Summer Payroll Review

April 2014

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Today’s Discussion

Summer Session Calendar Review – Linda Tripp

Summer Session Process Review – Linda Tripp

Key Dates Summer Calculator and PA Form Examples – Cindy Konyk FY Grads on Leave for Summer

Cost Distribution – Patty Whaley/Anne Hager

References/Links

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Purdue University2014 Summer Employment Calendar

West Lafayette

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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/ SAP 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 2014

Remember, the AY contract calendar and AY pay calendar are not always the same; therefore effective start/end dates may be different than actual start/end dates.

The AY Calendar for the Spring Semester 2014 ends 5/18/14 (WL).

For Spring AY separations, the effective date should be 5/19/14. ZZAY absences will be populated for 5/16/14 so that AY employees will receive pay for 11/22 days. 

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Key Dates – Spring/Summer 2014

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Key Dates – Summer 2014

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Key Dates – Summer 2013

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Key Dates – Summer/Fall 2014

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Summer Session Graduate Appointments – Reminders for 2014 AY position in Spring to FY position in Summer

(effective 5/19/14; 1st possible employment date after the academic year ends – Spring Graduation).

A new PERNR is created – position with employee subgroup 12 month FY exempt. DO NOT TRANSFER.

Complete a PA form to Add Additional Appointment (12 month FY exempt).

Cost distribution will be entered separately for each position with the applicable effective dates, therefore charging will be accurate.

PAR’s will be accurate for each appointment. Grad reappointment process can be used for AY position for fall. NOTE: If grad student employee does not return in the Fall, 2 PA

forms are required (one to end additional and one to separate).

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Summer Session Graduate Appointments – Reminders for 2014 FY position in Spring to AY position in Summer

(effective 5/19/14; 1st possible employment date after the academic year ends – Spring Graduation).

A new PERNR is created – position with employee subgroup 9 month AY exempt. DO NOT TRANSFER.

Complete a PA form to “Add Additional Appointment” (9 month AY exempt).

Complete a Summer Pay Calculator. Complete a PA form to “End Additional Appointment” (12 month

FY exempt) – to stop pay. When submitting more than one payroll form, complete “page

___ of ___ pages” on each form. Please STAPLE documents together!! Do not use paperclips.

Payroll Services12NOTE: If you know a graduate student will not be returning in the Fall, prepare a PA form to separate now. Only active appointments will come forward on the grad reappointment list.

Grid for Graduate Student 2014 Summer Appointments

SituationPA Form Beginning of

SummerSummer Pay Calculator

End Add’l or Separation PA Form at End of

SummerPay Area Result/Comments

9 mo. AY Graduate Student New Hire Example #1

XAppointment and base pay must be established before

summer pay can be processed

X5/19/14 is first

available day of summer session

If appointment ends –Yes; otherwise, will come forward on

reappointment list

AY

Effective date of AY New Hire is 5/19/14.

9 mo AY Graduate Student works in the same org unit, in the same position for summer.

Example #2

n/a

X5/19/14 is first

available day of summer session

If appointment ends – Yes, otherwise, will come forward on

reappointment list

Pay Area will not

change for summer

 

9 mo. AY Graduate Student works in a different org unit for summer.

Example #3n/a

X5/19/14 is first

available day of summer session

n/a

Pay Area will not

change for summer

Business Office staff from both org units will determine the cost distribution entry.

9 mo. AY Graduate Student changes to 12 mo. FY Graduate Student during summer.

Example #4

Add Additional Appointment –

12 mo. FY

5/19/14 if applicable

n/a

If either appt. ends – Yes; otherwise, both

appts will come forward on

reappointment list

Pay Area will not

change for summer

AY grad appt. will pay through 5/18/14 – AY commitment.

Unpaid absences will be populated beginning 5/16/14-8/14/14.

12 mo. FY Graduate Student changes to 9 mo. AY Graduate Student during the summer.

Example #5 

Add Additional Appointment –

9 mo. AY

End Additional Appointment – 12 mo. FY to stop pay

X5/19/14 is first

available day of summer session

If appointment ends – Yes, otherwise, will come forward on

reappointment list

Pay Area will not

change for summer

PA form effective 5/19/14 needed to set-up AY appointment to pay summer salary.

A 2nd PA form is needed to stop pay on 12 mo. FY appointment.

9 mo. AY Graduate Teaching Assistant (TA) changes to 9 mo. AY Graduate Research Assistant (RA) during the summer or vice versa

Example #6

Add Additional Appointment –

9 mo. AY

X5/19/14 is first

available day of summer session

If appointment ends – Yes, otherwise, will come forward on

reappointment list

AY

Effective date of AY Add Additional Appt. is 5/19/14.

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2014 Summer Pay Calculator

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2014 Summer Pay Calculator Reminder: Date of Origin = last day worked in pay

period (departments to choose date from drop down) Rate for calculating summer pay is 2.778% of annual

salary per week. To view summer payments in SAP

To view summer payments, use PA20, info type 15 (Additional Payments), STy 1315, click All button and overview (sun over the mountain).

