summer pay for 9 month faculty and staff a powerpoint primer for payroll preparers – summer 2006...

Summer Pay for 9 Month Faculty and Staff

A PowerPoint Primer for Payroll Preparers – Summer 2006

Compensation, Human Resources

9 month appointments & pay

9 month is a special status specific to the academic environment, uncommon elsewhere

The status usually involves some individuals who also work summer terms and some who don’t

University offers special pay options (and insurance premium deduction options) to this group

What are 9 month pay options? 9/9 means regular salary is divided by 9 and paid out

Sept – May. This is the default pay option. 9/12 means regular salary is paid out Sept - August

with summer being “reserve pay.” This is the elected option.

Choice applies to base pay only. Augmentations are not spread over summer

Choice made by continuing 9 month faculty/staff during Summer Enrollment period

Newly hired 9 month employees must select 9/12 month pay option prior to first paycheck

How Summer Payroll Works…

Those on 9/12 must remain in their primary job record (empl_rcd) for the summer months to pay out their summer reserve pay

Reserve pay will show “paid not earned” on earnings statements

A separate job record must be used to pay for work performed in summer or Maymester, regardless of the 9/9 or 9/12 pay option selected

What this means for payroll processing “Summer Budget” (including Maymester) of initial

regular faculty summer appointments (regular teaching, chairs, and Junior Faculty Summer Research Fellowship) is being handled through spreadsheets provided by the Provost Office

Corrections and additions for regular faculty (including external Faculty Research and Faculty Research Grants), and for 9 month staff, will be handled using the HRM-12 form

TF, TA, and Special Appointments continue to be paid on HRM-7 as previously

WHEN do I use HRM-12?

Use for correcting, adding, or terminating Summer Budget entries for regular faculty appointments that were not submitted on your summer faculty spreadsheets

Use for 9 month Staff who work Summer months Dining Services employees Housing employees Intensive English ESL instructors

Use for Summer Research appointments (external or FRG) for regular Faculty

HRM-12 Basics

Available on HR EIS and Forms websites (http://www.unt.edu/hr/eis and http://www.unt.edu/hr/forms)

The name says it all – “Appointment Authorization for Maymester and Summer Payroll for Current 9 month Regular Faculty and Staff”

Works like a HRM-7 generally but just for summer and Maymester

Does not reference the primary position number for the employee

Dean and VP must sign form

http://www.unt.edu/hr/eis

http://www.unt.edu/hr/forms

HRM-12 Basics

Only one employee may be submitted per form All NEW HIRES must be processed on a HRM-6 form

instead of the HRM-12 A comments section is included where you can give

us more info about the data on the form. For Faculty, please include regular 9 month salary contract amount

Do not enter an empl_rcd # unless making a change to a previously submitted appointment. For HIR actions, HR Records will assign the appropriate empl_rcd #.

Job Coding using HRM-12

Regular academic job codes for Summer I, Summer II will be the same as during regular academic terms (ex: 0200, 0300, etc.)

For Maymester use XXX5 codes Authorize Faculty Research appointments on

1301 Faculty Research (do not use regular faculty job code)

For Staff use regular job code

QUESTIONS?

The faculty or staff member doesn’t use 9/12 pay – do I still use the HRM-12? Yes, you use HRM-12 for employees with either 9/9 or 9/12 pay.

Can I put an employee’s entire summer on one form? Yes, you may have multiple time periods, job codes, and payment accounts.

Do I use the Employee Record # from previous job records? No, this # will be assigned by HR Records. However, please use this assigned number if you need to make any changes.

Other questions? – please contact HR Compensation for assistance.

University of North Texas Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff

For Payroll Dates 6-1 to 8-31 (See Instructions on Page 2)

Base Department Number Date Prepared By

Department Name Telephone

Actions Reasons Records Data Entry Payroll Data Entry HIR (A) Additional Job CHG (D) Date (P) Pay (T) % Time (F) Funding (O) Other

Apply an Action and Reason to each line below.

ADP (A) Augmentation (C) Cell Phone Allowance (I) Internet Allowance

NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-6 form to process the payroll appointment. Do not use the HRM-12 form to hire new employees. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example. Use Job Code 1301 for Summer Faculty Research appointments.

Effective Date End Date

Act. Reas. Mo Day Yr Mo Day Yr

EMPL ID Empl Rcd #

Name - Last, First Middle (One employee per form)

Job Code

% Time

Monthly Amount

Paymt. Acct

Monthly (M) or Semi-

Monthly (S)

HR Use

Only

Comments: (For Faculty include 9-month regular contract

rate)

Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.)

Department Head – Date Dean or Director – Date Research Services (all grant funded jobs) – Date

Vice President - Date Human Resources - Date

Revised 4/05 HRM-12 INSTRUCTIONS

This form is used authorizing, changing or adding additional pay for May-mester and/or summer jobs (6-1 to 8-31) for continuing employees in the following categories: 1. Regular (9 month) Faculty teaching summer session or May-mester classes 2. Regular (9 month) Faculty performing summer faculty research 3. Regular (less than 12 month) Salaried Staff performing summer salaried work Submit only ONE employee name per form. For all NEW HIRE employees submit a HRM-6 form to process the payroll appointment.

