SummerInstructions Spring9-monthorDeferredPayFaculty

Contents

GeneralInformation...... 1

Summer Appointmentsfor9month Facultyworkinginthe summer...... 1

Things tokeep inmind...... 2

GeneralInformation:

The purposeof this document is toprovide instructions andinformationabout9month facultywho had

Springappointments (includingfacultythathaveoptedtodefertheir9monthpay over 12 months) and will be teachingor doingresearch for the summer. (This documentdoesnot discuss graduate students assignedtoa9-month appointment (seeGPTI/TA Summer Instructions) or 12month Faculty.) Followingthe instructions set forth inthisdocument will ensure TexasTech Universityisin compliance with federalregulations.

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

NOTE: All 9-month FacultyanddeferredpayFaculty’sprimaryjobs mustremainunchanged.Faculty positions (primaryandsecondary) without deferred paywill be automatically placed onleavewithout paywithbenefitsforthesummer,whiledeferred pay facultypositions willremainactiveyetunchanged. EffectiveSummer2015-all9 month overloadappointments shouldbe ended 05/31 toensureno overpaymentduringthe summer. Departments willneedtoreappoint 09/01 ifthe overloadis tobe continued.

SUMMER EXEMPTePAF:HumanResourceshascreateda newSummerePAFtoassist in processing summer schoolappointments. TheTTUAdd Secondary Joband FutureEndJob –SummerExempt ePAF(TSJFJE)wascreatedfor the sole purposeof beginningandendingsummer appointmentson one ePAF.Please see the ePAFtemplate attached toassistyouin originatingyoursummer appointments.Itisrequiredthat this ePAFbeusedtoappoint a9monthfaculty member toasummerjob.

Summer Appointmentsfor9 monthFacultyworkinginthe summer:

A nine-monthor deferredpayFacultymember canearnuptoone-ninthof hisorher academicyear

based salaryduringeachmonthof thesummer (June,JulyandAugust)months.

Positionnumber andSuffix:

  • A 9-month Facultymemberthatwill beworkingin thesummerwill needtobe assigned a secondary jobfor thatsummersession, usingthe summerexemptePAF. Thesummer appointmentwill derive fromthe primarypositionnumber assigned tothat Faculty member,witha suffixof ‘10’.
  • A facultymembermayhave summer appointments for Summer I,SummerII, orboth.These appointmentswill beconsidered secondaryjobsinsteadof primaryoroverloadjobs.
  • If multiplesummerjobswill be activesimultaneously,suffixesof ‘20’,‘30’,‘40’ andso-on canbe used forthe secondadditional appointment(s)tothe same position/title.

Summer Exempt FTE: TheSummer Exempt ePAFisasecondary jobandrequiresan FTE.The FTE shouldbebasedonthework loadfor thesummersession.

Summer InstructionsFaculty.docxPage 1of2

Annual Salary:

  • Annual Salary will need to be figured ona factorof9.
  • Factorswill be9
  • Payswill be 9

DefaultEarnings

  • UseanRGSearncode
  • RGS requires Hours per PayPeriod(not units) (i.e.173.33 for1.0FTE)

LaborDistributionandFunding:

State funding may be used to pay summer appointments for existing employees hired prior to February 1st. Summer appointments for employees hired on or after February 1st, may be paid with other institutional non-state sources.

  • CollegesandDepartmentsare requestedtobe diligent inthecorrectusageof labor distributioncodingforappointments.Properly codingall research expendituresis a key element inTexas Tech UniversitybecomingaNationalResearch University.
  • Researchappointments mustuseresearch fundingunder FOAP programcode200.
  • Instructionalappointments areFOAPprogram code 100.
  • The BudgetOfficeandFinancialAccountingandReportingwill assistinexpeditingthe

fundingchangesneeded toenable the useof appropriate fundingsource(s).