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AY Summer Pay Guidelines for Unmerged Faculty

Upon the recommendation of the DFA’s, Payroll is providing the following guidelines for processing summer calculators for AY unmerged faculty: Business offices should collaborate to:

Identify what days the unmerged faculty will be working during each summer pay period

Determine and designate which business office will prepare and submit the summer calculators to Payroll

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Calculators should be submitted using the PERNR associated with the Main Personnel Assignment Identify the Main Personnel Assignment in IT0712 Use the checked PERNR in the most recent period

Follow the appropriate signature delegation process(calcs do not need signed by both orgs)

AY Summer Pay Guidelines for Unmerged Faculty

Cont. #2

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Example: Professor A is 50% in Org Unit #1 (Pernr #1) and 50%

in Org Unit #2 (Pernr #2) Pernr #1 is the Main Personnel Assignment Both Orgs have worked out the following schedule

May – 100% in Org #1 June – 100% in Org #2 July – 50% in Org #1 and 50% in Org #2 August – 100% in Org #2

Pernr #1 is used on ALL calculators submitted The designated business office for this faculty member

will prepare all the summer calcs.

AY Summer Pay Guidelines for Unmerged Faculty

Cont. #3

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Examples

2014 Summer Pay Calculator

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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 charging of fringe benefits (University portion) to department specified account(s). Multi-sponsored and voluntary support funds can be used to pay for the fringes, however, Federal, State and Industrial funds are not appropriate. Send Leave Action Form directly to the HR Service Center, FREH (Cindy Stephens).

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

Refer to BPP: Charging Fringe Benefits for Unpaid Leave of Absence-Interimhttps://spa.itap.purdue.edu/Business/businessatpurdue/Process%20Library/Charging_of_Fringe_Benefits_for_Unpaid_Leave_of_Absence.docx

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 2014 Payroll(s)For AY staff Pay Period #5 cost distribution must be based

on dates below:

May AY cost distribution is 5/01/14 – 5/15/14 (11 work days)

The range of dates for cost distribution for 2014 Summer Session Pay is:

5/16/14 – 8/14/14

May: 5/16/14 – 5/31/14 June: 6/1/14 – 6/30/14 July: 7/01/14– 7/30/14 August: 7/31/14 – 8/14/14

Cost distribution for the 2014-15 academic year (Pay Period #8) will begin on 8/15/14

.

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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 date of origin of that payment.

You should set the cost distribution to the same value for the entire month.

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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 Notes

Use the copy button rather than the change button (pencil).

Verify that the distribution equals 100%. Do not enter more than 12 lines of distribution. Do not enter a cost center with a real internal order

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The value of Group Term Life Insurance above $50,000 that is provided to employees from Purdue is subject to Social Security and Medicare taxes.

FICA Taxes (Social Security and Medicare) are withheld from an employee’s paycheck based on the cost of the amount of coverage paid by the University with a benefit above $50,000.

These taxes are withheld from an employee’s payroll 12 times per year for Monthly staff and 26 time per year for Biweekly staff. If no earnings during a pay period – these taxes are carried forward to the following payroll period.

Group Term Life Imputed Income

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FICA Taxes have an employer match component. No carry-forward – charges will hit whatever accounts are on IT0027 (cost distribution) during that time period, even if no earnings.

If no summer payroll added on IT0015 – employee record still runs through payroll. FICA employer charges for Group Term Life Imputed Income still hitting accounts with no earnings.

SPS accounts on IT0027 records when no effort expended on projects creates a posting issue of unallowable charges.

Current Posting Issues:

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Business Process Refresher for Summer 2014

Departments review IT0027 records for those AY staff that are not working during summer months – June and July.

T-code: 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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Example:1. Faculty working May and July 2014 on SPS account but not working

June or August 2014: IT0027 should reflect SPS account for May and July pay period

dates and home cost center for June pay period dates. Fannie Faculty – Pernr 10001417 – home cost center

Mathematics – North Central 3004018000

07/31/2014 12/31/999907/01/2014 07/30/201406/01/2014 06/30/201405/16/2014 05/31/201411/16/2009 05/15/2013

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Example May 2014 distribution

June 2014 distribution

06/01/2014 To 06/30/2014

05/16/2014 To 05/31/2014

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Example July 2014 distribution

August 2012 and beyond distribution

07/01/2014 To 07/30/2014

07/31/2014 To 12/31/9999

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Example Posting

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

05/30/2014

06/30/2014

05/01/14 - 06/30/14

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T-code to identify life insurance eligible staff with no June/July summer earnings

ZHR_NOAYSUMMER – pull report by org unit

QRC available on the Costing website https://www.purdue.edu/costing/BPM/pdf/QRC__ZHR_NOAYSUMMER_report.pdf

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Summer Tips/Reminders Watch for holidays in May and July – EE must be in pay status the

day before and the day after the holiday to receive pay for the holiday.

Separate calculators for each fiscal year for budgeted staff Faculty, A/P, Continuing Lecturers, Post Docs, etc.

Current salary–always use Full-Time Academic Year Salary Value If PA20 shows 50.00 CUL and $20,000 annual then full-time annual is

$40,000. (i.e. Full-time annual rate = annual rate divided by .CUL ($20,000 / .50 = $40,000)

Department Contact (name & phone number) – person to call if questions with forms submitted to Payroll.

When submitting more than one payroll form, complete “page ___ of ___ pages” on each form. STAPLE all documents together!! Do not use paperclips.

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References/Links: Provost Office Summer Session Guidelines:

http://www.purdue.edu/provost/documents/Summer%20Session%20Guidelines%202012.docx

Executive Memorandum C-26 (Employment Period for Academic-Year Staff: http://www.purdue.edu/policies/human-resources/c-26.html

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

Payroll Website: http://www.purdue.edu/business/payroll/PASC/index.html Executive Memorandum C-18 (Compensation Policies for University

Staff Members Participating in Continuing Education Activities): http://www.purdue.edu/business/Executive_Memoranda/C/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/human-resources/c-40.html

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