Summer Payroll Review

April 2010

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Purdue University2010 Summer Employment Calendar

Fort Wayne

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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.

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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. 

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Key Dates – Spring/Summer 2010

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Summer Session Appointments – Reminders for 2010

Examples

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FY Grads on Leave for Summer Prepare Form 33A (Request for Absence from Campus) covering the unpaid

leave periodhttp://www.purdue.edu/hr/xls/33ABSENCE.xls

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).

http://www.purdue.edu/hr/xls/LeaveActionForm.xls

Refer to BPP: Interim Procedures – Charging Fringe Benefits for Unpaid Leave of Absence

https://www2.itap.purdue.edu/bs/BPP/Processes/ChargingFringesUnpaidLeaves.pdf

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.

http://www.gradschool.purdue.edu/downloads/Graduate_Student_Employment_Manual.pdf

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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 2010-11 academic year (Pay Period #8) will begin on 8/16/10.

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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).

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Summer Pay Distribution for AY EmployeesSummer pay for AY employees is a lump sum payment,

and therefore percentages must be figured for the entire month.

Example: PI worked 100% July 1st – July 15th on Grant A PI worked 100% July 16th – July 30th 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 1st – July 30th, PI worked 50% on Grant

A and 50% on Grant B.

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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 12th 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.

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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 (21010000) 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).

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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).

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Key Dates – Fall 2010 Preview

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References/Links: Provost Office Summer Session Guidelines:

http://www.purdue.edu/provost/shtml/documents/Provost_Summer_Session_Guidelines_2010.pdf

Executive Memorandum C-26 (Employment Period for Academic-Year Staff: http://www.purdue.edu/policies/pages/human_resources/c_26.html

Payroll Website: http://www.purdue.edu/payroll/

Shared Service Center Website: http://www.purdue.edu/hr/SSC/

Executive Memorandum C-18 (Compensation Policies for University Staff Members Participating in Continuing Education Activities): http://www.purdue.edu/policies/pages/human_resources/c_18.html

Executive Memorandum C-40 (University Policy on Compensation for Summer Intensive Instructional Activities and Non-Continuing Education Overload Activities: http://www.purdue.edu/policies/pages/human_resources/c_40.html

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