The HRM-12 generates a monthly salaried amount for a specified appointment period. The form must be submitted through the signature routing as indicated on the front of the form to Human Resources. The HRM-12 must either be typed or prepared electronically. All signatures must be original (do not submit electronically for processing). Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent. The most current version of this form and instructions may be accessed at www.unt.edu/hr/forms.

DEFINITION OF SELECTED FIELDS: Base Department Number: The base account number of the department. In the EIS system, this number is preceded with an “N” for UNT accounts and an “S” for UNT System accounts. Ex. N10001, N31234, S10090. Action: The payroll action being requested. Multiple actions may be indicated on the same HRM-7 form. Available actions are HIR (Hire), CHG (Change), and ADP (Additional Pay). NOTE: Justification must be attached to the HRM-12 for any additional pay items. Reason: The reason for the action being requested. Available reasons are listed on the front of the HRM-12. Effective Date: The first day of the action being made to the job. Refer to the current Human Resources Pay Plan for correct semester dates for May-mester, Summer I and Summer II classes. End Date: The last day of the appointment period for this job. EMPL ID: The unique identification number assigned to all students and employees of the university. Empl Rcd #: The number that represents an individual job for an employee. An employee may have multiple job assignments associated with multiple Empl Rcd #’s. For HIR actions,

leave the Empl Rcd # blank; it will be generated by HR. For CHG or ADP actions, list the Empl Rcd # for the job that should be changed or have additional pay. Job Code: The numerical code associated with each individual Job Title. For Regular Faculty performing summer teaching, use Regular (9 month) Faculty job code. For Regular Faculty teaching May-mester classes, use the appropriate May-mester Job code. For Regular Faculty performing Research, use Job Code 1301. No job code is required for Additional Pay items. % of Time: Enter the percentage of full-time employment the job represents: 100 - 100%, .5 - 50%, .33 - 33%. For assistance in determining the percentage of time for teaching positions, contact the office of the academic dean or the Vice President for Academic Affairs' Office. No percentage of time is required for Additional Pay items. Monthly Amount: The amount of compensation the employee should receive on a per month basis. Payment Account: The 5-digit account source for payment. Monthly or Semi-Monthly: Indicate (M) for employees who are paid on a monthly basis or (S) for employees who are paid on a semi-monthly basis.

TRANSACTION EXAMPLES Hire employee for summer job plus add additional pay:



EMPL ID Empl Rcd #

Name (Last, First Middle) Job

Code %

Time Monthly Amount

Paymt. Acct


Monthly (S)

HR Use

Only

HIR A 06 01 xx 07 15 xx 12345678 Able, Matthew S. 0200 50% $3000 54321 M

ADP A 06 01 xx 07 15 xx

$200 21345

Changes in Dates, Pay, % Time, Funding, or Other Changes: To change previously submitted data you MUST include the Empl Record # of the job being changed. For example, to change a previous HRM-12 that was submitted at 50% time to 75% time, the change should be submitted as follows:



EMPL ID Empl Rcd #

Name (Last, First Middle) Job

Code %

Time Monthly Amount

Paymt. Acct


Monthly (S)

HR Use

Only

CHG T, P 06 01 xx 07 15 xx 12345678 2 (Change From) Able, Matthew S. 0200 50% $3000 54321 M

CHG T, P 06 01 xx 07 15 xx 2 (Change To) Able, Matthew S. 0200 75% $4500 54321



Base Department Number N12345 Date 6-1-06 Prepared By Melinda Lilly

Department Name Sample Department Telephone 4245







EMPL ID Empl Rcd #


Job Code

% Time

Monthly Amount

Paymt. Acct


Monthly (S)

HR Use

Only

HIR A 6 01 06 07 15 06 10001001 Professor, Ima Great 0205 50 $3000 54321 M

HIR A 6 01 06 07 15 06 0200 50 $3000 76543

HIR A 7 16 06 8 31 06 1301 100 $6000 54321

ADP A 6 01 06 8 31 06 $500 54321


rate)

9 month contract rate = $54,000. Employee teaching 1 course Maymester, 1 course 1st summer session, and will be 100% research 2nd summer session. Maymester and Summer teaching appointments were not submitted on summer teaching spreadsheet. Employee should also receive $500 per month augmentation for serving as center director.

Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.) YES

YES

YES – IF APPLICABLE

Department Head – Date Dean or Director – Date Research Services (all grant funded jobs) – Date YES

YES




Base Department Number N12345 Date 6-1-06 Prepared By Melinda Lilly

Department Name Sample Department Telephone 4245







EMPL ID Empl Rcd #


Job Code

% Time

Monthly Amount

Paymt. Acct


Monthly (S)

HR Use

Only

HIR A 6 01 06 07 15 06 98765432 Staff, Joan Summer 4301 100 $1417 54321 S

HIR A 7 25 06 08 15 06 4301 100 $1417 54322

HIR A 08 16 06 8 31 06 4301 100 $1417 54321


rate)

Employee working in Bruce Cafeteria through 7-15. Working in Victory Cafeteria from 7-25 through 8-15 for summer football camp. Returning to Bruce on 8-16-06.

Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.) YES

YES

NO

Department Head – Date Dean or Director – Date Research Services (all grant funded jobs) – Date YES

YES


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