Summer Payroll Review April 2010

Human Resources Services 2 Purdue University 2010 Summer Employment Calendar Fort Wayne

Human Resources Services 3 Payroll Calendar Notes Academic year staff who work during the summer will receive summer pay on the last working day of the month. Summer pay will be included in regular pay for May and August, if applicable. May and August must have 22 days. To pay 1/18th of the annual salary in May and August, the OnePurdue system pays 11 days out of 22 days (exactly 1/2 of monthly pay) for academic year staff. The period end date in May and August, the period start date in June and July, and the number of days in June and July may be adjusted to accommodate 22 days in May and August.

Human Resources Services 4 Key Date Reminders – Spring/Summer 2010 Remember the AY contract calendar and AY pay calendar are not the same; therefore effective start/end dates may be different than actual start/end dates. The AY Calendar for the Spring Semester 2010 ends 5/16/10. For Spring AY separations, the effective date should be 5/18/10. Using this date allows for 11 days to be paid in May for the AY contract period. For academic year faculty, A/P and post docs, benefits apply through 5/17/10.

Human Resources Services 5 Key Dates – Spring/Summer 2010

Human Resources Services 6 Summer Session Appointments – Reminders for 2010 Examples

Human Resources Services 7 FY Grads on Leave for Summer Prepare Form 33A (Request for Absence from Campus) covering the unpaid leave period Prepare Leave Action Form (LAF) and provide account information for the charging of fringe benefits (University portion) to department specified account(s) – (Non-SPS funds). Send Leave Action Form directly to the Leaves Processing Center, FREH (Cindy Stephens). Refer to BPP: Interim Procedures – Charging Fringe Benefits for Unpaid Leave of Absence Grads will still be in “employment status” but because they aren’t being paid their insurance fees will accrue. When the grad comes back after the summer is over, the premiums will be deducted from their first paycheck for those fees they accrued over the summer. Refer to the Grad Employment manual for further details.

Human Resources Services 8 Cost Distribution for Summer 2010 Payroll(s) For AY staff Pay Period #5 cost distribution must be based on dates below: May AY cost distribution is 5/01/10 – 5/17/10 The range of dates for cost distribution for the 2010 Summer Session Pay is: 5/18/10 – 8/15/10 May: 5/18/10 – 06/01/10 June: 6/02/10 – 6/30/10 July: 7/1/10– 7/31/10 August: 8/01/10 – 8/15/10 Cost distribution for the academic year (Pay Period #8) will begin on 8/16/10.

Human Resources Services 9 Cost Distribution Reminders Summer Session Pay is paid as lump sum payments monthly. The cost distribution that is applied to the payment is determined by the origin date of that payment. You should set the cost distribution to the same value for the entire month. To view summer payments use PA20, Info Type 15 (Additional Payments), Sty 1315, click the All button and overview (sun over the mountain).

Human Resources Services 10 Summer Pay Distribution for AY Employees Summer pay for AY employees is a lump sum payment, and therefore percentages must be figured for the entire month. Example:  PI worked 100% July 1 st – July 15 th on Grant A  PI worked 100% July 16 th – July 30 th on Grant B Because AY employees are paid with lump sum payment each month, the distribution in IT27 at the pay date will be the distribution for the entire payment. Therefore, distribution should be calculated based on effort for the entire month. In this case, the distribution in IT27 should be as follows:  For the period of July 1 st – July 30 th, PI worked 50% on Grant A and 50% on Grant B.

Human Resources Services 11 Cost Distribution Reminders Use the copy button rather than the change button (pencil). Verify that the distribution equals 100%  If less than 100% the difference will go to your default account. Do not enter more than 12 lines of distribution.  Anymore than 12 lines will combine with the 12 th line and go to your default account. Do not enter a cost center with a real internal order  A cost center with a real internal order may cause your fringes to post to the incorrect account.

Human Resources Services 12 New Business Process effective with Summer 2010 Departments review IT0027 records for those AY staff that are not working during summer months – June and July. New report ZHR_NOAYSUMMER report was created to help identify staff. Changes only required for staff eligible for life insurance (i.e. grads excluded) If Sponsored Program Accounts are on IT0027 record – must change to home Cost Center and General Fund ( ) during summer period so imputed income FICA employer charges will hit central pool accounts. If Gift or Auxiliary type fund that normally pays fringe benefit charges – must leave IT0027 record as is and charges will post to these accounts during non work months (normally June and July). 12

Human Resources Services 13 Key Dates – Fall 2010 Preview Remember the AY contract calendar and AY pay calendar are not the same; therefore effective start/end dates may be different than actual start/end dates. The AY Calendar for the Fall 2010 begins 8/16/10. Summer AY separations - the effective date should be on or before 8/14/10. The separation date is the day following the last day in paid status. 8/13/10 is the last possible employment date for summer (WL).

Human Resources Services 14 Key Dates – Fall 2010 Preview

Human Resources Services 15 References/Links: Provost Office Summer Session Guidelines: Guidelines_2010.pdf Executive Memorandum C-26 (Employment Period for Academic-Year Staff: Payroll Website: Shared Service Center Website: Executive Memorandum C-18 (Compensation Policies for University Staff Members Participating in Continuing Education Activities): Executive Memorandum C-40 (University Policy on Compensation for Summer Intensive Instructional Activities and Non-Continuing Education Overload Activities:

Human Resources Services 16