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Job Forms, Pay, and Policy. Summer Session. Classified Renewal Spreadsheets What are they How do you read it Classified 33 Suffix Positions Unclassified Summer Session Positions Example Forms. Agenda. Classified Employees. Classified position matrix. Created Annually for Summer Session

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Summer Session

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Job Forms, Pay, and Policy

Summer Session


  • Classified Renewal Spreadsheets

    • What are they

    • How do you read it

  • Classified 33 Suffix Positions

  • Unclassified Summer Session Positions

  • Example Forms

Agenda


Classified Employees


Classified position matrix


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


Renewal Spreadsheet


Spreadsheet indicates leave Dates

11


  • 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


  • 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


  • 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


  • 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


Spreadsheet indicates 33 Position 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

Set Up of 33 Suffix summer position


  • 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


  • 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


UnClassified Employees


Unclassified position Matrix


  • 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


  • 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


  • 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


  • 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


  • 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


  • 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


Banner Entry of Summer session


Banner Entry of Summer session


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


  • 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


Revised job form


Summer Session revisions


  • 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


Summer Session Cancellations

Canceled


Summer Session Cancellations

31-JUN-2010


ERRORS


Examples


ERROR?


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