Processing Unclassified Transactions for Summer
Involuntary Leave Without Pay for Unclassified 9-Month Benefit Eligible Faculty
This is an automated process in HRIS
- Effective May 24, 2015, all unclassified employees in 9-month benefit eligible positions will be automatically placed on involuntary leave without pay with benefits in HRIS.
- Effective August 16, 2015, all unclassified employees in 9-month benefit eligible positions will be automatically returned from involuntary leave without pay in HRIS. (If applicable, the automated salary increases will be updated with the same effective date for 9-month employees.)
- It is the department's responsibility to ensure the payroll funding is accurate when the employee returns from leave.
- For employees with term contracts, please submit a copy of the contract (include employee ID on the contract to Human Capital Services to reappoint.
- To terminate those benefit eligible faculty members who will not be returning in the fall, a Change or Separation Form (PER-39) must be submitted to Human Capital Services.
Summer School Appointments (teaching appointment for summer school courses)
- Individual colleges are responsible for keying summer school information directly into HRIS through special summer school pages. HCS staff will then access that information and key it into HRIS job data each pay period.
- The only time a paper transaction is required for summer school appointments is if: (1) summer school has been finalized (frozen) in HRIS and no further updates are allowed; or (2) the employee is a new hire or rehire with a break in service.
- A 9-Month Unclassified Summer Transactions (PER-45) should be completed for those summer school appointments not entered by the deadline. For new hires or rehires with a break in service, submit an Appointment Form (PER-38) with supporting documents.
- Unclassified 9-month benefit eligible employees will be assigned to employment record #10 in HRIS for summer school appointments.
- Please use a temporary non-budgeted position number for this appointment. This number should be different than the position number the employee is assigned during the academic year. You may re-use the temporary position numbers created in previous summers for record 10's or you may ask that a new non-budgeted position be created, if one is not available.
- To determine the summer school positions available, please run your "Position Funding by Department Report" in HRIS with an "as of date" from the previous summer--for example in 2015 use July 1, 2014. Your dean's office may also run the summer position report (WPERSS15) using the following two possible paths in HRIS to obtain the same report – Workforce Administration>Workforce Reports>Summer Positions or via Workforce Administration>Job Information>Summer School>Summer School Reports>Summer Positions. This should provide the positions to be re-used for summer appointments.
- Departments are responsible for reporting time and leave (turning on the "Okay to Process" checkbox) in HRIS for employees hired to summer school appointments.
- Funding for summer school appointments is the responsibility of the dean's office.
Summer Appointments (appointment other than teaching and generally paid by a grant)
- Unclassified 9-month benefit eligible employees will be assigned to employment record #11 or greater for summer appointments.
- Please use a temporary non-budgeted position number for this appointment. The number should be different than the position number the employee is assigned during the academic year. You may re-use temporary position numbers created in previous summers or you may ask that a new non-budgeted position be created, if one is not available.
- • To determine the summer school positions available, please run your "Position Funding by Department Report" in HRIS with an "as of date" from the previous summer--for example this year (2015) use July 1, 2014. Your dean's office may also run the summer position report (WPERSS15) using the following two possible paths in HRIS to obtain the same report – Workforce Administration>Workforce Reports>Summer Positions or via Workforce Administration>Job Information>Summer School>Summer School Reports>Summer Positions. This should provide the positions to be re-used for summer appointments.
- Departments are responsible for reporting time and leave (turning on the "Okay to Process" checkbox) in HRIS Time and Leave.
- It is each department's responsibility to maintain funding for summer appointment positions. Please review funding and update as necessary for all summer positions you will be re-using.
- Submit all summer appointment transactions on the 9-Month Unclassified Summer Transactions (PER-45).
Employees may be active on record #10 and record #11 (or greater) at the same time, however total FTE must not exceed 1.0FTE.
Please do not combine a summer school appointment and a summer appointment on one form when submitting these transactions to Human Capital Services. A separate 9-Month Summer Transactions (PER-45) form must be submitted for each type of appointment.
