Summer 2016 Planning Packet
Table of Contents
INTRODUCTION .................................................................................................................................................................................2
SUMMER ADMINISTRATION ..............................................................................................................................................................2
SUMMER WEBSITE FOR STUDENTS....................................................................................................................................................2
OTHER RESOURCES ............................................................................................................................................................................3
SUMMER TIPS ...................................................................................................................................................................................3
MANAGING CLASSES .........................................................................................................................................................................4
CREATING CLASSES ..................................................................................................................................................................................... 4
CANCELING CLASSES ................................................................................................................................................................................... 4
SCHEDULING CLASSES ................................................................................................................................................................................. 5
MANAGING ENROLLMENT.................................................................................................................................................................5
ENROLLMENT CANCELLATION ....................................................................................................................................................................... 5
OFFICIAL CENSUS (FREEZE) ................................................................................................................................................................5
THE SUMMER PAY PROCESS ..............................................................................................................................................................5
UPLOADS.................................................................................................................................................................................................. 5
FACULTY PAYMENT FORMS .......................................................................................................................................................................... 6
ELECTRONIC PERSONNEL ACTION REQUESTS (E-PARS) ...................................................................................................................................... 6
SUPPLEMENTAL COMPENSATION REQUEST FORMS (SUPS) ................................................................................................................................ 6
INFORMATION FOR FACULTY ............................................................................................................................................................6
FACULTY INFORMATION LETTERS ................................................................................................................................................................... 6
PAYROLL PACKETS FOR VISITING FACULTY ....................................................................................................................................................... 6
APPENDIX A.......................................................................................................................................................................................8
APPENDIX B .......................................................................................................................................................................................9
APPENDIX C ..................................................................................................................................................................................... 10
APPENDIX D .................................................................................................................................................................................... 11
APPENDIX E ..................................................................................................................................................................................... 12
Northern Arizona University Summer 2016 Planning Packet
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Introduction
Summer classes offer current students a way to continue progress toward their degree or improve a course
grade. New Mountain Campus students, scheduled to begin in the Fall, can take advantage of smaller summer
class sizes to experience college life. The comfortable climate of the Mountain Campus can help attract learners
to summer workshops or seminars.
NAU offers five summer sessions:
Three-week
May 16 – June 3
Twelve-week
May 16 – August 9
Five-week First
June 6 – July 5
Ten-week
June 6 – August 9
Five-week Second
July 11 – August 9
Dynamic Dating
Note: Classes with start dates and/or end dates not falling into the standard sessions above will be created in
Dynamic Dating sessions. Enrollment deadlines for Dynamic Dating sessions are attached in the form of a note
to each of these classes. For additional information on Dynamic Dating sessions, click this link:
DD1 (3-week)
DD2 (5-week)
DD3 (5-week)
May 16 – June 5
June 6 – July 10
July 11 – August 9
Summer Administration
Your college or department determines the appropriate summer class offerings for its students. You will create
your own classes, set salaries for your instructors, raise and lower caps on your classes, and generally manage
your own class schedule. Vice Provost Pauline Entin is responsible for the administration of class offerings.
Extended Campuses is responsible for monitoring class creation, processing faculty pay, and reconciling
financial information.
Please refer to the Summer Sessions 2015 Management & Policies document for further information about
administration of Flagstaff campus summer sessions (http://nau.edu/VPAA/Summer-Sessions/). The point of
contact in the Office of the Vice Provost is Mikhael Star (Mikhael.Star@nau.edu, 523-5986).
This planning packet serves as an aid for Mountain Campus staff when creating the schedule of classes for
summer session and processing payment of salary to faculty. College leadership is responsible for planning the
summer session schedule of classes.
Summer Website for Students
The NAU summer website is http://nau.edu/summer. The site will contain important information and resources on
all subjects pertaining to summer, including calendars with session dates and enrollment and payment deadlines.
Classes you create for summer will appear live to the public through in LOUIE on November 9, 2015.
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Other Resources
There are several national and regional organizations established to help universities plan their summer. NAU is
a member of two such organizations. NAU colleges/departments are encouraged to take advantage of their
resources.
