Springresearchassistantsandgraduateassistantsgpti/TA/RA/GA Sworkingbutnotenrolledinschool

SummerInstructions

SpringResearchAssistantsandGraduateAssistantsGPTI/TA/RA/GA’sWorkingbutNOTenrolledinSchool

Contents

GeneralInformation...... 1

A.Research Assistants andGraduate Assistantsworkingin the summer:...... 1

B.Research Assistants andGraduate AssistantsNOT workingthe Summer:...... 2

C.Summer JobsforSpringGPTI/TA/RA/GAs not enrolledbut workingatTTU...... 2

Things tokeep inmind...... 3

GeneralInformation:

The purpose of this document is toprovide instructions andinformationfor

A.Spring RAs orGAswhowillwork summer jobsoncampus

B.SpringRA/GA’swhoare not workingoncampus.

C.SpringGPTI/TA/RA/GA’swhoarenotenrolled insummer graduate school, butwill work summer jobsoncampus.

Followingtheinstructionsset-fourth inthis document willensure graduate student benefitsarenot affectedduringthe summer months.

EOPSvs.ePAF: If anemployeeisperformingdutiesfor30calendar daysormore,anePAFmustbe prepared andsubmitted inordertopay the employeefor time worked.TheEmployeeOnetime Payment system(EOPS) canonlybe used insituationswherean employee is performingdutiesfor less than30calendar days.

NOTE: All SpringRA/GAprimaryjobs mustremainunchanged for benefitseligibility. RA/GAprimary jobs continuingintothesummerdonotneed tobe placed onleavewithout paywith benefitsfor the summer months. However, as described inthis document, youmayneedtoplaceSpringRA/GAprimary jobsonleave ifthe employeewill work undera different title duringthesummer orwill not workon campus.

A.ResearchAssistantsandGraduateAssistantsworkinginthesummer: Research Assistants andGraduate Assistantsare appointedas fullfiscal year (12-month) employees, thus their jobswill remainactive duringthe summermonths.Provided thestudent isenrolledin graduate school forthe requirednumberof credit hours toholdagraduatetitle, theywillcontinue to workwithnospecialsummer appointment needed.

Toappointa SpringRA as aGPTI/TA forthe summermonths,placetheRA positiononLeave withoutpaywith benefitsusingtheLeaveWithoutPayform,effective June1. Followthe Summer Instructions forGPTI/TA usingthepooledGPTI/TA positionassignedtoyour department. ReturntheSpringRAtoactivestatusonSept 1 withthe Returnfrom LeaveWithoutPayform. (see URLs below)

Toappointa SpringGA asa GPTI/TAorRA, pleasecontact HRCompensationandOperations for specialhandlinginstructions.

Summer InstructionsRA, GA,& Other.docxPage 1of3

B.ResearchAssistantsandGraduateAssistantsNOTworkingthe Summer:

Spring RAs not workingduringthe summer, but are scheduledtoreturninthe Fall, shouldbe placedon

Leavewithout paywithbenefitsusingthe Leave WithoutPay form,effectiveJune 1.Pleaseuse “Between TermLeave”as the type ofleave. The Returnfrom LeaveWithoutPayformwill be usedto returntheSpringRAtoanactive statuseffective Sept1. (see URLs below).

SpringGAs thatarenotworkingduringthe summer, but are scheduledtoreturninthe Fall, should remain active solong asthey donot reportany hoursworkedontheirWebtimeentry.

RAsandGAsthatarenotworkingthis summer, andwill notbe returningin theFall, shouldbe terminatedeffectiveMay 31. Note:ePAFs needtobecompletedandappliedprior tothefirstnon- exempt payroll inJune.

C.SummerJobsforSpringGPTI/TA/RA/GAs not enrolledbutworkingat TTU:

GPTIs,TAs,RAs andGA’s notenrolledforthe requirednumberof Graduate schoolcourse hours during

the summermonths arenot eligible toworkoncampus under a graduatetitle. Shouldthey want to workoncampus duringthesummer,theymustbe employedas a Student Assistant.This Student Assistant titlewill need to be reflectedas a secondaryjobtoensurethe graduatestudent benefitsare not affected.

The SpringGPTI/TA9monthjobs are automatically placed onleavewithout paywith benefits.If not enrolled for graduate classes,GPTIsandTAs needtobeappointed a secondaryjobusingthe department’s pooled Student Assistantpositionnumber witha suffixof‘10’.
SpringResearch Assistantsnot enrolled inGraduateschool duringthe summer shouldbe placed onLeave withoutpaywithbenefits usingtheLeave WithoutPay form,effectiveJune 1.Please use “BetweenTermLeave”as thetypeof leave.If notenrolled forgraduateclasses,RAsneed tobeappointed a secondaryjobusingthe department’s pooledStudent Assistant position number with a suffixof‘10’.The Returnfrom Leave WithoutPay formwill beusedtoreturnthe SpringRA toanactivestatuseffective Sept1.(SeeURLs below).
Graduate Assistant appointmentsshouldbeplacedonLeavewithout paywithbenefitsusingthe LeaveWithout Payform,effectiveJune1.Please use “BetweenTermLeave”asthe typeof leave.If not enrolled for graduateclasses,GAs needtobeappointeda secondary jobusingthe department’s pooled Student Assistantpositionnumber witha suffixof‘10’.TheReturnfromLeaveWithout Payformwill be used toreturnthe Graduate Assistantpositionbacktoan active statuseffectiveSept1. (SeeURLs below).

