Liberal Arts Payroll Process Summer Payroll

CLA Payroll Center Marit Best Account Clerk BRNG 1131 Administration CLA IT Development Engagement Student Services Interdisciplinary Studies Afro-American Studies American Studies Comparative Literature Linguistics Women’s Studies Communication History Languages and Cultures Roann Riggins-Keller Account Clerk BRNG 1129 Anthropology English/MFS Philosophy Political Science Sociology Visual and Performing Arts Theatre Sandy Kellogg Account Assistant BRNG 1274A

Summer Session Dates First 6-week module: 5/18 – 6/26 Second 6-week module: 6/29 – 8/7 For each 6-week module staff will be paid at 66.67% (FTE adjusted to pay same “per course” rate) 4-week module: 5/18 – 6/12 Staff will be paid at 100% 8-week module: 6/15 – 8/7 Staff will be paid at 50%

Cut-Off Dates Information due to CLA Payroll Center by 5 p.m. on the following dates: May payroll: Monday, 4/27 June payroll: Thursday, 6/4 July payroll: Thursday, 7/2 August payroll: Monday, 8/3 The CLA Payroll Center will continue to process payroll paperwork each month after monthly cut-off but we can’t guarantee on-time payment.

AY Summer Pay Cost Distribution Dates Academic Year Regular Pay (WG1) May: 5/1/2015 – 5/17/2015 August: 8/17/2015 – 8/31/2015 Summer Pay (WG2) May: 5/18/2015 – 6/1/2015 June: 6/2/2015 – 6/30/2015 July: 7/1/2015 – 7/30/2015 August: 7/31/2015 – 8/16/2015 Use these dates in IT27 for cost distribution purposes regardless of contract dates. Reminder: Summer pay is a “lump sum” payment; the cost distribution in IT27 on the date of the lump sum payment is used to distribute the summer pay. Normally this is the last working day of the month; however, for various reasons it may be a different day. If there is varying cost distribution in IT27 for a pay period, please average it out over the entire pay period.

CLA Process for Cost Distribution For anyone paid on grants/SPS funds with an order expiring over the summer please be sure to let Payroll Center know the last day staff is eligible to receive payment, this date is used on the summer calculator so you will be able to do cost distribution during the project period. Departments are responsible for cost distribution on ALL non funds or when funds are split between and another fund. CLA Payroll Center will enter cost distribution ONLY when summer calculator is paid 100% from funds.

Graduate Student Information Individuals appointed to a graduate staff classification or a graduate fellowship must be formally admitted to a degree-seeking program or teacher license program. Graduate students must register for a minimum of three graduate credit hours during at least one summer module. Fellows must be registered as a full-time student (8 hours fall and spring and 6 hours summer session). Students not admitted or registered must register immediately or be removed from grad appointment or fellowship. International students limited to.50 FTE when classes are in session. During summer session international students may hold appointment over.50 FTE as long as they aren’t registered in the session they are receiving payment. If student GRADUATES in May (including undergraduate students) and not registered for summer session or fall semester they are unable to hold ANY student positions after graduation. They MUST be transferred to another position. Graduate students who receive a two month Grad School Summer Research Grant are limited to holding only an additional.25 FTE appointment.

Liberal Arts Graduate Step Scales ACADEMIC YEAR STEP SCALE FISCAL YEAR STEP SCALE 2014/15 Graduate Steps Steps25%50%75%100%Full TimeSteps25%50%75%100%Full Time Univ Minimum $ $ 1, $ 2, $ 3, Annual Univ Minimum $ $ 1, $ 2, $ 2, Annual Step 1 $ $ 1, $ 2, $ 3, $ 27,605 Step 1 $ $ 1, $ 2, $ 2, $ 33,125 $ 6,901 $ 13,802 $ 20,704 $ 27,605 $ 8,281 $ 16,562 $ 24,844 $ 33,125 Step 2 $ $ 1, $ 2, $ 3, $ 28,275 Step 2 $ $ 1, $ 2, $ 2, $ 33,925 $ 7,069 $ 14,138 $ 21,206 $ 28,275 $ 8,481 $ 16,962 $ 25,444 $ 33,925 Univ Minimum $ $ 1, $ 2, $ 3, Full Time Annual Univ Minimum $ $ 1, $ 2, $ 2, Full Time Annual Grad Lecturer $ $ 1, $ 2, $ 3, $ 29,698 Grad Lecturer $ $ 1, $ 2, $ 2, $ 35,638 $ 7,424 $ 14,850 $ 22,273 $ 29,698 $ 8,910 $ 17,819 $ 26,729 $ 35,638 Criteria for Step Level Step 1 -- Years 1 and 2 Step 2 -- Years 3 and above Grad Lecturer -- must have passed preliminary exam and classified as doctoral candidate

