APP 9-52: Summer Salary Online Data Entry Guidelines

Contains information for department staff who process actions into the Payroll/Personnel Online System (PPS) and for timekeepers. The information in this section of the APP is designed to supplement the procedures for academic summer additional compensation which can be found in the Payroll/Personnel Online System Procedures manual, Additional Employment (blue tab), Section 6.6 – Academic Summer Salary.

Internal procedures for routing information about summer appointments will vary within each school. Depending on the department’s organizational structure, the responsibilities for processing payments may need to be coordinated among the staff who are PPS preparers, timekeepers, and bookkeepers. Therefore, the information contained in this section is set out as a general guide for departments. PPS Preparers should determine who will need to be informed and copied on summer appointment information.

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A. Online Payment Processing Procedures

Prepare the Employee Data Gathering Form

For academic-year appointees, use information on the “Additional Compensation Worksheet, PDF version” (cannot be used for faculty subject to NIH cap) and the “Additional Compensation Worksheet, Word version” to complete an Employee Data Gathering Form.

For fiscal-year appointees, an Employee Data Gathering Form should be prepared in support of the approved summer appointment. Additional Compensation Worksheets are not used for faculty paid using the “Calendar-Month Method.”

  1. Set Up the Appointment Lines: A separate appointment line must be set up for each title code used for summer additional compensation employment. It may be necessary to use multiple appointments.
    1. Examples of this include: An Associate Professor who received permission to work three months and who also received a promotion would need two appointment lines: one as Associate Researcher for the time worked in June prior to promotion and one as Researcher for the time worked in July through September.
      Faculty who are employed by Summer Sessions will need an appointment reflecting the teaching appointment and a separate appointment line for any research work.
      Faculty employed as administrators at the 1/9th rate on their professorial title will need a separate appointment line if they are also employed on a research appointment.
  2. Set Up the Distribution Lines: It may be necessary to set up multiple distribution lines under each appointment.
    1. Examples of this include: An appointee who is paid from more than one fund source.
      If there are breaks in the period of summer service (non-continuous service), separate distribution lines may be set up to reflect the actual days worked; however, the appointment line may be inclusive of the total time.
      An appointee who received permission to work three months and who also received a merit increase: one distribution for the time worked in June prior to the merit increase and another distribution line for the time worked in July through September at the new salary and step.

REMINDERS – “57-Day Service Period Method”

The following are reminders when preparing the Employee Data Gathering Sheet for academic-year faculty paid using the “57-Day Service Period Method.” Refer to the online samples in the Academic Personnel Procedures Manual, Section 9-52, Appendix I, for additional guidance on setting up summer salary appointments and distributions.

  1. Appointment Line Reminders:
    1. Enter 09/09 in the Basis/Paid Over fields.
    2. Enter the appropriate Academic-Year 1/9th-rate Title Code.
    3. Enter a “V” in the Fixed/Variable field for variable time reporting.
    4. Complete the Pay Code fields (Rt/Sch/Time/Lv) to read A MO Z N.
  2. Distribution Line Reminders:
    1. Sub “2” must be entered in the account and fund “Sub” field.
    2. Enter 1.0000 in the Percent field.
    3. Use one fund source only for each day of service.
    4. Enter the appropriate 1/9th rate in the Monthly Pay Rate field.
    5. Enter the appropriate DOS code (ACA or ACR) in the Description of Service field (See APP Section 9-51, Appendix VII, for list of applicable DOS Codes.)

REMINDERS – Calendar-Month Faculty

The following are reminders when preparing the Employee Data Gathering Form for faculty paid using the “Calendar-Month Method.” This includes both fiscal-year faculty as well as non-Senate academic-year appointees. Refer to the online samples in Appendix I of this section for additional guidance on setting up summer salary appointments and distributions.

  1. Appointment Line Reminders: The appointment begin and end dates must reflect a calendar month. When a combination of partial months is used, the total working days cannot exceed one calendar month.
    1. Enter either 11/11 or 11/12 in the Basis/Paid Over fields for fiscal-year appointees. Use 09/12 for non-Senate academic-year appointees.
    2. Enter the appropriate fiscal-year title code or the appropriate academic-year title code.
    3. Enter an “F” in the Fixed/Variable field. This will result in the time being displayed on the Time Reporting Roster.
    4. Complete the Pay Code fields (Rt/Sch/Time/Lv) to read A MO Z N.
  2. Distribution Line Reminders:
    1. Enter the appropriate 1/12th or 1/11th rate in the Monthly Pay Rate Field. To calculate a 1/11th rate, divide the fiscal-year professorial equivalent salary by 11. For off-scale appointees, call Academic Personnel to get the equivalent fiscal-year off-scale annual rate.
    2. Enter the appropriate DOS Code (ACR, ACA, or ACM) in the Description of Service field. (See APP Section 9-51, Appendix V for a list of applicable DOS Codes.)

Update the Employee Database (EDB)

The EDB should be updated for all additional compensation or summer employment prior to the June fiscal closing deadline.

Online entry for a twelfth month of employment should not be updated until prior approval has been received.

