Liberal Arts Payroll Process Graduate Student/Limited-term Lecturer

CLA Employment Center claemploymentcenter@purdue. edu Hours: 8 a. m CLA Employment Center claemploymentcenter@purdue.edu Hours: 8 a.m. – 11:30 a.m. and 1 p.m. – 4:00 p.m. Nina Wilson – 43654 Account Clerk BRNG 1131 nroark@purdue.edu Theresa Wagner - 43656 Account Assistant BRNG 1274A tlwagner@purdue.edu

Graduate Student Information Individuals appointed to a graduate staff classification or a graduate fellowship must be formally admitted to a degree-seeking program or teacher license program. Graduate students must be registered for a minimum of three course or research hours at 50000 or 60000 level. Fellows must be registered as a full-time student (8 hours fall and spring and 6 hours summer session). Fellows who hold a Graduate School Fellowship can only hold an additional .25 FTE appointment. Fellows who hold an external Sponsored Fellowship can only hold an additional appointment after receiving approval from the Graduate School. If student is registered for less than 4 credit hours they will not be exempt from having social security and medicare taxes being withheld. Students not admitted or registered must register immediately or be removed from grad appointment or fellowship. International students limited to .50 FTE when classes are in session. During summer session international students may hold appointment over .50 FTE as long as they aren’t registered in the session they are receiving payment.

Graduate Appointment Spreadsheets GRADUATE TEACHING ASSIGNMENTS Graduate Teaching Assistants and Graduate Lecturers ONLY For appointments effective Fall 2016 (8/15/16) only Department: Disneyworld   Date prepared: GLAY or GLFY- graduate lecturer (student must have passed preliminary exam and be classified as doctoral candidate to be appointed as a grad lecturer) Department Schedule Deputy / Grad Secretary Completes Business Office Completes Only If Account Charged Isn't 21010000 4017xxx000 LEGAL NAME PUID NUMBER xxxxx-xxxxx FTE MONTHLY RATE ADDITIONAL APPOINTMENTS FUND COST CENTER ORDER NUMBER COMMENTS LAST NAME FIRST NAME Duck Donald 00123-45678 0.25 796.89 DSNY 200 Mouse Mickey 00987-65432 0.50 1,593.89 DSNY 450 OTHER GRADUATE ASSIGNMENTS Graduate Research Assistants and Graduate Administrative/Professional Academic year appointments effective Fall 2016 (8/15/16) Department: Disneyworld   Date prepared: POSITION: Research Assistant; A/P (Administrative/Professional) Department Schedule Deputy / Grad Secretary Completes Business Office Completes LEGAL NAME PUID NUMBER xxxxx-xxxxx POSITION FTE MONTHLY RATE SUPERVISOR (REQUIRED) ADDITIONAL APPOINTMENTS FUND COST CENTER ORDER NUMBER COMMENTS LAST NAME FIRST NAME Duck Daisy 00924-37521 RESEARCH 0.50 1,700.00 John Smith Mouse Minnie 00542-37513 A/P 0.25 950.00 Jane Jones

Graduate Teaching Assignment Spreadsheet Graduate students with instructional related duties only. Add student’s LEGAL name and PUID only for students being paid by your department. From drop down box select FTE. Add monthly rate for every student. In Comments column add course number student is teaching and any additional comments. Save and e-mail spreadsheet to department business office. Department business will review for fund/cost center and teaching allocation limit. Department business office will forward to CLA Employment Center.

Other Graduate Assignment Spreadsheet Graduate research and graduate administrative/professional appointments are for non-instructional related duties. Add student’s LEGAL name and PUID for only students being paid by your department. From drop down box select type of position (research or A/P). From drop down box select FTE. Add monthly rate for every student. Add REQUIRED supervisor name for every student. Save and e-mail spreadsheet to department business office. Department business office MUST add fund/cost center for every student. Department business office will forward to CLA Employment Center. FY “Other Graduate Assignment” appointments MUST be added to department business office liaison’s individual Employment Center spreadsheet – no longer accepted on Fall/Spring AY grad list.