  • ePAFsfor appointmentsfunded specificallyfromthe summer school budget(inbudget pool ‘6Z2’) donotneedtobe routedthroughtheProvost office.
  • The facultymember’ssummerappointmentcanbe fundedfrommultiple FOAPs,including combiningdifferenttypeofwork (i.e.instruction, research, etc).Thetype ofwork will be distinguished by theaccount code(s) used onthe joblabor distribution(FOAP).

a.Instructionis funded froma FOAPendinginProgram100,with accountcodes 6A1802–ForTenureTrackFaculty

6A1801- For Non-TenureTrack Faculty

b.Researchisfunded froma FOAPendingin Program200, with accountcodes 6A1803–ForTenureTrackFaculty

6A1804–For Non-TenureTrackFaculty

Thingsto keepin mind:

1.The summer appointmentshoulduse the primarypositionnumber assignedtothat faculty

member,witha suffixof ‘10’. Ifmultiple summerjobswill be active simultaneously,usesuffixesof ‘20’,‘30’,etc.,forthe additional summer appointment(s)tothe same position/title.

2.The TTU Add Secondary JobandFuture EndJob –SummerExemptePAF(TSJFJE)will beused to assigna summer appointment.Itis requiredthat thisePAFbeusedtoappoint a9 monthfacultymember toasummer job.

3.AnFTE will needtobe assigned toALLsummerpositions (excluding“overload”jobs, i.e. supplements). Ifmultiple positions willbe assigned,the FTEissplit accordingtothe work load.

4.AnRGS –RegularSalaryearnings codewith hours calculated bythe FTE will be used inthe Create or change defaultearningssectionoftheePAF.

5.If changeswilloccurfromone summersessiontoanother, anFTEchange ePAFcanbe used to assignthe newFTE, payrate andjoblabor distribution.

6.All jobswhichhave anactive statusthrough9/1(have not beenended inthis fiscalyear)will

be requiredtobe budgetedduringBudget Prepforthe next FY.

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

Attachments:

TTUAdd Secondary Joband Future EndJob–Summer ExemptePAF(TSJFJE)Template

Summer InstructionsFaculty.docxPage 2of2

TSJFJE,TTUAddSecJobANDFutureEndJob-SUMMERExempt

Purpose ofthisePAFApproval Category:(Only Availablefor Summer Appointments)

For use whena Faculty/TA/GPTIemployeehas a primary job onleavefor thesummer and

will beappointedtoteach or researchduring thesummer;must indicate thesummer jobenddate.

For details andcomparisonwith other ePAFs,pleasereviewtheGuidefor Choosing anePAFdocument ontheHR JobAids webpage.

TheDATEReminders-SummerTerm:AddSecondaryJobEnd

TheStartJob:

TheEndJob:

ThePersonnel Dateis the firstday of the new job, regardless of whether it occurred inthe past or is an upcomingdate.

TheQuery Dateis pre-populated withtoday’s date andshould be over-typed witha date that is after both the previous Job EndDate andthe Last PaidDate.The ePAFwill applyeven after

the Due Date.If the employee missed a paycheck,a Manual Check Request mustbe submittedfor eachpay periodmissed.

The final day of the jobshouldbe enteredin all3date fields.

ePAFTemplate

Hint: Do not use the browser Hint: Save often

BACKbutton

Hint:Use Decision Guide for QueryDate

Hint:Use the Job Aid "ePAFAttachment Instructions"

Hint: Followthe example for dates input.

Hint: No dashesor spaces in most input boxes

NEW ePAF PERSON SELECTION Screen. This isthe first ePAF entryscreen

ID

QueryDate Approval Category

Enter R# OR Search for R#. Do NOTgenerate a new R#

Hint: Enter THE DATE (if it isnot today'sdate)

TTU Add Sec Job AND Future End-SUMMER Exempt TSJFJE

NEW ePAF JOB SELECTION Screen. This isthe screen where you enter or select the T# position.

HINT:If theperson was previouslyappointed to this T#, click ALL JOBS to getappts and select the previous apt byclicking theround radial in the Select column.

HINT:Be sure to click the NEXT APPROVAL TYPE button until onlythe GObutton remains.

Enter Position Number

Suffix 10

Hint: Enter Position # for the newjob, and TAB to the Suffix. Use 10 for the first job assignment; use 20, 30, etcfor simultaneous job assignmentsto the same position/title.

The ePAF entryform opens.Be sure to followthese hintsbefore starting your entry:

HINT:Verifythe T#, suffix and title appear correctlyabove each Approval Type.

HINT:If this is a reappointment to a T#, copythe Job Begin Date fromthe Current Value to the NewValue column. HINT:Remember that the Default Earnings does not insert Effective Dates, and it needs to be entered on each line.

