Academic PAFs August 1-9, 2011 Bonnie Emrick

1. Academic PAFs August 1-9, 2011 Bonnie Emrick

2. Today’s Agenda • Academic Personnel Types • MOU • New PAF • PAF Completion • New Chart of Accounts (COA) • Extended Programs • ePAFs Feel free to ask questions at any time during this discussion.

3. Academic Personnel Types • Faculty Members (FA) • Instructors, Assistant Professors, Associate Professors, Professors • Members of the EMU-AAUP Bargaining Unit • Full-Time Lecturers (LE) • Received a 1 or 2 year full-time (100%) base academic year teaching or library appointment • Members of the EMU-FT Bargaining Unit • Adjunct Lecturers (LL) • Part-time employees • Members of the EMU-FT Bargaining Unit (separate contract from LEs) • Administrators in the Division of Academic Affairs (AP) • Deans, Assistant/Associate Deans, Department Heads, School Directors, etc. • Visiting Faculty (VF) • Special one-year assignments • Adjunct Faculty (ADFA) • “…individuals whose work with a University department significantly advances the academic mission of that department. Adjunct faculty are not employees of the University by virtue of this courtesy appointment, nor are they compensated by virtue of the appointment. The provost and vice president for academic affairs is responsible for the approval of adjunct appointments upon recommendation of the departmental faculty, department head and dean.” BOR Policy 3.5.5

4. Faculty (FA) • PAFs for Faculty departmental overloads must include a Memorandum of Understanding (MOU) created by AHR and approved by both AHR and the AAUP. This is for Fa/Wi as well as Sp/Su.

5. Faculty (cont’d) • Calculating Sp/Su % appt based on $ • Example: Grant gives FA (whose base salary is $80,000) $3,000 for spring. 3000/80000=.0375/.2=.1875 (19%)

6. Faculty (cont’d) • Calculating Sp/Su $ based on credit hour • Example: FA (whose base salary is $80,000) is teaching 4 credit course for spring. 80000*.2=16,000/6=2,666.67 (This gives you a per-credit amount.) 2,666.67*4= $10,666.68

7. Faculty (cont’d) Account Codes (ACCT on PAF) Fa/Wi 1010 Sp 1030 Su 1020 OVLD (Fa/Wi) 1050 Sabbatical 1070 Action Codes (BANNER ACTION CODE on PAF) OVERLOAD ……………………………………..… OVLD SPLIT APPOINTMENT ………………….……….. SPL SPLIT CE APPOINTMENT……………………….. SPLCE END SPLIT APPOINTMENT……………..………. ESA RETURN FROM SABBATICAL………………….. RSB SABBATICAL (1 SEMESTER)…………………… LSAB1 SABBATICAL (2 SEMESTER)…………………… LSAB2 PAY DEGREE EARNED (PHD FOR FACULTY). PDEG HIRE FACULTY/FULL TIME LECTURER SPRING... HFSP HIRE FACULTY/FULL TIME LECTURER SUMMER.. HFSU CHANGE TO FUND/ORG/ACCT/PROG …….… CFOAP PAY ADJUSTMENT ……….………………….…. PADJ CHANGE % OF APPOINTMENT ………………. CPA TERMINATE: APPOINTMENT CANCELLED … TAC TERMINATE: PERSONAL ……………………… TPR TERMINATE: RETIREMENT …………………… TRT TERMINATE: DECEASED………………………. TDE

8. Full-Time Lecturers (LE) • A PAF needs to be created for every Full-Time Lecturer at the beginning of fall. (RLE) This PAF does not have an end date. • LEs do not have OVLDs in Sp/Su.

9. Full-Time Lecturers (cont’d) Account Codes (ACCT on PAF) Fa/Wi 1100 Sp /Su 1110 OVLD 1130 Action Codes (BANNER ACTION CODE on PAF) OVERLOAD ……………………………………..… OVLD REAPPOINTMENT(FULL TIME LECT)…….…… RLE SPLIT APPOINTMENT ………………….……….. SPL SPLIT CE APPOINTMENT……………………….. SPLCE END SPLIT APPOINTMENT……………..………. ESA HIRE FACULTY/FULL TIME LECTURER SPRING HFSP HIRE FACULTY/FULL TIME LECTURER SUMMER HFSU CHANGE TO FUND/ORG/ACCT/PROG …….… CFOAP PAY ADJUSTMENT ……….………………….…. PADJ CHANGE % OF APPOINTMENT ………………. CPA TERMINATE: APPOINTMENT CANCELLED … TAC TERMINATE: PERSONAL ……………………… TPR TERMINATE: RETIREMENT …………………… TRT TERMINATE: NON-REAPPOINTMENT ………. TNR TERMINATE: DECEASED………………………. TDE

10. Adjunct Lecturers (LL) No Adjunct can be appointed for two consecutive semesters at 100%. This includes the combination of all assignments the person has been given for the semester (i.e. home department, additional departments, and EP). (footnote ¹, pg. 8 EMU-FT Contract) When creating a PAF for a new hire Adjunct, use “A” and the last 5 digits of his/her E# as the Position Control Number (PCN). If the person does not yet have an E#, leave the PCN blank. For directions on how to activate someone as the instructor of record (and for them to receive a faculty tab in their my.emich account), you need to contact Records and Registration. 10

