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Summer Letters of Appointment. Noreen Camacho, Debby Flores Payroll & Personnel Processing May 2014. Agenda. Summer 2014 Due Dates Working Dates Letter of Appointment form Payment Calculations Revisions Changes in Salary Cancellations Overpayments New Hire paperwork FAQ’s

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Summer Letters of Appointment


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    1. Summer Letters of Appointment Noreen Camacho, Debby Flores Payroll & Personnel Processing May 2014

    2. Agenda • Summer 2014 Due Dates • Working Dates • Letter of Appointment form • Payment Calculations • Revisions • Changes in Salary • Cancellations • Overpayments • New Hire paperwork • FAQ’s • Payroll/Personnel Processing Contacts • Questions

    3. Summer 2014 Due Dates Letters of Appointments

    4. Working Dates https://registrar.boisestate.edu/boise-state-academic-calendars/

    5. LOA Form Full legal name Use for all Summer Faculty teaching DeptName Use for all Student Adjuncts teaching Use for any changes or revisions Letter of Appointment form is available on University Forms and Documents website page. http://vpfa.boisestate.edu/process/uforms/ Scan and email to: HRProcessor@boisestate.edu To avoid duplication do not follow-up with originals. One copy is enough.

    6. Payment Calculation 1st 3 week Summer Session – May 19 to June 8 $929 • There will be three pay periods if the class is May 19 to June 8 • The total gross amount of the contract will be divided into 3 equal payments. • The pay dates will be 6/6/2014; 6/20/2014; and 7/3/2014. http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/

    7. Payment Calculation 1st 8 week Summer Session – May 15 to July 13 $557.40 • There will be five pay periods if the class is May 15 to July 13 • The total gross amount of the contract will be divided into five equal payments. • The pay dates will be 6/6/2014; 6/20/2014; and 7/3/2014; 7/18/2014; and 8/01/2014. http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/

    8. Payment Calculation 10 week Summer Session – June 9 to August 17 $464.50 • There will be six pay periods if the class is June 9 to August 17 • The total gross amount of the contract will be divided into six equal payments. • The pay dates will be 7/3/2014; 7/18/2014; 8/01/2014; 8/15/2014; 8/29/2014; 9/12/2014 http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/

    9. Revisions to Letters of Appointments Account number or funding source Change in Working Dates • Mark the original Letter of Appointment with REVISED* in the top right corner. • Cross out what the old account number** or working dates and write what is new on the form. • Scan REVISED* copy, attach to email and send to HRProcessor@boisestate.edu or • Fax REVISED* copy, with cover sheet to (208) 426-3100. • Effective date will be next available pay period begin date. * Letters of Appointments submitted without REVISED may result in Overpayment ** A Journal Entry may be necessary to move salary from the old account to the new.

    10. Changes in Salary Decrease in class load – Salary • Mark the original Letter of Appointment with CANCELED* across front. • Scan and attach to email then send to HRPROCESSOR@boisestate.edu or • Fax, with coversheet, to Personnel Processing at (208) 426-3100 • Personnel Processors will respond by email indicating that the cancellation for the LOA has been received. • Submit a new Letter of Appointment with correct salary and class description. Increase in class load – Salary • Submit a new Letter of Appointment with additional salary. • Scan and attach to email then send to HRPROCESSOR@boisestate.edu or • Fax, with coversheet, to Personnel Processing at (208) 426-3100 *If the class has already started there may be an overpayment to the adjunct.

    11. Cancellation of Letter of Appointment • Mark the original Letter of Appointment with CANCELED* across front. • Provide an effective date for the last day worked for the instructor if the class is CANCELED* after the employee has been paid. • Scan and attach to email then send to HRPROCESSOR@boisestate.edu or • Fax, with coversheet, to Personnel Processing at (208) 426-3100 • Personnel Processors will respond by email indicating that the cancellation for the LOA has been received. *If the class has started there may be an overpayment to the adjunct.

    12. Overpayments Do Happen The process for collection of overpaid salary was shifted to Catherine Weitz, Director, Payroll & Personnel Processing, (208) 426-3192, email to catherineweitz@boisestate.edu. The Overpayment Worksheet is available online at http://vpfa.boisestate.edu/payroll/payroll-overpayments . If you need assistance in completing the form or collecting an overpayment please contact your Personnel Specialist. http://vpfa.boisestate.edu/payroll/payroll-overpayments/

    13. New Hire Paperwork • All New Hires are required to complete a Hiring Packet • within the first 3 days of employment in • Human Resources, PAAW Building, Room 120 • Hiring Packet contains: • I-9 • Employee Information Form • Veterans Status Declaration • Self-Identity Form • Direct Deposit and W-4 • (available online at my.boisestate.edu) • HRS will complete a certification upon employee completing of • the I-9 form to return to the employer. Questions regarding completing an I-9 for Out of town or Out of State employees, please contact • Noreen Ada Camacho at (208) 426-1638.

    14. Frequently Asked Questions • Are weekend classes that fall over two pay periods paid in one payment or two? • Salary will be split into two pay periods according to Payroll Schedule • Can salary amounts be changed by revising original Letter of Appointment? • No. Submit an additional LoA with only the increased salary as the amount to pay • What is the preferred method of submitting LoA’s? • Scan and email to HRProcessor@boisestate.edu. If you choose to scan your contracts there is not the need to follow with original copies. • Who do I call to find out more information about background checks? • Employment Services at (208) 426-1616 • http://hrs.boisestate.edu/managers/hire-adjunct-faculty/ • How are late Letter of Appointments compensated? • The first paycheck will include a lump sum amount for previous pay periods. • Where can I find the list of Acceptable Documents for completing an I-9? • http://www.irs.gov/Individuals/Revised-Application-Standards-for-ITINs • If I need to move money from one account to another is there a place to find the form? • The Procedures for Processing Payroll Corrections and form can be found at: http://vpfa.boisestate.edu/administrative-accounting • Where can I find more information about Telecommuting Procedures? • http://vpfa.boisestate.edu/tax-reporting/telecommuting-procedures/

    15. Frequently Asked Questions • Is there a University Policy to support Adjunct Faculty? • http://policy.boisestate.edu/academic-affairs-faculty-administration/policy-title-employment-of-part-time-adjunctive-faculty/ • Where can I get help If an employee does not have an Employee ID number or need an I-9 completed for someone living or working out-of-state? • Noreen Camacho at (208) 426-1385 or email at noreencamacho@boisestate.edu • Where could I find a list of requirements when hiring new Adjunct Faculty? • http://hrs.boisestate.edu/managers/recruiting/

    16. Questions?

    17. Noreen Camacho, noreencamacho@boisestate.edu Debby Flores, dflores@boisestate.edu Thank You