdamentals Hiring Graduates for Summer 2014

2. Hiring Graduates for Summer Session Teaching Presented by Maya Bronston and Renee Lineback

3. Reason for change • ALL summer teaching expense is deferred to next FY regardless of when worked (ie May or June) • Epafs (electronic personnel action form) using graduate position numbers have complicated the deferment process • New process will be more efficient, fewer errors in deferral of funding

4. Graduate Assistantship Agreement Form

6. Grad Summer Appointment • 10 Hours/ Week Min • 40 Hours/Week Max • GSAs can be registered for 0-5 credits if continuing from spring semester • No summer exceptions for Graduate Assistant Tuition Award (GATA)

7. Basic Facts for Grads • Start dates: 5/1, 6/1, 7/1, 8/1 • End dates: 5/31, 6/30, 7/31, 8/31 • May and August can overlap with Fall & Spring appointments

8. Teaching vs Research Summer Teaching Grad Summer Research Grad Position # = 4Dpool-01 Epaf approval category: Summer Grad Research Assistant Title < 6 credits – “GSA-# hours” 6+ credits – “GRA-# hours” Reg Rate = monthly rate Timesheet org - 4xxxxx Account code – 61127 No Maya on epaf • Position # = 4Xpool-GT • Epaf approval category: Summer Session Grad Teaching Asst • Title • < 6 credits – “GSA-# hours” • 6+ credits – “GTA-#hours” • Reg Rate = monthly rate • Timesheet org - 4xxxxx • Account code – 61130 • Maya on epaf as FYI

9. Starting the epaf

10. Make the position

11. Save the epaf

12. Complete job detail info

13. Enter the funding

14. Enter end date

15. Fill in routing

16. Save & Submit

18. Summer SessionforTenure/Non-tenure tract Faculty Presented by Renee Lineback

19. Why Summer Session Appointments are unique • State funded summer session teaching expenses are budgeted in next FY. June and July payroll expenses are deferred to the next FY. • Montana Board of Regent’s Policy 802.3 • The maximum salary reimbursement for a full summer assignment for contracted summer session teaching personnel shall not exceed two-ninths (2/9) of the academic year salary…

20. Terminology SSA: Summer Session Appointment SSC: Summer Session Contract LOA: Letter of Appointment EPAF: Electronic Personnel Action Form MOU: Memorandum of Understanding FY: Fiscal Year AY: Academic Year TT Faculty: Tenure Track Faculty NTT Faculty: Non Tenure Track Faculty

21. Distributed to Departments • Summer Session Form • Summer Session Appointments on the front • Summer Session Contracts on the reverse • Summer Session Funding Authorization Form • Use for summer session appointments not applicable for the SSA form • Summer Session Procedures and Guidelines

22. Summer Session Form SSA

23. Summer Session Form SSC

24. SSA form Section review • Pre printed with info from NBAJOBS • Current Faculty and Base Salary at 1 FTE

25. Section A- Teaching • Payments will be deferred to next FY • State funding only not to exceed 2/9 of base • TT and NTT faculty • TT and NTT faculty

26. Section B- Research • Tenurable Faculty –may appoint at 1/9 base if appointed in section A. • up to 3/9 if no other summer session appointment • Expensed in Fiscal year earned

27. Section C • Tenurable Faculty only • No Grant funding • Reported as Additional Compensation to OCHE

28. Section D • Department Head only • No Grant funding • Reported as Additional Compensation to OCHE

29. Totals, Contact Info and Approval section • Total may not exceed 3/9 of AY base

30. Contract Section • Employee and VP must sign • Replaces MOU

31. SSC replaces regular LOA

32. Do not use SSA if: • Teaching paid by OSP funds cannot be appointed on the SSA • Hire on LOA using 4ASUMR-00 • Submit SS Funding Authorization Form • NTT cannot be on SSA for Research • Hire on LOA using 4CSUMR-01 as position number • Submit SS Funding Authorization Form

33. Summer Session Funding Authorization Form

34. Please don’t hesitate to contact your payroll technician if you have any questions about the type of appointment your employee should be on.