Summer Appointment Process Training

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Summer Appointment Process Training

• Human Resources, March 2009

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Summer Pay Overview

• Definition All summer appointments related to
  the role of faculty whether or not the activity
  generates credit
• Activity occurs between May 16 and August 15

3
Summer Pay Overview

• Follow the Guidelines for use of overload,
  additional pay and summer positions to determine
  how a payment should be submitted to HR

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Activities that are Not Summer Pay

• Overloads and extra pays during summer
• Employing department submits on Additional
  Payment form (PERS 916)
• Use 01 funds (not 04) for General Revenue
• Grant matching funds for fringe benefits
• Fiscal agent works with Kevin Kelley in Grants
  Accounting to submit on Summer Pay Request for
  Faculty form (PERS 946)

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Submitting Summer Pay to HR

• Download the Summer Pay Request for Faculty (PERS
  946) form from the HR web site.
• Complete the fields on the PERS 946 form as
  follows

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Submitting Summer Pay to HR

• Employees Name
• Name (Last, First, M.I.) of the employee
  completing the summer work

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Submitting Summer Pay to HR

• UID
• Employees University I.D. number

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Submitting Summer Pay to HR

• Employing Department Name/
• The name and number of the department in which
  the work is being completed

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Submitting Summer Pay to HR

• Indicate Activity for the Summer Pay
• Teaching
• URG (University Research Grant)
• Grant (Non-teaching)-Specify type of work, dates,
  times
• Other

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Submitting Summer Pay to HR

• May/June/July/August
• The actual amount the employee is to be paid each
  month
• If instructor is volunteering to teach
• Enter 0.00 in the months s/he is teaching
• Complete the Statement of Volunteer Service form

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Submitting Summer Pay to HR

• DEPT
• The number of the employing department in which
  the work is being completed
• Will correspond to the Employing Department
  Name/ entered at the top of the form

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Submitting Summer Pay to HR

• ACCOUNT
• The 10-digit payroll account number
• General revenue funded summer session
  appointments are paid from 04 funds
• Externally funded grants/projects are paid from
  05 funds
• If pay is funded from Extended University,
  complete the Account/Position Number Request form

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Submitting Summer Pay to HR

• POS
• Summer group position number
• 89 followed by the department number that is
  funding the summer pay
• If pay is funded from Extended University,
  complete the Account/Position Number Request form

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Submitting Summer Pay to HR

• AMOUNT
• The monthly summer salary rate
• Double salary for May and August since they are
  half months (5-16/5-31, 8-1/8-15)
• Use a new distribution line for each salary rate
  and/or account number
• If instructor is volunteering, enter 0.00

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Submitting Summer Pay to HR

• Begin Date/End Date
• Type the dates of the summer pay
• Use a new distribution line at the start of the
  new fiscal year, 07/01/2009
• Use dates below for work performed in month of
• May 05/16/2009-05/31/2009
• June 06/01/2009-06/30/2009
• July 07/01/2009-07/31/2009
• August 08/01/2009-08/15/2009

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Submitting Summer Pay to HR

• PCT (FTE)
• Percentage of time the employee spends on
  assignment
• Relates to time spent and typically correlates to
  salary
• FTE is required even if an instructor is
  volunteering to teach without pay

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Submitting Summer Pay to HR

• PCT (FTE)
• Employees can receive up to 100 total FTE for
  summer pay excluding pay from externally funded
  grants or projects (05 funds)
• Employees receiving pay for departmental
  assignments and externally funded grant/project
  work may reflect more than 100 total FTE between
  5/16-8/15. Salary from 05 grant funds is not
  included in the 100 total FTE

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Submitting Summer Pay to HR

• FM
• Percentage of pay the employee is to receive in
  the first month (Begin Date) they are working
• Type .50 for ½ months (May Aug.)
• Leave blank for whole months to indicate 100 pay
  (June July)

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Submitting Summer Pay to HR

• LM
• Percentage of pay the employee is to receive in
  the last month (End Date) they are working
• Type .50 for ½ months (May Aug.)
• Leave blank for whole months to indicate 100 pay
  (June July)

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Additional Payments

• Submit pay over 100 FTE on an Additional Payment
  form (PERS 916)
• Examples
• Faculty overloads (Use 01 funds)
• A/P or C/S teaching above 1.00 FTE
• If unsure, call your HR summer contact.

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Additional Payments

• Employing departments will not receive a summer
  notification for a faculty teaching overload
• A/P or C/S employees will receive a NTT contract
  for teaching a credit-generating class that puts
  them over 100 FTE

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Submitting Summer Pay to HR

• Download the Summer Pay Request for Faculty (PERS
  946) form from the HR web site.
• Complete the fields on the PERS 946 form.
• Obtain required signatures
• For all summer pay Chair and Dean signatures are
  required
• For Grant Funded Pay Fiscal Agent signature also
  required
• For Extended University Funded Pay Complete
  Account/Position Number Request form and attach
  fiscal agent (Garnet Allen) email approval to
  PERS 946

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Submitting Summer Pay to HR

• If the instructor is volunteering to teach
  without pay, attach the Statement of Volunteer
  Service form to PERS 946.
• Forward completed PERS 946 (with applicable
  attachments) to HR, Campus Box 1300, by 10th of
  month in which pay is due. Exception is in May
  Forward by May 1st.
• HR sends employing department the employees
  summer pay notification for distribution to
  employee.

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Submitting Changes to Summer Pay to HR

• In TAPS, print the screen for the summer
  appointment you want to change.
• Denote changes on screen print.
• Obtain required signatures
• For all summer pay Chair/Director and Dean
  signatures are required
• For Grant Funded Pay Fiscal Agent signature also
  required
• For Extended University Funded Pay Complete
  Account/Position Number Request form and attach
  fiscal agent (Garnet Allen) email approval to
  PERS 946

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Submitting Changes to Summer Pay to HR

• Forward completed TAPS screen print (with
  applicable attachments) to HR, Campus Box 1300,
  by 10th of month in which pay is due. Exception
  is in May Forward by May 1st.
• If change generated a new or superseding summer
  pay notification, HR sends notification to
  employing department for distribution to
  employee.

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Your HR Contact Is

• SUSAN ROGERS
• 8-3826 sjroger_at_ilstu.edu
• CAS
• MCN
• COB
• Honors
• University College
• CeMast
• Externally Funded Grants and project associated
  with the above colleges

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Your HR Contact Is

• CANDICE LOGSDON
• 8-5680 clogsdo_at_ilstu.edu
• COE
• CAST
• CFA
• Lab Schools
• Externally Funded Grants and Projects associated
  with the above colleges

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HR Contact Information

• 101 Nelson Smith Building
• Campus Box 1300
• Phone 8-8311 Fax 8-7421
• Email hr_at_ilstu.edu