Using the completed Data Gathering Form, follow the procedures described in the Payroll/Personnel Online System Procedures Manual, Section 6.6 – Academic Summer Salary:

  1. Enter data for summer salary via the Appts./Distributions – condensed screen (EAPC). Review the data, then update the EDB.
  2. For appointees who elect to earn summer additional compensation in lieu of vacation, please note this in the “comments” section of the PAN notice and enter the following statement on the IDOC sent to the Payroll Office:
    In order to earn this summer salary, I understand that I will be using xx days (xxx hours) of vacation. ____________ Faculty Initials
    Enter the appropriate number of days/hours in the spaces. (See Section D below for Procedures on Calculating Vacation Leave Usage.)
  3. Print the IDOC and distribute according to your department procedures. Be sure to give a copy of the PAN notice or the IDOC with comments to your timekeeper for the purpose of reporting the vacation leave usage.
B. Payment Schedule

Payment for all summer additional compensation will be paid along with the faculty member’s regular pay on the 1st of the month or on the day corresponding to the Monthly Current (MO) Payroll date as follows:

Work Performed
In June
In July or Summer Session I
In August or Summer Session II
In September
Check Issued
1st* working day of July
1st* working day of August
1st* working day of September
1st* working day of October
*or equivalent Monthly Current (MO) Payroll date.

Consult the current payroll schedule for the exact payday. Summer additional compensation payments will be distributed according to the current Earnings Disposition Form, UPAY 702-9, on file for the appointee.

C. Time Reporting

After the summer salary appointment and distribution lines have been entered in the EDB, the departmental timekeeper extracts the monthly Time Reporting Roster as usual. Time reporting for all summer additional compensation will be positive on the monthly (MO) current pay schedule.

For faculty paid using the “57-Day Service Period Method,” the timekeeper should enter the correct percentage as indicated on the Additional Compensation Worksheet completed for each eligible employee, and update the roster page following entry of percentage(s).

For faculty paid using the “Calendar-Month Method,” the Time Reporting Roster will be displayed with the appointment percentage based on distribution data previously entered in the EAPC Screen.

Whenever possible, approved merits and promotions should be updated in the PPS employee data base prior to the end of June to insure a correct time reporting environment for July earnings. Preparers should continue to update the EDB as approved merit and promotion data becomes available to ensure correct time reporting for all subsequent summer additional compensation payments.

If the correct terms of the distribution (title, rate amount, etc.) are not properly displayed in the Time Reporting Roster, the timekeeper should override the prelisted data with the correct information. Ensure that the EDB is immediately updated to match the override, otherwise the transaction will be “blocked” from processing.

If the Time Reporting Roster fails to list the name of an appointee, update the EDB distribution data to support a summer additional compensation payment, wait one day, then use the prelisted data in the Time Reporting Roster as above. Otherwise, a payment transaction may be created immediately through use of the EDAP function. Schedule the payment for the next MO payroll cycle. “Retrieve” information from a related EDB distribution established for the appointee. Complete data entry of the transaction, and update. Ensure that the EDB is updated to support the Additional Payment transaction.

Refer to Payroll Personnel Online System Time Reporting (OPTRS) manual for more detailed time reporting procedures.

D. Vacation Leave Usage

Vacation leave usage must be reported for fiscal-year academic appointees. (Refer to APM Policy 600-14-d.)

Calculating Vacation Leave Usage

To compute the usage, determine the number of working days for the month in which the additional compensation was earned (or “vacation taken”). Convert the days to hours by multiplying them by 8. Compare the hours to the number of hours of vacation accrued by the employee.

If the employee has enough vacation hours accrued, enter the number of days/hours on the IDOC.

If the employee does not have enough vacation hours accrued, enter only the number of hours the individual has accrued. In other words, for purposes of calculating vacation leave usage, departments are to enter either the number of working days in the month (converted to hours) or the vacation hours accrued to date, whichever is less. In either case, the employee’s accrual should be treated like that of any other employee in that the employee does accrue vacation during the month he/she is earning the additional salary (or technically “on vacation”). Vacation hours accrued during the month of summer employment are carried forward for future use.

Departmental timekeepers should be given a copy of the IDOC in order to report the vacation leave usage.

Reporting Vacation Leave Usage

Vacation leave usage (VAC) must be reported for fiscal-year academic appointees who receive summer additional compensation. As timekeepers report positive time for payment of summer additional compensation to these individuals, they must report an equal number of hours of vacation usage on their primary funding through use of the online Leave Reporting Roster. This usage should be reported in the same way vacation usage is reported for other employees in the department.

If the employee has not accrued adequate vacation to cover the number of working days represented by the summer additional compensation, the department should report the desired percent of time for payment, but should only report the vacation the individual has actually accrued. (Do not report more vacation hours on the Leave Reporting Roster than the employee has available for use.)

Appendix I: Summer Salary Online Exhibits Listing

Academic Year Appointees

3/9 Additional Compensation
Reflecting both administrative service and a research appointment with a June payment
Appendix I, Exhibit A
3/9 Additional Compensation
Non-continuous service
Appendix I, Exhibit B
3/9 Additional Compensation
Reflecting both a June payment and a promotion
Appendix I, Exhibit C
3/9 Additional Compensation
Reflecting both a June payment and a merit increase
Appendix I, Exhibit D
3/9 Additional Compensation
Continuous service with no merit increase or promotion
Appendix I, Exhibit E
Additional Compensation
Reflecting a specific dollar amount (extramural funds)
Appendix I, Exhibit F
2/9 Additional Compensation
NIH grant reflecting a salary supplement
Appendix I, Exhibit G
3/9 Additional Compensation
Reflecting both a Summer Sessions appointment and a research appointment
Appendix I, Exhibit H

Fiscal Year Appointees

1/11 Additional Compensation
Reflecting a payment at the 1/11th rate
Appendix I, Exhibit I
2 Calendar Months' Additional Compensation
Reflecting a payment at the 1/12th rate
Appendix I, Exhibit J

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