Grad Student Process After Cut-Off Once the deadline for submitting spreadsheets has passed please submit changes in the following manner: Complete new spreadsheet with changes. Save and e-mail information to department business office. Department business office will review for fund/cost center and teaching allocation limit. Department business office will forward to CLA Employment Center and title the subject line as follows: Department name and spreadsheet #.

Limited-term Lecturer Information 2018/19 Limited-term Lecturer pay scale located. Pay scale is on CLA Employment Center webpage. Department will prepare and e-mail limited-term lecturer offer letter to the CLA Employment Center along with a copy of their vita if a new hire. (Shortened offer letter can be done with a contract for continuing lecturers). The CLA Employment Center will prepare contract (if necessary). Offer letter template is located on our website under business office and faculty and staff resources. Limited-term lecturer appointments are limited to one semester at a time. Limited-term lecturers may not be employed (in all University limited-term lecturer appointments) for more than six continuous academic-year semesters at .50 FTE or greater without prior Provost approval. If currently a grad student offer letter must include contingency if student does not graduate at end of current semester or must include a copy of Thesis Deposit Receipt from Graduate School or proof of graduation (diploma or transcript).

Limited-term Lecturer Spreadsheet For appointments effective Fall 2016 (8/15/16) only Department: Disneyworld   Date prepared: Department Schedule Deputy / Secretary Completes Business Office Completes Only If Account Charged Isn't 21010000 4017xxx000 LEGAL NAME PUID NUMBER xxxxx-xxxxx APPOINTMENT CITIZENSHIP FOR NEW LTLs ONLY OFFER LETTER AND CONTRACT OVERLOAD MEMO FTE CASH PAY ADDITIONAL APPOINTMENTS FUND COST CENTER ORDER NUMBER LAST NAME FIRST NAME Comments Pooh Winnie 56789-12345 Reappointment Routing for signatures 0.50 7,410.00 DSNY 525 Pan Peter 02468-13579 New International Routing for approval 0.25 3,410.00 DSNY 500 White Snow 34789-12563 Approved 3,000.00 DSNY 300

Limited-term Lecturer (LTL) Spreadsheet Add LEGAL name and PUID (if known) for LTLs being paid by your department. From drop down box select type of appointment. From drop down box select citizenship for NEW LTLs only. From drop down box select status of offer letter and contract. IF appointment will be paid as an OVERLOAD from drop down box select status of overload memo. Add FTE, cash pay, course number, and any additional comments. Save and e-mail spreadsheet to department business office. Department business office will review for fund/cost center and teaching allocation limit. Department business office will forward to CLA Employment Center.

Limited-term Lecturer Process After Cut-Off Once the deadline for submitting spreadsheets has passed please submit changes in the following manner: Put in an email the information that is requested on the spreadsheet: last name, first name, Purdue ID etc. Save and e-mail spreadsheet to department business office. Department business office will review for fund/cost center and teaching allocation limit. Department business office will e-mail approval back to department contact. Department contact will e-mail offer letter and vita (if applicable) after business office approval has been obtained.

Request and Leave Action for Sabbatical, Research/Instructional/Engagement Travel, Outside Activity Leave or Change in Duty Station If graduate student or limited-term lecturer lives outside of the Lafayette, Indiana area and WILL NOT work on the West Lafayette campus they MUST complete a Request and Leave Action for Sabbatical, Research/Instructional/Engagement Travel, Outside Activity Leave or Change in Duty Station Form.

Helpful Links CLA Business Office Website is located at https://www.cla.purdue.edu/business-office/ CLA Employment Center information located at https://www.cla.purdue.edu/business-office/facstaff/CLA%20Employment%20Center.html Graduate Staff Employment Manual is located at https://www.purdue.edu/gradschool/documents/gpo/graduate-student-employment-manual.pdf Graduate School Fellowship Manual is located at https://www.purdue.edu/gradschool/documents/funding/fellowships/fellows-manual.pdf