North American Association of Summer Sessions (NAASS): http://www.naass.org/
Western Association of Summer Session Administrators (WASSA): http://summersessions.org/
Summer Tips








Extended Campuses (EC) will notify Academic Departments and Course Schedulers when summer class
build is open. Once the Summer 2016 term is listed an option in PeopleSoft, departments may begin to
create summer classes. Click here to log in to PeopleSoft, then navigate to Curriculum Management >
Schedule of Classes > Schedule New Course.
 When you create a class, use the worksheet found in Appendix A.
Summer is different from the
Have all the information available.
rest of the academic year.
 You will be asked questions about how the faculty will be paid.
Most fulltime faculty contracts end in
 Classes can be created from early fall through the summer term.
May or June. To ensure that your
However, to help students plan their schedule, create and finalize
faculty members are paid for teaching
classes early.
in the summer, you will need to give
EC information to help us calculate
 Check your class and salary information regularly using online
faculty salaries and process payment
reports in the EC Administrative Pages.
(e-PAR or SUP) forms.
 You will find a draft Summer Timeline on the EC Administrative
Welcome Page (https://admin.extended.nau.edu/). Review these dates.
The summer classes you have been making will appear publicly to students on the web November 9, 2015.
Between December 2015 and February 2016 you will be emailed reminders to assess the summer classes
created by your department using a tool provided in the Extended Campuses Administrative Pages. There
will be no printed 2015 Summer Schedule of Classes.
Enrollment begins on February 15, 2016 and will be announced to students via email, the summer website,
and other venues.
In April, the NAU Budget Office releases information about contracts for the next fiscal year. Using this
information, EC programmatically calculates faculty salaries for the summer classes you have created.
The salaries will be set to $0 until this point.
After calculating salaries, EC will run Faculty Information Letters. These are not contracts. EC does NOT
issue contracts.
Draft Faculty Information Letters are sent by email to
Reminders and information about
department or college representatives for review in April.
summer are communicated through the
(Final versions are usually sent that same month.)
summer listserv. Contact Extended
Make sure your faculty members are aware of what they will
Campuses Academic Operations at
be paid in the summer and whether their salaries may be
EC.Academic.Operations@nau.edu to
prorated due to low enrollment.
be added to the listserv.
Northern Arizona University Summer 2016 Planning Packet
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
4
April 15, 2016 is the last day to cancel a class for Summer 2015. If there are exceptional circumstances
that warrant a different date for a particular course, a request must be submitted to the Office of the Vice
Provost for Academic Affairs by January 19, 2016 for advance approval. If a different date is approved,
notation will be made in the schedule of classes notifying students of the last possible date of cancellation.
Prorate reports are available online through the EC Administrative Pages. You will be asked for prorate
decisions every two weeks, as needed, prior to payroll uploads.
Managing Classes
Creating Classes
Summer classes are created and edited through PeopleSoft. Click here to log in to PeopleSoft, then navigate to
Curriculum Management > Schedule of Classes > Schedule New Course. Extended Campuses will continue to
gather and manage faculty pay/class cost information.
As you create each class, you may use the Summer Class
Creation Worksheet found in Appendix A. It will help you
all information needed to create a class.
Training on the class creation system is offered at various times
throughout the year and on an as-needed individual basis. A
Schedule of Classes training manual for PeopleSoft 9.0 is posted
http://nau.edu/Registrar/Faculty-Resources/LOUIE-Training/
Schedule of Classes > Maintain Schedule of Classes).
When creating classes, you
must be prepared to answer
questions about how a faculty
member will be paid for a class.
You will need to know whether
the faculty is on-load,
overload/off-contract, part-time,
an administrator, or some other
status for that particular class.
Consult your department chair
or business manager for help.
gather
at
(click
Please refer to Appendix B to view the Summer 2015 Timeline. This timeline includes dates when the
PeopleSoft system is open for course entry, when students are encouraged by marketing materials to view
summer classes and plan their summer selections, deadlines for prorates, and dates for salary uploads.