One of the most common mistakes we see when reviewing summer transaction forms, is missing supporting documents for rehires previously employed with the university. Please review our transaction checklists to make certain all attachments are included with the rehire transaction forms.
Term Contracts Renewals (NEW in 2015)
- Beginning in 2015, we will no longer require that the Change or Separation Form (PER-39) accompany the contract when a term contract is being renewed. Please only submit a copy of the term contract with the employee ID printed on the form to HCS for each unclassified term contract that is being renewed.
Unclassified Temporary Appointments (no benefits)
- If a temporary appointment (no benefits) is due to end in May and the department wishes to continue the appointment, the department HR liaison may update the Appointment End Date in HRIS to extend the appointment. (Note: If a temporary appointment is for longer than 90 days at an FTE of .5 or greater, the employee must be given a contract and benefits. In addition, a background check may be required at this time, if applicable.) Do not use the PER-45 for temporary employees (no benefits) who are employed during the summer.
- Temporary employees (no benefits) will be reappointed using to their same record number during the summer (typically Record #0).
- Terminate those temporary employees (no benefits) who are not paid during the summer months.
- For reappointments with a break in service (more than one day), use the Appointment Form (PER-38) to reappoint, as well as supporting documents.
Promotions in Academic Rank
- Promotions in academic rank printed in the Kansas State University FY 2016 Annual Budget do not require any action. Human Capital Services will enter the promotions in HRIS from a list provided by the Office of Academic Personnel.
- Promotions in academic rank not printed in the Kansas State University FY 2016 Annual Budget should be submitted on a Position Data Sheet (PER-36), with a supporting contract. Complete the top section, marking "Update", indicate new job code and job title and use "TTL" (Title Change) as the action reason code. In addition, if receiving a different rate of pay, submit a Change or Separation Form (PER-39) to indicate increase in pay. Provost approval is required.
Changes in Status
- Employees changing from a Regular non-budgeted position to a Regular budgeted position for the 2015-2016 fiscal year will require submission of an Appointment Form (PER-38) -- i.e., changing from a term contract to a regular contract. If the contract is changing, we will require a copy of it also. Complete the top section marking "Update", indicate effective date, and use "Transfer" (XFR) as the action code and "Employer Request" (ERR) for the reason code. Indicate the new position number to be used.
- If the contract type changes (Term to Regular or vice versa), but not the position, submit a Change or Separation Form (PER-39) and the new contract.
- Employees changing from 12-month to 9-month position (or vice versa) will require a Change or Separation Form (PER-39) and new contract. Any vacation leave balance will be paid out, if applicable.
Summer Salary for Grants and Contracts
Salary during summer is calculated based on the faculty member's academic year salary and should never exceed the academic year salary (although could be less) per OMB Circular A-21, Section J, 8, d, (1), "Charges for work performed on sponsored agreements by faculty members during the academic year will be based on the individual faculty member's regular compensation for the continuous period which, under the policy of the institution concerned, constitutes the basis of his or her salary. Charges for work performed on sponsored agreements during all or any portion of such period are allowable at the base salary rate. In no event will charges to sponsored agreements, irrespective of the basis of computation, exceed the proportionate share of the base-salary for the period."
Summer Pay Calculation
The following calculation is used to determine the maximum biweekly rate of pay for summer pay periods for a 9 month employee. Actual rate of pay is negotiated at the department level. See the University Handbook C23.1 for more details.
The annual salary divided by 9 months equals the monthly rate. Monthly salary multiplied by the number of summer months divided by the number of pay periods equals summer bi-weekly pay.
Example: For a 9-month employee with an annual salary of $69,000.
$69,000 / 9 months = $7,666.67 monthly salary
$7,666.67 x 3 summer months / 6 pay periods = $3,833.34 compensation rate per pay period.
The compensation rate throughout the year is $3,450 ($69,000 / 20 pay periods = $3,450). This does not mean the employee is receiving a higher salary in the summer. The difference occurs because during the academic year we are spreading the 9-month salary over 20 pay periods which is longer than 9 months.