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Human Resources
SUMMER GUIDELINES
2015
SUMMER APPOINTMENT DATES 5/14/2015 THROUGH 8/12/2015
CONTACTS
Appointment Procedures, Salary Calculations and Eligibility Verification:
• Dana Moore at 645-8157 (Manager)
• Lisa Battle at 645-8156
• Angela Kuc at 645-4427
• Lynn Phalen at 645-8158
• Elizabeth Wolf (Summer Casuals) at 645-4428
Paycheck Payments and Payroll Dates
• Karen Bauer at 645-4448 (Manager)
• Elaine Hines (A – CHA) at 645-4425
• Kathy Maziol (CHB – F) at 645-5202
• Roseann Brzozowiec (G – J) at 645-4449
• Kathy Sears (K – MCCA) at 645-4450
• Cheryl Delano (MCCB - QP) at 645-4446
• Melissa Barone (QU - STEE) at 645-4445
• Joanne Intorre (STEF - Z) at 645-4424
Important Notes:
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No benefits associated with Summer Appointments.
e-PTF does not allow for reappointments to summer appointments.
Employees currently appointed with a calendar year obligation are entitled to additional payment
under the University at Buffalo Extra Service Policy. Please note you must use “Additional
Commitment” in e-PTF.
If a student has graduated they should be appointed as a NEW summer.
If unsure of eligibility under these guidelines please contact Human Resources.
If employee has a current active research appointment a Request for Prior Approval of Extra Service
Compensation form may be required. Please contact Human Resources for more information.
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ACADEMIC YEAR FACULTY
ELIGIBILITY
Faculty employees who have an academic year obligation are eligible for compensation during the summer
for teaching, research or administration. These employees must devote their total effort to the appointed
program(s) for which they are being compensated during the summer period.
APPOINTMENTS
•
An electronic Personnel Transaction Form (e-PTF) is required.
o Person search
o Select person
o Select appointment
•
Select the Type of Change
o
o
o
o
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Additional Commitment
Commitment type is Regular Service
Payment type is summer session
Number of payments is not needed
The employee’s academic year title should be used for the summer service appointment.
• Any beginning and end date may be used between 5/14/15 through 8/12/15. However, the
appointment may not be for more than 13 weeks in total.
o First summer payment will be payroll period #5, check date 6/17/15.
COMPENSATION
•
Payments for summer service may be from State, Income Fund Reimbursable (IFR), Research
Foundation or U.B. Foundation funds, or any combination thereof.
•
Funding from State and IFR sources must come from Temporary Service funds.
•
Appointments which exceed two months of full-time academic year base salary from all funding
sources (not including Also Receives, Chair Stipend) require the following:
∗
The “Summer Appointment Certification” Form.
o Supported justification of the need for additional effort to be devoted to the project
should be submitted to the Department Chair and the Dean’s Office.
Compensation cannot exceed three-ninths of the full-time academic year base salary (not
including Also Receives, Chair Stipend) from all funding sources
.
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ACADEMIC YEAR FACULTY
FORMULAS
Compensation calculations are based on a person’s full-time 6/30/15 academic year base salary. The
following schedule contains calculation percentages based on length of appointment and is
representative of the maximum a person may be paid for the length of service.
Length of Service
1 Week
2 Weeks
3 Weeks
4 Weeks
1 Month
5 Weeks
6 Weeks
7 Weeks
8 Weeks
2 Months
9 Weeks
10 Weeks
11 Weeks
12 Weeks
3 Months
13 Weeks
∗
Maximum Percent Academic Year Salary
2.67
5.33
8.00
10.67
11.11
15.00
16.00
18.00
20.00
22.22
23.08*
25.64 *
28.20 *
30.77 *
33.33 *
33.33 *
Requires “Summer Appointment Certification” form.
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ACADEMIC YEAR FACULTY
UNIVERSITY AT BUFFALO
SUMMER APPOINTMENT CERTIFICATION
YEAR: 2015
Through this document and others as required, I am seeking summer appointment compensation from all
sources that will exceed two months of my full-time academic year base salary. Therefore, I hereby certify
that the following conditions will prevail concerning my summer appointment(s):
My summer appointments charged to sponsored awards accurately reflect the time periods and level of
effort for work performed on each award.
The amount of funding allocated to graduate student support from my grants/contracts will not be affected
during the academic year;
The amount of funding allocated for the purchase of computing services from my grants/contracts will not
be reduced;
Funding for miscellaneous sponsored research expenses such as duplication or telephone services will
not be reduced or charged to departmental State Budget accounts;
All normal salary increases for personnel supported on my grants/contracts will be met in full.