Canceling Classes
April 15, 2016 is the last day to cancel classes due to faculty availability or a concern that minimum enrollment
will not be met. If historical or other evidence indicates a very high likelihood that the class will exceed
minimum enrollment by the scheduled term, then a department may choose to maintain a class that has not
reached minimum enrollment as of April 15, 2016 — with the caveat that the class will not be canceled after
April 15 regardless of minimum enrollment. Students are least affected by class cancellations when done well in
advance of the term start date. Creating classes that students need or that have been successful in prior summers
can reduce cancellations due to low enrollment. Helpful reports for reviewing past summer terms, courses, and
enrollment are available on the EC Administrative Pages (https://admin.extended.nau.edu/). Please also see the
data distributed by the Office of Vice Provost for Academic Affairs. Other suggested reports are the Class
Report and Enrollment History Report (found in the EC Administrative Pages) and the Salary by
College/Department Report.
Northern Arizona University Summer 2016 Planning Packet
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Scheduling Classes
Because summer classes are often accelerated, careful class scheduling is important. Even accelerated classes
must meet ABOR-mandated contact hour requirements. Refer to the Class Scheduling Matrix in Appendix C for
options in scheduling classes by credit
hour
and session length.
For help creating summer classes contact
EC.Academic.Operations@nau.edu
Managing Enrollment
Enrollment Cancellation
Students receive monthly e-bills for summer after registration. However, if students register early and choose to
pay later, they risk having their enrollment cancelled.
In this process, enrollments of students who have registered and not paid are deleted from the system. This can
affect setting and prorating salaries, scheduling rooms, and class cancellations.
Prior to the cancellation, Extended Campuses will contact students and encourage them to complete their
enrollment by making payment. After the cancellation, Extended Campuses will contact dropped students and
explain what is required to re-enroll.
You can find additional information about Summer term payment deadlines at http://nau.edu/SDAS/Payment/.
Official Census (Freeze)
Census (Freeze) is a point in time when enrollment is counted according to ABOR rules and criteria.
Determination of available TA/GA funding is based on enrollment at census. There is no enrollment
cancellation immediately prior to census because the census
process itself takes payment status into account. Census is
Only students who are
managed by the Office of Planning, Budgeting, and
registered and meet the
Institutional Research.
ABOR census criteria can be
counted at census.
There will be one census event in the summer, covering all
eight sessions. It is anticipated that the census will take place June 14, 2016.
The Summer Pay Process
Uploads
EC sends data electronically to the Payroll Department through an upload. The upload is programmatically
inserted into the LOUIE Human Resource system. Faculty pay information is uploaded once for each class the
faculty member is scheduled to teach, as close to the start date of the class as possible.
Uploads reduce the amount of data entry required to process payments and the errors that can occur. Uploads
are run every two weeks on a schedule set by the Payroll Department. It is this schedule that determines the
deadlines EC gives colleges and departments for prorate and other salary information. Getting instructors into
the payroll system and getting them paid requires precise timing and complete information. It is absolutely
necessary that deadlines are met to ensure that your faculty members are paid on time.
Northern Arizona University Summer 2016 Planning Packet
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Faculty Payment Forms
In the summer, EC creates either an Electronic Personnel Action Request (e-PAR) or a Supplemental
Compensation Form (SUP) to pay your faculty.
Electronic Personnel Action Requests (e-PARs)
EC creates and manages all e-PARs for summer session, including those for Yuma and Mountain Campus.
e-PARs are created on a class-by-class basis.
Supplemental Compensation
Request Forms (SUPs)
Electronic Personnel Action Requests
EC initiates Supplemental Compensation Request
(e-PARs) and Supplemental
Forms on behalf of faculty who will be paid under
the supplemental compensation status. If an
Compensation Request Forms (SUPs)
instructor is a full-time fiscal year faculty, or if a
are initiated by Extended Campuses
faculty contract overlaps a summer course, the
faculty member will usually have to be paid on
supplemental pay. Information on the preapproval and payment of supplemental compensation for faculty can be found online in the HR Forms Index
under Supplemental Compensation. Extended Campuses will initiate the pre-approval form and send it with the
corresponding Faculty Information Letter for faculty to complete and route for signature. Once the required
signatures have been obtained, the faculty will need to return a copy to EC Summer, Attn: EC Instructional
Payroll, Box 4117, Flagstaff, AZ 86011. The payment form will then be initiated by EC and submitted to the
Budget Office with a copy of the payment form being returned to the academic unit.
Note: Depending on Payroll and Budget Office deadlines and the length of time required to get signatures, it
may take up to two pay periods for payment on a “supplemental” to begin. Please help faculty to consider this
time frame when receiving supplemental compensation.
