Job Forms, Pay, and Policy

 Classified Renewal Spreadsheets  What are they  How do you read it  Classified 33 Suffix Positions  Unclassified Summer Session Positions  Example Forms

Classified Employee Payments CategorySalaryHourlySummer PositionTemporary PositionC3xxxx C4xxxx Suffix Earn CodeREG SMNOCH Acct. Code Emp. E-ClassCA, CBCD, CECETS Job E-ClassCA, CBCD, CE Same as Primary Position TS Pay ScheduleDefaultHourly Job FormClassified Temporary BenefitsSick, Vac, Pers Ineligible

 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

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 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

 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 the amount it had been.

 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

 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 the amount it had been.  Update Encumbrance Dates

 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

 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

 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

Unclassified Employee Payments Category Unclassified SalaryAcademic WageSummer SessionOther Teaching Research Non- Teaching Academic WageTeachingNon-TeachingStipend Overload Pay Sabbatical PositionC1xxxx C25xxx - Sal C27xxx - Hrly C29xxx - Sal C24xxx - Hrly C28xxx - Sal C26xxx - Hrly C1xxxx Suffix Earn CodeSAL SAL - In country RFA - Out of Country SAL - Default OAP - Hrly SUMSMNSTI OVP - Non- Inst. OVX – Inst. SAB Acct. Code Sal – RFA Non- Inst Inst Emp. E-Class UA, UB, UC, UD, UX UE, UF, UG, UH, UY UV - Sal, UW - Hrly Same as Primary Pos. Job E-Class UA, UB, UC, UD, UX UE, UF, UG, UH, UY UV - Sal, UW - Hrly Same as Primary Pos. Pay ScheduleDefault Default/Hourly DefaultHourlyDefault Job FormUnclassified Summer Session Job Change Stipend Overload Comp Request Leave Form BenefitsPer E-Class Ineligible Per Primary Pos. Per Primary Pos.

 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

 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.

 Teaching Positions  C24 and C29 position numbers  Account code  Earn code SUM  Non-Teaching Positions  C26 and C28 position numbers  Account code  Earn code SMN

 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

 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

 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

Enter the Earn codes of SUM (teaching) or SMN (Non- Teaching) and the correct hours per pay for the appointment percent

 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

 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

31-JUN-2010