________________________________________________________
Signature of Faculty Member, Faculty/School
________________________________________________________
Full Name (Printed)
APPROVALS:
______________________________________
Department Chair
______________________________________
Office of the Dean
HR Services
(Revised 2/23/15)
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_________________
Date
SPRING 2015
FACULTY BIWEEKLY EMPLOYEES
ELIGIBILITY
Only Faculty Biweekly Employees, who held the title of Adjunct Instructor on the State Payroll for the
Spring 2015 semester, are eligible. The title that must be used for a summer appointment is Instructor
10 month.
APPOINTMENTS
•
An Electronic Personnel Transaction Form (ePTF) is required.
Person Search
Select person
Add new appointment
State/Summer/Fee
Click on find line. If you have been given a line number by your CFO then select the job title
for the position, add the line number and select the line.
o If you have security to choose your own line then click into the line maintenance application.
o Complete appointment information
o Complete compensation information
o
o
o
o
o
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Beginning and ending date must correspond to the payroll periods 5-10.
o First summer payment will be payroll period #5, check dated 6/17/15.
COMPENSATION
•
There is no minimum or maximum salary guideline associated with this appointment.
•
Total compensation must be entered in the salary box on the ePTF.
Forms
• Tax forms - If there is a form on file it isn’t necessary to submit a new form unless a different
marital status and/or allowances are wanted.
•
Direct deposit – if account is currently active a new form is not necessary. If the employee has
been off the payroll for more than 3 pay periods the account becomes inactive and needs to be
reactivated. Call HR to get the account activated. It isn’t necessary to submit a new form unless
the account information has changed
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SPRING 2015
TEACHING AND GRADUATE ASSISTANTS
ELIGIBILITY
Only Teaching and Graduate Assistants, who held the title of Teaching or Graduate Assistant on the
State Payroll for the Spring 2015 semester, are eligible.
•
Lecturer (Casual) is the required title for Teaching Assistants
•
Technical Assistant (Casual) is the required title for Graduate Assistants.
Students who have graduated should be appointed as NEW SUMMER. (See page 7)
Student assistant appointments cannot be held in conjunction with this appointment.
APPOINTMENTS
•
An Electronic Personnel Transaction Form (ePTF) is required.
Person Search
Select person
Add new appointment
State/Summer/Biweekly
Click on find line. If you have been given a line number by your CFO then select the job title
for the position, add the line number and select the line.
o Complete appointment information
o Complete compensation information
o
o
o
o
o
•
Beginning and ending date must correspond to the payroll periods 5 - 10.
o First summer payment will be payroll period #5, check dated 6/17/15.
COMPENSATION
•
•
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There is no minimum or maximum salary guideline associated with this appointment.
Biweekly rate must be entered in the salary box on the e-PTF.
Casual titles that are paid from an IFR account will be charged fringe. For further information
please contact Financial Services at 645-2660.
FORMS
• Tax forms - If there is a form on file it isn’t necessary to submit a new form unless a different
marital status and/or allowances are wanted.
•
Direct deposit – if account is currently active a new form is not necessary. If the employee has
been off the payroll for more than 3 pay periods the account becomes inactive and needs to be
reactivated. Call HR to get the account activated. It isn’t necessary to submit a new form unless
the account information has changed
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NEW SUMMER APPOINTMENTS
ELIGIBILITY
•
Individuals who do not currently hold an active state appointment at University at Buffalo.
APPOINTMENTS
•
An Electronic Personnel Transaction Form (ePTF) is required.
o Person Search
o Add new person
o Add new appointment
o State/Summer/Fee
o Click on find line. If you have been given a line number by your CFO then select the job title for
the position, add the line number and select the line.
o If you have security to choose your own line then click into the line maintenance application.
o Complete appointment information
o Complete compensation information
•
Required state titles are limited to Lecturer 10 and Visiting Professor 10 but in-house titles may be
added if appropriate.
• Any beginning and end date may be used between 5/14/15 through 8/12/15. However, the
appointment may not be for more than 13 weeks in total.
o First summer payment will be payroll period #5, check dated 6/17/15.
FORMS
If an individual is new to the University at Buffalo the following “new hire” forms may be required:
•
Oath of Office Card is required if the employee has never been on the state payroll (excludes
student assistant titles).
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I-9 form required for all “new” & for anyone whose previous I-9 is expired (3 years past initial
completion).
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Tax withholding forms state and federal. Default is Single – 0 if form is not provided.
COMPENSATION
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There are no minimum or maximum salary guidelines associated these appointments.