Information for Faculty
Faculty Information Letters
A Faculty Information Letter is not a contract. It states the college or department’s terms for offering a
particular class, including dates, times, location, salary, need, stipulations if need is not met, and faculty
information. It requires the faculty member’s signature as proof that these terms are understood and agreed.
Faculty Information Letters are run soon after the Budget Office salary table is created in April. Drafts are sent
to colleges/departments for review and adjustment first.
Most summer session classes are taught by regular academic year faculty. Some are taught by visiting faculty.
In either case it is important to discuss the terms of their hire with them, since the summer session pay process
differs from the academic year pay process.
Payroll Packets for Visiting Faculty
Visiting faculty who have not been paid by NAU within the last year or who are not regular employees of the
university are considered new hires. Federal and State law requires that all employees must complete a new hire
Northern Arizona University Summer 2016 Planning Packet
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packet before they start work, and timely completion of a new hire packet will ensure prompt payment when
instruction begins.
When your college or department makes the decision to hire a visiting faculty member, be sure to initiate a new
hire packet online through Hire Xpress in LOUIE. Once the hire process is complete, you will receive an email
notification from Hire Xpress. Forward the email notification to ECfac.payroll@nau.edu along with their NAU
Employee ID and the start date of the course so that EC can initiate an e-PAR for the faculty to receive
computing access and summer pay.
For assistance with summer payroll
questions contact
EC Instructional Payroll by email:
ECfac.payroll@nau.edu
The NAU Payroll Office cannot process pay with an
incomplete payroll packet. Encourage faculty to complete
their payroll packet online well before their course start date.
They cannot be paid nor receive access to Blackboard Learn
until all of the information has been received, even if their
course has started.
Northern Arizona University Summer 2016 Planning Packet
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Academic Department use only – DO NOT RETURN TO EC
Appendix A
Summer Class Creation Worksheet
Class Information
Campus:
Term:
Fall
Session:
Course:
Summer
Letter grade
Winter
Year:
End Date:
Capacity:
Class Fee:
Total Number of Class Meetings:
Grading:
Spring
Class Start Date:
# of Credit Hours:
Topic (Optional):
2016 Summer Sessions
Waive Class Fee:
Yes
No
Total Number of Contact Hours:
Pass/Fail
Other:
In Person and Hybrid classes:
Days:
3wk
5/16-6/3
12wk
5/16-8/9
5wk 1
6/6-7/5
10wk
6/6-8/9
5wk 2
7/11-8/9
DD First
through 6/5
DD Second
through 7/10
DD Third
through 8/9
Times:
Location/Building:
Room #:
Hybrid and Online Classes:
Synchronous Meetings: Days:
Asynchronous – No set meeting days/times
Times:
Class URL (Optional):
Consent needed (check one)
No consent
Student contact department for permission nr
Student contact instructor for permission
Reserve:
Publish in print materials and show in web searches?
YES
NO
seats of the total capacity for
student group.
Class Notes:
Instructor
Instructor Name:
Instructor Role:
Primary Instructor
Secondary Instructor
EC Only: One-way mileage to class per trip:
SSN:
Grade Roster Access:
Approve
Grade
Total number of overnight stays:
Instructor Pay
Instructor's primary affiliation with NAU during the session this class is offered:
Part Time Faculty
Full Time Faculty ON contract with NAU – contract dates overlap any part of this class
Full Time Faculty OFF contract with NAU - contract dates do not overlap any part of this class
Administrative Faculty
Service Professional/Classified staff
How will this instructor be compensated for teaching this class?
