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