Limited-term Lecturer Information Summer session offer letter required. Offer letter template can be found at May not be employed (in all appointments) for more than six continuous academic year semesters at.50 FTE or greater without prior Provost approval. If currently a grad student offer letter must include contingency (if student does not graduate at end of current semester) or must include a copy of Thesis Deposit Receipt from Graduate School or proof of graduation (diploma or transcript).

Liberal Arts Limited-term Lecturer Scale CLA Limited Term Lecturer Payscale Semester Gross Pay 13/14 RatePer courseLevels25%33%50%58%67%75%88%91%100% $3,260$3,310Level 1 $ 3,310 $ 4,369 $ 6,620 $ 7,679 $ 8,871 $ 9,930 $11,651 $12,048 $13,240 $3,285$3,335Level 2 $ 3,335 $ 4,402 $ 6,670 $ 7,737 $ 8,938 $10,005 $11,739 $12,139 $13,340 $3,315$3,365Level 3 $ 3,365 $ 4,441 $ 6,730 $ 7,806 $ 9,018 $10,095 $11,844 $12,248 $13,460 $3,365$3,415Level 4 $ 3,415 $ 4,507 $ 6,830 $ 7,922 $ 9,152 $10,245 $12,020 $12,430 $13,660 $3,415$3,465Level 5 $ 3,465 $ 4,574 $ 6,930 $ 8,039 $ 9,285 $10,395 $12,197 $12,612 $13,860 $3,490$3,540Level 6 $ 3,540 $ 4,672 $ 7,080 $ 8,212 $ 9,487 $10,620 $12,460 $12,885 $14,160 $3,540$3,595Level 7 $ 3,595 $ 4,745 $ 7,190 $ 8,340 $ 9,635 $10,785 $12,654 $13,086 $14,380 $3,595$3,650Level 8 $ 3,650 $ 4,818 $ 7,300 $ 8,468 $ 9,782 $10,950 $12,848 $13,286 $14,600 $3,630$3,685Level 9 $ 3,685 $ 4,863 $ 7,370 $ 8,548 $ 9,876 $11,055 $12,970 $13,413 $14,740 $3,650$3,705Level 10 $ 3,705 $ 4,891 $ 7,410 $ 8,596 $ 9,929 $11,115 $13,042 $13,486 $14,820 $3,690$3,745Level 11 $ 3,745 $ 4,943 $ 7,490 $ 8,688 $10,036 $11,235 $13,182 $13,631 $14,980 $3,710$3,765Level 12 $ 3,765 $ 4,969 $ 7,530 $ 8,734 $10,090 $11,295 $13,252 $13,704 $15,060 $3,730$3,785Level 13 $ 3,785 $ 4,995 $ 7,570 $ 8,780 $10,144 $11,355 $13,322 $13,777 $15,140 $3,750$3,805Level 14 $ 3,805 $ 5,023 $ 7,610 $ 8,828 $10,197 $11,415 $13,394 $13,850 $15,220 $3,790$3,845Level 15 $ 3,845 $ 5,075 $ 7,690 $ 8,920 $10,305 $11,535 $13,534 $13,996 $15,380 $3,810$3,865Level 16 $ 3,865 $ 5,102 $ 7,730 $ 8,967 $10,358 $11,595 $13,605 $14,069 $15,460 $3,855$3,910Level 17 $ 3,910 $ 5,161 $ 7,820 $ 9,071 $10,479 $11,730 $13,763 $14,232 $15,640 $3,875$3,935Level 18 $ 3,935 $ 5,194 $ 7,870 $ 9,129 $10,546 $11,805 $13,851 $14,323 $15,740 $3,935$3,995Level 19 $ 3,995 $ 5,273 $ 7,990 $ 9,268 $10,707 $11,985 $14,062 $14,542 $15,980 $4,280$4,345Level 20 $ 4,345 $ 5,735 $ 8,690 $10,080 $11,645 $13,035 $15,294 $15,816 $17,380