NO PAY - This class is part of the instructor's assigned duties for which they are already being paid
EC is to pay for this class (ePAR or Supplemental form will be generated by EC)
The Academic Dept is to pay for this class (ePAR or SUP form will be generated by the Acad Dept)
Yuma is to pay for this class (ePAR or Supplemental form will be generated by Yuma)
Flagstaff/Online/Yuma Only: Paid Credit Hours:
Special Instructions:
Northern Arizona University Summer 2016 Planning Packet
Appendix B
Summer 2016 Timeline (All dates are tentative and subject to change)
October 2015
TBD
Course processing training available – trainees will be notified when training is available
05
Class creation system opens in PeopleSoft
05
Summer Planning Packet and Timeline available at http://admin.extended.nau.edu
November 2015
09
Students able to view classes in LOUIE and http://ec.nau.edu/ClassSearch.aspx
February 2016
15
Open enrollment begins for all sessions
April 2016
15
TBD
Last day to cancel classes offered on the Flagstaff Mountain campus
Budget table with academic year 14-15 salaries
May 2016
02
Begin reviewing enrollment, prorate 3- and 12-week classes
16
Start 3-week
16
Start 12-week
17
Salary upload
25
Begin reviewing enrollment, prorate 10- and first 5-week classes
30
Prorates due for 5/10 week classes
31
Salary upload
June 2016
03
End 3-week
06
Start first 5-week
06
Start 10-week
16
Salary upload
21
Begin reviewing enrollment; prorate second 5-week classes
July 2016
05
Salary prorates due for second 5-week classes
05
End first 5-week
05
Salary upload
11
Start second 5-week
August 2016
9
End of Summer Term (End of second 5-week, 10-week, 12-week classes)
9
Northern Arizona University Summer 2016 Planning Packet
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Appendix C
Course Matrix: Please use this chart as a general guideline. If your session includes a
holiday, adjustments will need to be made accordingly, as the chart below does not
account for them. All calculations are rounded to the nearest one-tenth.
Each Credit Award requires 750
minutes of in-class time.
CALCULATION: 750 times number of
credit hours, divided by number of
meeting days, divided by 60.
1 credit
Schedule days
Number
of
meeting
days
(count)
Minutes of
in-class
time
required
per day
**Hours of
class time
required per
meeting day
(minutes per
day divided
by 60)
Contact hours
(15 required
per credit)
1 contact hour
= 50 mins of
class time
Time-slot
(example of standard
time slot)
Required class time per meeting day
(round up when questionable)
MTW
3
250.0
4.2
15
8:00-12:15
4 hrs, 15 mins
MTWTh
4
187.5
3.1
15
8:00-11:10
3 hrs, 10 mins
MTWTF
5
150.0
2.5
15
8:00-10:30
2 hrs, 30 mins
MTWTh
13
57.7
1.0
15
8:00-9:00
1 hr
2 weekends
FSAT
4
187.5
3.1
15
8:00-11:10
3 hrs, 10 mins
1 weekend
FSAT
2
375.0
6.3
15
8:00-2:20
6 hrs, 20 mins
2 weekends
SAT
2
375.0
6.3
15
8:00-2:20
6 hrs, 20 mins
2 credits (must span 1 weekend)
FM
2
750.0
12.5
30
---------
12 hrs, 30 mins
(30 x 50 = 1500 mins class time)
ThF M
3
500.0
8.3
30
---------
8 hrs, 20 mins
ThF MT
4
375.0
6.3
30
8:00-2:20
6 hrs, 20 mins
ThF MTW
5
300.0
5.0
30
8:00-1:00
5 hrs
FSAT
4
375.0
6.3
30
8:00-2:20
6 hrs, 20 mins
3 credits (3-week session)
MTWTF
14
160.7
2.7
45
8:00-10:45
2 hrs, 45 mins
(45 x 50 = 2250 mins class time)
MTWTh
11
204.5
3.4
45
8:00-11:25
3 hrs,25 mins
MTW
8
281.3
4.7
45
8:00-12:45
4 hrs, 45 mins
3 credits (5-week session)
MTWTF
21
107.1
1.8
45
8:00-9:50
1 hr, 50 mins
(45 x 50 = 2250 mins class time)
MTWTh
18
125.0
2.1
45
8:00-10:10
2 hrs, 10 mins
MTW
14
160.7
2.7
45
8:00-10:45