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An exception to the above: if an employee is active at another State Agency as a 10-Month
Faculty member you must use the Compensation Maximum/Formulas. If non-academic extra
service must be used.
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SUMMER 2015 PAYMENT SCHEDULES
SUMMER CASUAL EMPLOYEES
(Appointment Type = Summer Grad BIW)
Appointment begin and end dates must correspond to the payroll periods below:
Pay Period
No.
From
To
Check Distribution
Date
5
5/21/2015 6/03/2015
6/17/2015
6
6/04/2015 6/17/2015
7/01/2015
7
6/18/2015 7/01/2015
7/15/2015
8
7/02/2015 7/15/2015
7/29/2015
9
7/16/2015 7/29/2015
8/12/2015
10
7/30/2015 8/12/2015
8/26/2015
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SUMMER 2015 PAYMENT SCHEDULES
ACADEMIC YEAR FACULTY & NEW SUMMER APPOINTMENTS
Session I
5/26/15 to 7/3/15 (6 weeks)
Session II 6/22/15 to 7/31/15 (6 weeks)
Period
#
Payroll Period
Dates
Paid
Period
#
Payroll Period
Dates
Paid
5
5/21/15 – 6/03/15
6/17/15
7
6/18/15 – 7/01/15
7/15/15
8
7/02/15 – 7/15/15
7/29/15
6
6/04/15 – 6/17/15
7/01/15
9
7/16/15 – 7/29/15
8/12/15
7
6/18/15 – 7/01/15
7/15/15
Session Session III 7/06/15 to 8/14/15 (6 weeks)
Period
#
Payroll Period
Dates
Paid
7
6/18/15 – 7/01/15
7/15/15
8
7/02/15 – 7/15/15
7/29/15
9
7/16/15 – 7/29/15
8/12/15
10
7/30/15 – 8/12/15
8/26/15
Nine Week Session 5/26/15 to 7/24/15
Ten Week Session 5/26/15 to 7/31/15
Period
#
Payroll Period
Dates
Payroll Period
5
5/21/15 – 6/03/15
6/17/15
6
6/04/15 – 6/17/15
7/01/15
7
6/18/15 – 7/01/15
7/15/15
8
7/02/15 – 7/15/15
9
7/16/15 – 7/29/15
Twelve Week Session 5/26/15 to 8/14/15
Session X - Dates Vary (Non-Standard)
Payroll Period
Dates
5/21/15 – 6/03/15
6/04/15 – 6/17/15
6/18/15 – 7/01/15
7/02/15 – 7/15/15
7/16/15 – 7/29/15
Payroll
Period
7/29/15
Period
#
5
6
7
8
9
8/12/15
10
7/30/15 – 8/12/15
8/26/15
9
6/17/15
7/01/15
7/15/15
7/29/15
8/12/15
Summer 2015
The Office of the State Comptroller (OSC) is now requiring an explanation of why a summer payment is being paid.
What type of work is the employee doing to earn these extra funds? The following are some examples of what is
being required.
Employee earning $75,000 annually and summer payment is $7500 from 5/21/15 – 8/12/15. This is a fairly
small payment (10%) so all that is required is an explanation in the notes section in eptf. “Employee is
teaching EAS 207 & EAS 208 for CSEE”. The payroll staff will expand on this note and detail the dates and the
salary breakdown of the pay periods and enter it into the general comment section on the payroll system.
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When the biweekly payment is over $2500 the following warning message is given to the payment we enter:
“WARNING - Verify earnings amount. Documentation may be required”.
OSC will generally accept the explanation we enter into the general comment section if the payment is under
22.22% and $2500 and not ask for documentation paperwork. When their earnings are over 22.22% of their annual
salary they start requiring more information such as a contract letter the employee signed. If that isn’t available the
dept will need to prepare a memorandum on department letterhead explaining what the employee will be doing
during the summer to earn the payment. This memo should be addressed to OSC and sent to Human Resources
(Attention: Karen Bauer) where it will then be forwarded to OSC. To avoid the possibility of the transaction being
deleted by an OSC auditor we need this memo before we submit the payment in the system so please attach the
letter to the employee’s eptf or you can fax it to 645-2605 or email it to [email protected]. Below is an example
of a letter that is documenting an employee’s summer salary.
Dear OSC:
Professor John Doe will be teaching two courses for the 2015 Summer Session I. These courses are Chemistry 101
and Chemistry 102 from the dates of 5/26/15 – 7/24/15.
He is to receive $15,000 for teaching and $5000 for having assumed administrative duties and service
responsibilities. His total summer salary should be $20,000.
Please approve the summer payment for this employee.
Sincerely, (to be signed by whomever has the authority to approve the summer appointment).
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