11. Adjunct Lecturers (cont’d) All Adjunct appointments must be listed separately. All PAFs for Adjuncts must be accompanied by a signed offer letter. May see different codes for non-bargaining unit (NBU) adjuncts. 11

12. Adjunct Lecturers (cont’d) Account Codes (ACCT on PAF) Fa/Wi 1140 Sp/Su 1150 Action Codes (BANNER ACTION CODE on PAF) NEW HIRE ADJUNCT LECTURER ………….... HLL REHIRE (ADJUNCT) ……………………………. RHR CHANGE TO FUND/ORG/ACCT/PROG ……… CFOAP PAY ADJUSTMENT ……….………………….…. PADJ CHANGE % OF APPOINTMENT ………………. CPA TERMINATE: APPOINTMENT CANCELLED … TAC TERMINATE: PERSONAL ……………………… TPR TERMINATE: DECEASED………………………. TDE

13. Memorandum of Understanding (MOU) • An MOU is an agreement between the University and the Union regarding an issue that is not addressed in the contract. • MOUs are most commonly done for the compensation agreement for Faculty departmental overloads. • If the amount is anything other than $1,550/cr hour, rationale must be attached and signed by the Department Head/School Director and Dean and sent to AVP of AHR for final approval. • An MOU request form is completed by the department and sent to Loretta (AHR); MOU is created by AHR; AVP of AHR signs the MOU; MOU is faxed to the EMU-AAUP for signature; EMU-AAUP signs the MOU and faxes it to AHR; AHR faxes the MOU to Dept for FA signature; FA signs the MOU and gives to the Dept; Dept faxes MOU to Loretta (AHR) so that she can fax it to the EMU-AAUP to complete the MOU file; Dept creates PAF and sends PAF with MOU attached for PAF routing. • No MOU is required for EP overloads.

14. MOU (cont’d)

15. New PAF Highlighted areas are new additions to the PAF. (Removed PCN from hand-written portion; and removed gender, ethnicity, birthdate, current hire date, and grade from pre-printed portion)

16. New Blank PAF

17. PAF Basics • Use clean PAFs rather than a copy of a copy. • If you don’t have a clean PAF: • If the person is currently active (getting paid), you can e-mail Bonnie the person’s E# to get a clean PAF. • If the person is not currently active, you need to create a new, blank PAF. • PAFs that are created by AHR include: • New hire full-time employees’ (LE, FA, VF, AP). You will receive a copy of the PAF after it has been entered. • Return to Faculty PAFs after we have received the letter agreeing to terms of the appointment. • Leave of Absence PAFs as well as those returning them from these leaves. • Plan C PAFs. If someone works on a different org during a Plan C, contact Bonnie to create the needed paperwork. • Do not use decimals in percentages. • OVLD appointments must be listed on separate lines on the PAF. • The % of appointment for an overload should be calculated the same as any other appointment. • Applied Music instruction must be listed separately based on # of majors & minors. • The PAF does not have a space for comments from departments. Please do not put your comments in the space for AHR/Budget use only. • Any questions or concerns regarding PAFs or payment from a PAF, call AHR, not Payroll. Entry is done here and can only be corrected here.

18. Payroll Calendar http://www.emich.edu/finserv/payroll/cal.htm

19. PAF Routing • In general, PAFs should be routed in the order of signature lines (from top to bottom) listed on the PAF. Only exception is Provost’s Office. • All funds that begin with R, C, or D need to have the signatures of the Project Director then Grants Accounting. • For split PAFs: • the “split” Department Head should sign on the line for the Project Director and • only the Dean in the home college needs to sign, but your Dean may require otherwise, so please check with them.

20. End Split Appointment (ESA) • Why do we need to do an ESA PAF? • A very good guideline would be to process the ESA PAF at the same time as the split (or split EP). • EP Part-of-Load • Release Time • Grants • Faculty Research Fellowship • ESA vs. CFOAP • An ESA is used when the person was previously on a SPL or SPLCE.

21. Superseding • A superseding PAF means that you are completely voiding a previously submitted PAF. • Be sure to indicate that the PAF is superseding by checking the box. • Make sure you identify the PAF you are voiding by writing the date requested (of the original PAF) on the line by the superseding box that you checked.

22. Chart of Accounts (COA) • No more Account Codes for Extended Programs • Location Codes added to FOAPAL • Programs numbers are 2 digits

23. FGIBDST • To look up FOAP information and budget balances.

24. Extended Programs • Section Approval Form (saf.emich.edu) • Resources (http://extended.emich.edu/faculty/resources.aspx) • Academic Year 2011-2012 EP Pay Rates • LL rate is $ 1,125 *pending contract ratification • FA rate is $ 1,550 • LE rate is $ 1,200 • Faculty have first right of refusal for teaching EP courses. • All Faculty and Lecturer overloads and Adjunct appointments do not receive compensation on the first pay of the semester. • No MOU is required for EP overloads. • EP confirmation letters must be given to all employees who are teaching any EP course; these can be printed via the online EP system.

25. Extended Programs(cont’d) List all EP appointments separately on the PAF. “EP” should be listed in the Department column on the PAF when it is for an EP course. Minimum enrollment Graduate Course- 10 Undergraduate Course- 15 Note that processing of online courses may be changing in the future. 25

26. ePAFs… Coming Soon!

27. Questions? Thank you! Bonnie Emrick bemrick@emich.edu 487.0076