Summer Pay for 9 Month Faculty and Staff A PowerPoint Primer for Payroll Preparers – Summer 2006 Compensation, Human Resources

9 month appointments & pay 9 month is a special status specific to the academic environment, uncommon elsewhere The status usually involves some individuals who also work summer terms and some who don’t University offers special pay options (and insurance premium deduction options) to this group

What are 9 month pay options? 9/9 means regular salary is divided by 9 and paid out Sept – May. This is the default pay option. 9/12 means regular salary is paid out Sept - August with summer being “reserve pay.” This is the elected option. Choice applies to base pay only. Augmentations are not spread over summer Choice made by continuing 9 month faculty/staff during Summer Enrollment period Newly hired 9 month employees must select 9/12 month pay option prior to first paycheck

How Summer Payroll Works… Those on 9/12 must remain in their primary job record (empl_rcd) for the summer months to pay out their summer reserve pay Reserve pay will show “paid not earned” on earnings statements A separate job record must be used to pay for work performed in summer or Maymester, regardless of the 9/9 or 9/12 pay option selected

What this means for payroll processing “Summer Budget” (including Maymester) of initial regular faculty summer appointments (regular teaching, chairs, and Junior Faculty Summer Research Fellowship) is being handled through spreadsheets provided by the Provost Office Corrections and additions for regular faculty (including external Faculty Research and Faculty Research Grants), and for 9 month staff, will be handled using the HRM-12 form TF, TA, and Special Appointments continue to be paid on HRM-7 as previously

WHEN do I use HRM-12? Use for correcting, adding, or terminating Summer Budget entries for regular faculty appointments that were not submitted on your summer faculty spreadsheets Use for 9 month Staff who work Summer months Dining Services employees Housing employees Intensive English ESL instructors Use for Summer Research appointments (external or FRG) for regular Faculty

HRM-12 Basics Available on HR EIS and Forms websites ( and The name says it all – “Appointment Authorization for Maymester and Summer Payroll for Current 9 month Regular Faculty and Staff” Works like a HRM-7 generally but just for summer and Maymester Does not reference the primary position number for the employee Dean and VP must sign form

HRM-12 Basics Only one employee may be submitted per form All NEW HIRES must be processed on a HRM-6 form instead of the HRM-12 A comments section is included where you can give us more info about the data on the form. For Faculty, please include regular 9 month salary contract amount Do not enter an empl_rcd # unless making a change to a previously submitted appointment. For HIR actions, HR Records will assign the appropriate empl_rcd #.

Job Coding using HRM-12 Regular academic job codes for Summer I, Summer II will be the same as during regular academic terms (ex: 0200, 0300, etc.) For Maymester use XXX5 codes Authorize Faculty Research appointments on 1301 Faculty Research (do not use regular faculty job code) For Staff use regular job code

QUESTIONS? The faculty or staff member doesn’t use 9/12 pay – do I still use the HRM-12? Yes, you use HRM-12 for employees with either 9/9 or 9/12 pay. Can I put an employee’s entire summer on one form? Yes, you may have multiple time periods, job codes, and payment accounts. Do I use the Employee Record # from previous job records? No, this # will be assigned by HR Records. However, please use this assigned number if you need to make any changes. Other questions? – please contact HR Compensation for assistance.