2 hrs, 45 mins
WThF
11
204.5
3.4
45
8:00-11:25
2 hrs, 45 mins
TTh
9
250
4.2
45
8:00-11:50
3 hrs, 50 mins
FSAT
7
321.4
5.4
45
8:00-1:25
5 hrs, 25 mins
(15 x 50 = 750 mins class time)
Over 2-1/2 week period
2 weekends
3 credits Workshop
(must span 2 weekends)
MTW
7
321.4
5.4
45
8:00-1:25
5 hrs, 25 mins
(45 x 50 = 2250 mins class time)
MTWTh
10
225
3.75
45
8:00-12:15
4 hrs, 15 mins
Regular 2-1/2 week period
MTWTF
11
204.5
3.4
45
8:00-11:25
3 hrs, 25 mins
Regular 2-1/2 week period
MTWTF
12
187.5
3.1
45
8:00-11:10
3 hrs, 10 mins
2 weekends
FSAT
4
562.5
9.4
45
---------
9 hrs, 25 mins
4 weekends
FSAT
8
281.3
4.7
45
8:00-12:45
4 hrs, 45 mins
3 weekends
FSAT
6
375.0
6.3
45
8:00-2:20
6 hrs, 20 mins
2 weekends
FSatSu
6
375.0
6.3
45
8:00-2:20
6 hrs, 20 mins
3 credits (10-week session)
MTWTF
47
47.9
0.8
45
8:00-8:50
50 mins
(45 x 50 = 2250 mins class time)
MTWTh
38
59.2
1.0
45
8:00-9:00
1 hr
MTW
29
77.6
1.3
45
8:00-9:20
1 hr, 20 mins
TTh
19
118.4
2.0
45
8:00-10:10
2 hrs, 10 mins
5 weekends
FSAT
9
250.0
4.2
45
8:00-12:15
4 hrs, 15 mins
9 weekends
FSAT
17
132.4
2.2
45
8:00-10:15
2 hrs, 15 mins
3 credits (12-week session)
MT
26
86.5
1.4
45
8:00-9:25
1 hr, 25 mins
(45 x 50 = 2250 mins class time)
TTh
25
90
1.5
45
8:00-9:30
1 hr, 30 mins
4 credits (5-week session)
MTWTF
21
142.9
2.4
60
8:00-10:25
2 hrs, 25 mins
(60 x 50 = 3000 mins class time)
MTWTh
18
166.7
2.8
60
8:00-10:50
2 hrs, 50 mins
MTW
14
214.3
3.6
60
8:00-11:50
3 hrs, 50 mins
TTh
9
333.3
5.6
60
8:00-1:40
5 hrs, 40 mins
FSAT
7
428.6
7.1
60
8:00-3:10
7 hrs, 10 mins
4 credits (10-week session)
MTWTF
46
65.2
1.1
60
8:00-9:10
1 hr, 10 mins
(60 x 50 = 3000 mins class time)
MTWTh
38
79
1.3
60
8:00-9:25
1 hr, 25 mins
MTW
29
103.5
1.7
60
8:00-9:50
1 hr, 50 mins
TTh
19
157.9
2.6
60
8:00-10:50
2 hrs, 50 mins
FSAT
11
272.7
4.5
60
8:00-12:30
4 hrs, 30 mins
6 weekends
9 weekends
FSAT
17
176.5
2.9
60
8:00-10:55
2 hrs, 55 mins
**Hours: All portions of an hour are rounded UP to nearest increment of 5 minutes (.1 = 6 mins > 10 mins; .2 = 12 mins > 15 mins; .3 = 18 mins > 20 mins; .4 = 24 mins > 25 mins; .5 = 30 mins; .6 =
36 mins > 40 mins; .7 = 42 mins > 45 mins; .8 = 48 mins > 50 mins; .9 = 54 mins >55 mins)
Northern Arizona University Summer 2016 Planning Packet
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Appendix D
Information for Faculty
Paycheck Information
Here’s what you need to look for on each pay stub:
 Appropriate “earn code” – as found in the personalized paydate schedule you will receive from
Extended Campuses.
 Pay rate for each “earn code” should be the amount stated in your personalized paydate schedule.
 Verify that the address on the check is your current address
 Monitor your federal and state taxes
o If necessary, update your form W-4 for federal withholding or the form A-4 for Arizona
withholding through LOUIE Online (http://www4.nau.edu/louie/).
o Remember, if you indicated on your W-4 form that additional money should be withheld
from your regular paycheck, this same amount will be withheld from each paycheck that
you receive. For example, if you are receiving multiple paychecks for your regular faculty
pay as well as salary for teaching one or more summer courses, the amount indicated on
the W-4 will be withheld from each check. You may want to re-evaluate this deduction
during the summer months. If you make any changes to your withholdings, please
remember to make any necessary changes at the end of the summer when the payments for
your summer courses are complete. Contact NAU Payroll at (928) 523-5906 if you have
questions about your withholdings.
