Summer Session - Oregon State University
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Transcript Summer Session - Oregon State University
Job Forms, Pay, and Policy
SUMMER SESSION
AGENDA
Classified
Renewal Spreadsheets
What are they
How do you read it
Classified 33 Suffix Positions
Unclassified Summer Session Positions
Example Forms
CLASSIFIED EMPLOYEES
CLASSIFIED POSITION MATRIX
Classified Employee Payments
Category
Salary
Hourly
Summer Position
Temporary
Position
C3xxxx
C3xxxx
C3xxxx
C4xxxx
Suffix
00
00
33
00
Earn Code
REG
REG
SMN
OCH
Acct. Code
10301
10301
10301
10410
Emp. E-Class
CA, CB
CD, CE
CE
TS
Job E-Class
CA, CB
CD, CE
Same as Primary
Position
TS
Pay Schedule
Default
Hourly
Hourly
Hourly
Job Form
Classified
Classified
Classified
Temporary
Benefits
Sick, Vac, Pers
Sick, Vac, Pers
Sick, Vac, Pers
Ineligible
RENEWAL SPREADSHEETS
Created
HR
Annually for Summer Session
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 SPREADSHEET
SPREADSHEET INDICATES LEAVE DATES
11
SALARIED 00 SUFFIX POSITION – CA OR CB
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
Use
9/16
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.
HOURLY 00 SUFFIX POSITIONS – CD OR CE
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
SPREADSHEET INDICATES 33 POSITION DATES
SET UP OF 33 SUFFIX SUMMER POSITION
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
End
2
– start as of 7/1 end 8/15
Position as 8/15
month positions only for benefit purposes
JOB CHANGES ON THE 33 SUFFIX POSITION
Changes
Would
are made on a Job Change Form
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 EMPLOYEES
UNCLASSIFIED POSITION MATRIX
Unclassified Employee Payments
Unclassified Salary
Academic Wage
Summer Session
Other
Category
Teaching
Research
NonTeaching
Academic Wage
Teaching
Non-Teaching
Stipend
Overload
Pay
Sabbatical
Position
C1xxxx
C1xxxx
C25xxx - Sal
C27xxx - Hrly
C29xxx - Sal
C24xxx - Hrly
C28xxx - Sal
C26xxx - Hrly
C1xxxx
C1xxxx
C1xxxx
Suffix
00
00
00
00
00
77
00
11
Earn Code
SAL
SAL - In
country
RFA - Out of
Country
SAL - Default
OAP - Hrly
SUM
SMN
STI
OVP - NonInst.
OVX – Inst.
SAB
Acct. Code
10102
10103 - Sal
10105 – RFA
10209
10203
10204
10107
10202 - NonInst.
10201 - Inst.
10123
Emp. E-Class
UA, UB, UC, UE, UF, UG,
UD, UX
UH, UY
UV - Sal,
UW - Hrly
Same as
Primary Pos.
Same as
Primary Pos.
Same as
Same as
Same as
Primary Pos. Primary Pos. Primary Pos.
Job E-Class
UA, UB, UC, UE, UF, UG,
UD, UX
UH, UY
UV - Sal,
UW - Hrly
UV - Sal,
UW - Hrly
UV - Sal,
UW - Hrly
Same as
Same as
Same as
Primary Pos. Primary Pos. Primary Pos.
Default/Hourly
Default/Hourly
Default/Hourly
Default
Hourly
Default
Unclassified
Summer Session
Summer Session
Job Change
Stipend
Overload
Comp
Request
Leave Form
Ineligible
Ineligible
Ineligible
Pay Schedule
Default
Default
Job Form
Unclassified Unclassified
Benefits
Per E-Class
Per E-Class
Per
Per
Per
Primary Pos. Primary Pos. Primary Pos.
SUMMER SESSION APPOINTMENTS
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
C26
Positions
and C28 position numbers
Account code 10204
Earn code SMN
SUMMER SESSION PAYMENT POLICY
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 MAXIMUM
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
BANNER ENTRY OF SUMMER SESSION
BANNER ENTRY OF SUMMER SESSION
BANNER ENTRY FOR SUMMER SESSION
Enter the Earn codes of SUM (teaching) or SMN (NonTeaching) and the correct hours per pay for the
appointment percent
SUMMER SESSION REVISIONS
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
REVISED JOB FORM
SUMMER SESSION REVISIONS
SUMMER SESSION JOB CANCELING
Canceling
Resulting
a Summer Appointment
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 CANCELLATIONS
SUMMER SESSION CANCELLATIONS
31-JUN-2010
EXAMPLES