Toassignthe graduate student toaStudentAssistantjobfor the summer, use the multi-actionePAF, TTUAdd SecJobAnd Future EndJob –Summer NonExempt(TSJFJN)ePAF.We have attached a specialtemplate foryourconvenienceinpreparingthis summerappointment. It isrequiredthat thisePAFbeusedtoappoint agraduatestudent not enrolledinGraduateSchool toastudent assistantsummerjob.

Summer InstructionsRA, GA,& Other.docxPage 2of3

Thingsto keepinmind:

1.The summer appointment shouldusepooled StudentAssistantposition numberassigned to your

department,with asuffix of 10.

2.AnFTE will needtobe assigned toALLsummerpositions. Ifmultiple positions willbe assigned,the FTE will needtobesplit accordingtothe work load.

3.An HLNearnings codewithunits as1willbe usedin the“Createorchange default earnings” sectionoftheePAF.

If youhavequestions, pleasecontactHumanResources–CompensationOperations for assistance at 742-3851or .

Attachments:

TTUAdd SecJobAnd Future EndJob–Summer NonExempt(TSJFJN) Template

LeaveWithout Payonline fillable form:

Followtheclicks: RaiderLink, A&F WorkTools, HRchannelHR Forms > FormsLeave“LeaveWithoutPay”

ReturnfromLeave WithoutPayonlinefillable form:

Followtheclicks:RaiderLink,AFWorkTools, HRchannelHR Forms > FormsLeave“Return from Leave WithoutPay”

Or,

Forms > “LeaveWithoutPayForm”

Forms > “Returnfrom Leave WithoutPayForm”

To receive summer tuition benefitsall graduate student summer appointment ePAFs must be submitted by 07/10.

Summer InstructionsRA, GA,& Other.docxPage 3of3

TSJFJN,TTUAddSecJobANDEndJobSummerNonExempt

PurposeofthisePAFApprovalCategory:

FORSUMMERAPPOINTMENTSONLY:BeginandEndaSummerNonexemptsecondaryjob(GA/SA).

FordetailsandcomparionwithotherePAFs,pleasereviewthe GuideforChoosinganePAF documentontheHRJobAidswebpage.

TheDATEReminders-SummerTerm:AddSecondaryJobEnd

TheStartJob:

TheEndJob:

ThePersonnelDateisthefirstdayofthenewjob,regardlessofwhetheritoccurredinthepastorisanupcomingdate.

TheQueryDateispre-populatedwithtoday’sdateandshouldbeover-typedwithadatethatisafterboththepreviousJobEndDateandtheLastPaidDate.TheePAFwillapplyevenafter

theDueDate.Iftheemployeemissedapaycheck,aManualCheckRequestmustbesubmittedforeachpayperiodmissed.

Thefinaldayofthejobshouldbeenteredinall3datefields.

ePAFTemplate

Hint:DonotusethebrowserBACKbutton

Hint:UseDecisionGuideforQueryDate

Hint:UsetheJobAid"ePAFAttachmentInstructions"

Hint:Saveoften

Hint:Followtheexamplefordatesinput.

Hint:Nodashesorspacesinmostinputboxes

NEWePAFPERSONSELECTIONScreen.ThisisthefirstePAFentryscreen

ID

QueryDateApprovalCategory

EnterR#,ORSearchforR#.DONOTGenerateanewR# Hint:EnterTHEDATE(ifit isnottoday'sdate)

TTUAddSecJobANDEnd-SummerNonExemptTSJFJN

NEWePAFJOBSELECTIONScreen.ThisisthescreenwhereyouenterorselecttheT#position.

HINT:IfthepersonwaspreviouslyappointedtothisT#,clickALLJOBStogetapptsandselectthepreviousappt

byclickingtheroundradialintheSelectcolumn.

HINT:BesuretoclicktheNEXTAPPROVALTYPEbuttonuntilonlytheGObuttonremains.

EnterPositionNumber

Suffix10

Hint:Useyourdepartment'spooledpositionforGAorSA.Use10forthefirstjobassignment;use20,30,etcforsimultaneousjobassignmentstothesameposition/title.

TheePAFentryformopens.Besuretofollowthesehintsbeforestartingyourentry:

HINT:VerifytheT#,suffixandtitleappearcorrectlyaboveeach ApprovalType.

