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HR FUNdamentals. Hiring Graduates for Summer 2014. Hiring Graduates for Summer Session Teaching . Presented by Maya Bronston and Renee Lineback. Reason for change. ALL summer teaching expense is deferred to next FY regardless of when worked ( ie May or June) - PowerPoint PPT Presentation
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HR FUNdamentals
Hiring Graduates for Summer 2014
Hiring Graduates for
Summer Session Teaching
Presented byMaya Bronston and Renee Lineback
Reason for change
• ALL summer teaching expense is deferred to next FY regardless of when worked (ie May or June)
• Epafs (electronic personnel action form) using graduate position numbers have complicated the deferment process
• New process will be more efficient, fewer errors in deferral of funding
Graduate Assistantship Agreement Form
Grad Summer Appointment
• 10 Hours/ Week Min • 40 Hours/Week Max• GSAs can be registered for 0-5 credits if
continuing from spring semester • No summer exceptions for Graduate Assistant
Tuition Award (GATA)
Basic Facts for Grads
• Start dates: 5/1, 6/1, 7/1, 8/1
• End dates: 5/31, 6/30, 7/31, 8/31
• May and August can overlap with Fall & Spring appointments
Teaching vs ResearchSummer Teaching Grad
• Position # = 4Xpool-GT• Epaf approval category:
Summer Session Grad Teaching Asst• Title
– < 6 credits – “GSA-# hours”– 6+ credits – “GTA-#hours”
• Reg Rate = monthly rate• Timesheet org - 4xxxxx• Account code – 61130• Maya on epaf as FYI
Summer Research Grad• Position # = 4Dpool-01• Epaf approval category:
Summer Grad Research Assistant• Title
– < 6 credits – “GSA-# hours”– 6+ credits – “GRA-# hours”
• Reg Rate = monthly rate• Timesheet org - 4xxxxx• Account code – 61127• No Maya on epaf
Starting the epaf
Make the position
Save the epaf
Complete job detail info
Enter the funding
Enter end date
Fill in routing
Save & Submit
Summer Sessionfor
Tenure/Non-tenure tract Faculty
Presented byRenee Lineback
Why Summer Session Appointments are unique
• State funded summer session teaching expenses are budgeted in next FY. June and July payroll expenses are deferred to the next FY.
• Montana Board of Regent’s Policy 802.3– The maximum salary reimbursement for a full
summer assignment for contracted summer session teaching personnel shall not exceed two-ninths (2/9) of the academic year salary…
Terminology
SSA: Summer Session AppointmentSSC: Summer Session ContractLOA: Letter of AppointmentEPAF: Electronic Personnel Action FormMOU: Memorandum of UnderstandingFY: Fiscal YearAY: Academic YearTT Faculty: Tenure Track FacultyNTT Faculty: Non Tenure Track Faculty
Distributed to Departments
• Summer Session Form– Summer Session Appointments on the front– Summer Session Contracts on the reverse
• Summer Session Funding Authorization Form– Use for summer session appointments not
applicable for the SSA form• Summer Session Procedures and Guidelines
Summer Session Form SSA
Summer Session Form SSC
SSA form Section review
• Pre printed with info from NBAJOBS– Current Faculty and Base Salary at 1 FTE
Section A- Teaching• Payments will be deferred to next FY• State funding only not to exceed 2/9 of base• TT and NTT faculty
• TT and NTT faculty
Section B- Research• Tenurable Faculty –may appoint at 1/9 base if
appointed in section A.• up to 3/9 if no other summer session
appointment• Expensed in Fiscal year earned
Section C
• Tenurable Faculty only• No Grant funding• Reported as Additional Compensation to
OCHE
Section D
• Department Head only• No Grant funding• Reported as Additional Compensation to
OCHE
Totals, Contact Info and Approval section
• Total may not exceed 3/9 of AY base
Contract Section• Employee and VP must sign• Replaces MOU
SSC replaces regular LOA
Do not use SSA if:
• Teaching paid by OSP funds cannot be appointed on the SSA– Hire on LOA using 4ASUMR-00– Submit SS Funding Authorization Form
• NTT cannot be on SSA for Research– Hire on LOA using 4CSUMR-01 as position number– Submit SS Funding Authorization Form
Summer Session Funding Authorization Form
Please don’t hesitate to contact your payroll technician if you have any questions about the type of appointment your
employee should be on.