How to Access Online Services
 Just log on to http://www4.nau.edu/louie/ using your NAU email login and password (the same
one used for NAU email accounts) and select Self Service. There are several options available on
this page as seen below.
Online Services Available:





View paycheck information
Change home and mailing addresses, phone number, email address
Update W-4 or A-4 information
Update emergency contact information
Sign up for or update your direct deposit information
o If you are not already on direct deposit, sign up now! You can direct your pay to a single
bank account, or may select to have part of your pay go to one account and the remainder
to another account. Then you can have a relaxed payday, knowing that your pay is in your
bank account–no need to take a paycheck to the bank for deposit or cashing. To sign up,
log in to http://www4.nau.edu/louie/.
Northern Arizona University Summer 2014 Planning Packet
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Appendix E
Summer Session Financial Definitions
Budget Table
Also known as Combi Table: (see Combi Table).
Capacity (CAP)
The maximum number of students allowed in a course.
Combi Table
Annual salary information received from Budget Office, usually in
April, and used to determine salary for Summer courses.
Contingency
Also known as Standard Need: (see Standard Need).
Contract (Summer Sessions)
More accurately known as Faculty Information Letter: (see Faculty
Information Letter).
Employee ID
An NAU ID assigned by LOUIE. Not an employee’s social security
number.
Faculty Information Letters
Letters sent to summer faculty and their college/department
enumerating information about each course the faculty member
will teach in summer sessions. Each letter includes faculty
address, course salary, course capacity, time and location, and
course need. In the past, faculty information letters were referred
to as contracts, but it is important to note that faculty information
letters are not contracts; they are used for verification purposes
only.
Faculty Personalized Paydate
Schedule
Notice sent to faculty detailing pay dates, amounts, and courses
for which they are being paid.
Funding Field
Any special information regarding an instructor’s salary is noted in
this field when the course is created. This can include which
campus is paying the salary or if no salary is to be paid.
Off-contract
Term used primarily during Summer Sessions; describes full-time
faculty who are teaching outside of their faculty contract dates and
should receive pay for a summer course
Overpayments
An overpayment occurs when an instructor inadvertently receives
more money than is scheduled for a course. Overpayments must
be recovered.
Paid Credit Hours
Credit hours to be paid, usually attached to the course, however,
special situation may apply. Example: team-teaching, etc.
Prorate
An instructor’s salary may be prorated based on enrollment and
cost of the class if standard need is not made.
Prorate: Alternate Pay method
A method for prorating a course that includes ERE in the formula
for computing the prorated salary, also referred to as Statewide
Prorate Method.
Prorate: Summer method
A method for prorating a course that does not include a method for
prorating a course that does not include an ERE in the formula for
computing the prorated salary.
Rank Based Salary
Salary is based upon the rank given by the department
Standard Need - based on Student
Enrollment
Standard need is determined by calculating the minimum number
of students to cover all class costs.
Standard Need - based on Student
Credit Hours
Standard need is determined by calculating the total number of
registered credit hours (SCH) required to cover all class costs.
Need is displayed in SCH for variable credit hour courses.
Northern Arizona University Summer 2014 Planning Packet
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Status
Determined by the department. The status identifies whether the
instructor is part-time or teaching on-load or overload as follows:
 PT – Part-Time, PT salaries are paid on a PAR initiated
by EC
 FV – NAU faculty overload or off-contract (summer),
FV salaries are paid on a PAR or Supplemental
Compensation Form
 FO – NAU faculty on-load; FO salaries will not be paid
by EC; courses are taught as part of the faculty’s
academic contract
 SC – Service Prof/Classified Staff; SC salaries are
paid on a Supplemental Compensation Form
 AF – Administrative Faculty; salary would be paid
depending on departmental direction
Supplemental Pay
Payment made for duties above regular load while on a current
contract and paid as additional pay. Most faculty are on academic
contracts that run from August to May; therefore, in the summer
they are paid on a PAR. Faculty who are on grant, local, or yearly
contracts during the summer will need Supplemental forms
processed.
Team Teaching / Salary Split
Situation where a course is being co-taught by two or more
instructors and the salary is to be split between them.
Visiting Faculty
Instructors or faculty hired for the summer who are not on
academic contracts for Fall / Spring.
Zero Revenue Point
Also known as Standard Need: (see Standard Need).