Add SecondaryJob Exempt

Job Begin Date (MM/DD/YYYY)Hint:Use the QueryDate as the Job Begin Date. Exception: If this isa reappointment and the employee was previouslyappointed to thisT# position, use the original JobBegin Date displayed in the Current Value Column of the ePAF.

Job TypeSecondary Default. Not overrideable.

JobsEffective Date (MM/DD/YYYY) Hint: Use the QueryDate asthe JobsEffective Date.

Personnel Date (MM/DD/YYYY) Hint:FollowTHE DATEReminders above.

Step0 Default. Not overrideable.

Annual Salary Use the ePAF Calculator job aid. For this summer ePAF

Use 9 mon salary of the title is 9 mo Faculty/TA/GPTI, or

Use 12 mon salary if the title is research.

This is not salary for a semester or salary for a month.

Job Status Active Default. Not overrideable.

Position Title Entrynot allowed. Defaults AFTERePAF applies.

FTE Use 3-digit decimals (i.e. .50, .375) 1.0 is

Fulltime.

Job Change Reason CodeNEWJO Add SecondaryJob

Timesheet COA Chart of Account, Tor S

Timesheet Orgn Home Organization code such asC11000

Supervisor IDR# ID of the job supervisor, who must have an active job.

COMPENSATION Exempt - Factor & Pays

Effective Date MM/DD/YYYY Hint: Use the QueryDate

Hoursper Day Use the ePAF Calculator job aid

Hoursper Pay Use the ePAF Calculator job aid

Factor Use 9 if the title is9 Mo Faculty/TA/GPTI; or

Use 12 if the title is 12 Mo research.

Pays CopyfromFactor above.

CREATE OR CHANGE DEFAULT EARNINGS

NewValue

Effective Date (MM/DD/YYYY) / Earnings / Hrs or Unitsper Pay / Deemed Hours / Special Rate / Shift / End Date
PickFromList
Use QueryDate / RGS / (Hours) / LvBlank / LvBlank / 1 / LvBlank
1

Hint: Onlymake entries in three columns- Effective Date, EarningsCode, and Hrsor Units(Shift ispre-loaded; LvBlank- leave column blank- column isnot used).

Effective Date:Use the QueryDate. Must be in theformat MM/DD/YYYY. Required with each Earnings Code. HLN / HLD is not required

RGS for Exempt Regular Salary: Type RGS in the Earnings column. Hoursor Unitsper Payisthe same asHoursper Payentered above.

CAUTION:Do not 'edit' an Earnings Code that defaults into Default Earnings. If a code is unwanted, click to remove the line and enter the desired Earnings Code on a newline.

Be sure to click "SAVE and Add NewRows" if you make changes in Default Earnings.

CREATE OR CHANGE LABOR DISTRIBUTION, FOAPAL

Effective Date (MM/DD/YYYY)Hint: Date defaultsto the QueryDate

COA / Fund / Org / Acct / Program / Activity / Location / Percent
Tor S

Hint: Effective Date should be querydate.Hint:Percent column should total to 100.

CAUTION:FOAPAL defaults fromthe Position and onlythe Percent can be edited. If theFOAP is not wanted, set the percent to 0 and click to remove the line. Add desired FOAPs on newline(s) with appropriate percents. Be sure to click "SAVE and Add NewRows" if you make changes to the FOAPs.

ENDJOB

JobsEffective Date (MM/DD/YYYY) Hint:FollowTHE DATERemindersabove.

Personnel Date (MM/DD/YYYY) Hint:FollowTHE DATERemindersabove.

Job StatusT Default. Not overrideable.

Job Change Reason CodeENJOB

Job End Date Hint:FollowTHE DATERemindersabove.

ROUTINGQUEUE

7 - AcademicSupport TTUFYI

20 - DepartmentApprove Hint: Click the magnifying glass and choose

75 - CompensationApprove a name for each level.

80 - BudgetApprove Hint: Find the “Default Routing” link in your Originator

95 - HRTTU ApprovalApprove Summary and save your normal approvers.

99 - HRTTU Apply- UploadApply

HINT: The minimumapprovalsfor most ePAF's are preloaded in the Routing Queue. If additional approvalsare required for a particular employee type such asfacultyor students(Grad School, Provost, etc), or if additional approvalsare required byyour department management or if the transaction isan exception to universitypolicy select the required approversfromthe Approval Level pull down list.