HINT:IfthisisareappointmenttoaT#,copytheJobBeginDatefromtheCurrentValuetotheNewValuecolumn.HINT:RememberthattheDefaultEarningsdoesnotinsertEffectiveDates,anditneedstobeenteredoneachline.

NEWJOBNON-EXEMPT

JobBeginDate(MM/DD/YYYY)

JobTypeS

JobsEffectiveDate(MM/DD/YYYY)PersonnelDate(MM/DD/YYYY)

Step0

HourlyRate

Job StatusA

PositionTitleFTE

Job ChangeReason CodePickFromListTimesheetCOA

TimesheetOrgn

Time EntryMethodPickFromListSupervisorID

COMPENSATIONNonexempt-FactorPays

EffectiveDateMM/DD/YYYYHoursperDay

HoursperPay

Factor (Not Overrideable)24

Pays (Not Overrideable)24

Hint:UsetheQueryDateastheJobBeginDate.Exception:IfthisisareappointmentandtheemployeewaspreviouslyappointedtothisT#position,usetheoriginalJobBeginDatefromtheCurrentValueColumnoftheePAF.Default.Notoverrideable.

Hint:UsetheQueryDateastheJobsEffectiveDate.

Hint:FollowTHEDATE Remindersabove.Default.Notoverrideable.

PayRateperHourDefault.Notoverrideable.

Entrynotallowed.DefaultsfromPosition#AFTERePAFapplies.Use3-digitdecimals(i.e..50,.375)1.0isfulltime

REAPT-ReappointmentChartofAccount,TorS

HomeOrganizationcodesuchasC11000EmployeeTimeEntryviatheWeb

R#IDofthejobsupervisor,whomusthaveanactivejob.

Hint:UsetheQueryDate

UsetheePAFCalculatorjobaid.

Default.Notoverrideable.

Default. Not overrideable.

CREATEORCHANGEDEFAULTEARNINGS

NewValue

EffectiveDate(MM/DD/YYYY) / Earnings / HrsorUnitsperPay / DeemedHours / SpecialRate / Shift / EndDate
UseQueryDate / HLN / 1 / LvBlank / LvBlank / 1 / LvBlank
1

Hint:Onlymakeentriesinthreecolumns-EffectiveDate,EarningsCode,andHrsorUnits(Shiftispre-loaded;LvBlank-leavecolumnblank -columnisnotused).

EffectiveDate:UsetheQueryDate.MustbeintheformatMM/DD/YYYY.RequiredwitheachEarningsCode.

HLN(NotEligible)orHLD(Eligible)isforLongevity(orHazardousDuty):ChooseeitherHLNorHLD.OnlyFullTimeStaffareeligible=HLD;allothersareHLN.Insert1(Unit) intheHrsorUnitscolumn.

RGHforNonexemptHourlyisnotrequired

CAUTION:Donot'edit'anEarningsCodethatdefaultsintoDefaultEarnings.Ifacodeisunwanted,click toremovethelineandenterthedesiredEarningsCodeonanewline.

Besuretoclick"SAVEandAddNewRows"ifyoumakechangesinDefaultEarnings.

CREATEORCHANGELABORDISTRIBUTION,FOAPAL

EffectiveDate(MM/DD/YYYY)Hint:DatedefaultstotheQueryDate

COA / Fund / Org / Acct / Program / Activity / Location / Percent
TorS

Hint:EffectiveDateshouldbequerydate.Hint:Percentcolumnshouldtotalto100.

CAUTION:FOAPALdefaultsfromthePositionandonlythePercentcanbeedited.IftheFOAPisnotwanted,setthepercentto0andclicktoremovetheline.AdddesiredFOAPsonnewline(s)withappropriatepercents.

Besuretoclick"SAVEandAddNewRows"ifyoumakechangestotheFOAPs.

ENDJOB

JobsEffectiveDate(MM/DD/YYYY)PersonnelDate(MM/DD/YYYY)

Job StatusT

Job ChangeReasonCodeENJOBJobEndDate

ROUTINGQUEUE

20- DepartmentApprove

75- CompensationApprove

80- BudgetApprove

95- HRTTUApprovalApprove

99- HRTTUApply- UploadApply

Hint:FollowTHEDATE Remindersabove.Hint:FollowTHEDATE Remindersabove.Default.Notoverrideable.

Hint:FollowTHEDATE Remindersabove.

HINT:Clickthemagnifyingglassandchooseanameforeachlevel.

HINT:Findthe"DefaultRouting"linkinyourOriginatorSummaryandsave yournormalapprovers.

HINT:TheminimumapprovalsformostePAF'sarepreloadedintheRoutingQueue.Ifadditionalapprovalsarerequiredforaparticularemployeetypesuchasfacultyorstudents(GradSchool,Provost,etc),orifadditionalapprovalsarerequiredbyyourdepartmentmanagementorifthetransactionisanexceptiontouniversitypolicyselecttherequiredapproversfromtheApprovalLevelpulldownlist.

COMMENTBOX(SummerAppointments)

Previous"timesheetorg"isnolongerrequired.