1. Liberal Arts Payroll Process
Graduate Student/Limited-term Lecturer

2. CLA Employment Center claemploymentcenter@purdue. edu Hours: 8 a. m
CLA Employment Center Hours: 8 a.m. – 12:00 a.m. and 1 p.m. – 4:00 p.m.
Nina Wilson – Account Clerk STON 333A
Theresa Wagner Account Assistant BRNG 1274A

3. Important Dates Monthly Payroll BW Payroll (Dec)
10/30/17-Spring 2018 spreadsheets sent to departments
12/01/17- Spreadsheets due back to Payroll
Monthly Payroll
11/10/17 – PA forms MO 11 due (5:00)
11/15/17 – CD MO 11 complete by 5:00
11/20/17 – Monthly payroll write
12/07/17- PA forms MO 12 due (5:00)
12/13/17- CD MO 12 complete by 5:00
12/15/17- Monthly Payroll Write
BW Payroll (Dec)
12/18/17- BW1 (12/11-12/24) timecards due to Payroll (estimate time through 12/24) due to Winter recess and holiday 12/21/17- BW payroll writes *Please note that the dates and possibly university procedures are subject to change based upon HCM project. EC has been told to hold offer letters for LTLs and fellowship forms until December.

4. 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 or 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.
Students who graduate in December should not continue to work in a student position. A temporary position must be set up.

5. 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 xxx000
LEGAL NAME
PUID NUMBER xxxxx-xxxxx
FTE
MONTHLY RATE
ADDITIONAL APPOINTMENTS
FUND
COST CENTER ORDER NUMBER
COMMENTS
LAST NAME
FIRST NAME
Duck
Donald
0.25
796.89
DSNY 200
Mouse
Mickey
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
RESEARCH
0.50
1,700.00
John Smith
Mouse
Minnie
A/P
0.25
950.00
Jane Jones

6. 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.
If the student is new to the university (never worked for Purdue) put NEW under the “NEW” column.
From drop down box select FTE.
Add monthly rate for every student. (This is especially important due to departments not having the same rates)
In Comments column add course number student is teaching and any additional comments.
Save and 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.

7. Other Graduate Assignment Spreadsheet
Graduate research and graduate administrative/professional appointments are for non-instructional related duties.
Fellowships should also be added ONLY if something is to change for the Spring 2018 semester. An went out earlier with Fellow information but submitting changes on the form will assure everything is done.
Add student’s LEGAL name and PUID for only students being paid by your department.
If the student is new to the university (never worked for Purdue) please put “NEW” under the new column.
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 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 (including PRF Research grant students) MUST be added to department business office liaison’s individual Employment Center spreadsheet – no longer accepted on Fall/Spring AY grad list.

8. Limited-term Lecturer Information
2017/18 Limited-term Lecturer pay scale located at
Department will prepare and limited-term lecturer offer letter to the CLA Employment Center along with a copy of their vita (new limited-term lecturers only or if there are significant changes). The CLA Employment Center will prepare contract (if necessary). Approved letter and contract (if applicable) will be returned to department for printing and routing for signatures. Deans signature will be obtained once it is returned to CLA. Offer letter template is located at
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).
If a returning LTL, contract with shortened offer letter would be needed. If not employed as a LTL in Fall 2017 semester, a full fledged offer letter would be needed.

9. 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 xxx000
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
Reappointment
Routing for signatures
0.50
7,410.00
DSNY 525
Pan
Peter
New
International
Routing for approval
0.25
3,410.00
DSNY 500
White
Snow
Approved
3,000.00
DSNY 300

10. 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. Form 13 is needed for new hires.
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 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.

11. Process After Cut-Off
Once the deadline for submitting spreadsheets has passed please submit changes in either of the following manners:
Cut and paste the lines you want to change into a blank spreadsheet. (Please do not resend complete list.) or send through .
Send or spreadsheet to Department BO.
Department business office will review for fund/cost center and teaching allocation limit.
Department business office will forward to CLA Employment Center.
If making changes through
Please use the subject line “Spring payroll change- (department name)” ( That will make it easy for us to find in the if we need to go back and look for the information)

12. 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. Form located at

13. Helpful Links CLA Business Office Website is located at
CLA Employment Center information located at
Graduate Student Employment and Fellowship Manuals