Summer Session

1. Job Forms, Pay, and Policy Summer Session

2. Classified Renewal Spreadsheets • What are they • How do you read it • Classified 33 Suffix Positions • Unclassified Summer Session Positions • Example Forms Agenda

3. Classified Employees

4. Classified position matrix

5. 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 Spreadsheets

6. Renewal Spreadsheet

7. Spreadsheet indicates leave Dates 11

8. 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

9. 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. Salaried 00 Suffix position – CA or CB

10. 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

11. 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 Hourly 00 suffix positions – CD or CE

12. Spreadsheet indicates 33 Position Dates

13. 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

14. 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 Set Up of 33 Suffix summer position

15. 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

17. UnClassified Employees

18. Unclassified position Matrix

19. 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

20. 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

21. 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 appointments

22. 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

23. 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 policy

24. 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 Summer session payment Maximum

27. Banner Entry of Summer session

28. Banner Entry of Summer session

29. 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

30. 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 Summer Session revisions

31. Revised job form

32. Summer Session revisions

33. 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 JOB Canceling

34. Summer Session Cancellations Canceled

35. Summer Session Cancellations 31-JUN-2010

36. ERRORS

37. Examples

44. ERROR?