Summer Session Spreadsheet Payroll for everyone listed on spreadsheet will charge to departmental special Summer cost center. Add Course Number, LEGAL name, and PUID (grads only), teaching dates, select teaching dates from drop down box, and select grad step level from drop down box (if they did not teach spring semester). This spreadsheet is different than the one used for fall/spring. Please include ALL ACADEMIC YEAR staff with instructional related duties paid by your department. If more than one person is responsible for information (e.g. one for grads and one for faculty) department will need to coordinate the completion of the spreadsheet to include ALL ACADEMIC YEAR staff. Include on-line/distance learning courses paid by Continuing Education. Funds are transferred to Liberal Arts. All faculty and TAs will be paid at their current FTAR (full-time annual rate) unless CLA Payroll Center is instructed otherwise. Save and spreadsheet to department business office (no need to include CLA Payroll Center). Department business office will review for teaching allocation limit. All instructional appointments will be paid from department special summer session cost center. Department business office will APPROVED spreadsheet to the CLA Payroll Center.

Summer Appointment Spreadsheet Summer 2015 Instructional/Teaching Course Listing Only Department: first 6-week module: 5/18 - 6/26; second 6-week module: 6/29 - 8/7; 4-week module: 5/18 - 6/12; 8-week module: 6/15 - 8/7 Complete only if NOT paid Spring 2015 Course NumberLEGAL NAME (last name, first name) Grad Students Only PUID (format: )Teaching DatesStep LevelComments

Summer Session Process After Cut-Off Once initial spreadsheet has been submitted please submit changes in the following manner: Cut and paste the lines you want to change into a blank spreadsheet. Make the necessary corrections. Please do not resend complete list. Save and spreadsheet to department business office (no need to include CLA Payroll Center). Department business office will review for teaching allocation limit. All instructional appointments will be paid from department special summer session cost center. Department business office will APPROVED spreadsheet to the CLA Payroll Center. **Please be sure to notify the CLA Payroll Center if a course is cancelled.** Payroll paperwork can then be processed to stop summer pay so it will not cause a payback situation for employee.

Provost Approval Departmental Business Office staff should review Guidelines for Summer Session Support located at for summer payroll that will require you to provide the CLA Payroll Center a copy of Provost prior approval memo.

Non-instructional Summer Payroll (Includes Study Abroad) Complete Summer Employment Calendar and route to CLA Payroll Center to complete summer calculator. Directors/Chairs who are approved for 1 month pay can either receive 100% for 4 weeks (20 days) or 50% for 8 weeks (40 days). For anyone paid on grants/SPS funds with an order expiring over the summer please be sure to let Payroll Center know the last day staff is eligible to receive payment, this date is used on the summer calculator so you will be able to do cost distribution during the project period. CLA Payroll Center will receive approved graduate Summer Research List with fund/order from Grad School. Unless instructed otherwise all students will be paid 6/3 through 7/28 (20 days in June and 20 days in July). Please forward e- mail request from student requesting change in dates to the CLA Payroll Center. Since international students are limited to.50 FTE dates will need to be adjusted for anyone teaching a 4-week or 6-week course. Grad students who receive a Summer Research Grant are limited to hold only an additional.25 FTE appointment.

Request and Leave Action for Sabbatical, Research/Instructional/Engagement Travel, Outside Activity Leave or Change in Duty Station If graduate student or limited-term lecturer lives outside of the Lafayette, Indiana area and WILL NOT work on the West Lafayette campus they MUST complete a Request and Leave Action for Sabbatical, Research/Instructional/Engagement Travel, Outside Activity Leave or Change in Duty Station Form. Form located at PDF version - Excel version -

Helpful Links CLA Business Office Website is located at CLA Payroll Center information located at Graduate Staff Employment Manual is located at Graduate School Fellowship Manual is located at