University of Colorado Boulder

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University of Colorado Boulder
Office of the Provost
Summer 2016
MEMORANDUM
TO:
Deans, Directors, Department Chairs, Payroll Liaisons and Departmental
Administrators
FROM:
Gina Houck, Director of Budget and Finance, Academic Affairs
Gretchen O’Connell, Assistant Dean, The Graduate School
DATE:
March 2016
SUBJECT:
Policies and Procedures for 2016 Summer Session Instructional Faculty and
Student Appointments
Introduction
Welcome to summer! This memorandum details updated information for Summer Session
instructional appointments.
Summer Session 2016 transactions require using the Summer Session program 28888 for
Summer Even. Because Summer Session overlaps fiscal years, the Summer Session programs
will help you track your summer activity for the calendar year summer. Note: the summer
program numbers are the same for all departments, but the speedtypes vary.
If you have international faculty teaching for summer 2016, the Office of International Student
and Scholar Services, 2-8058 or www.colorado.edu/oie.fsss provides information on necessary
documentation and paperwork. In addition, all new international employees must meet with
an International Tax Specialist at Employee Services, 303-860-4200.
Jessica Madrigal is the Assistant Dean for Summer Session. Programmatic questions can be
directed to Jessica at [email protected]
This memorandum is divided into two parts:
Part A: General Information and Regular Faculty instructional appointments
Part B: Student Faculty instructional appointments
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We hope that this information will be helpful to you. Not all summer appointments are included
in this memo. Policies and procedures related to summer research appointments can be found in
a supplemental document titled Summer Salary Limitations for Boulder Campus, Compliance
and Technical Implementation of the 3/9ths Rule. This document can be found under the Summer
Resources Section on the Academic Resources page of the Division of Academic Affairs
website: http://www.colorado.edu/AcademicAffairs/resources.html
If you have further questions, please contact your Dean’s Office.
PART A.
I.
General Information and Deadlines
2016 Summer Session Term Dates
Term
Term M
Term Q
Term A
Term B
Term C
Term D
Term G - Augmester
Term E/F
Dates
May 9-26
Not offered
May 31-July 1
July 5-August 5
May 31-July 22
May 31-August 5
August 1-18
Various
Length
3 weeks
5 weeks
5 weeks
8 weeks
10 weeks
3 weeks
Intensive
HCM workflow now requires final approval from Faculty Affairs on faculty appointments so
please:
-Enter summer appointments as soon as possible.
-Allow time for payroll transactions to be reviewed by the appropriate Dean’s Office personnel
before the ePAR approval moves to Faculty Affairs.
-To facilitate Faculty Affairs’ approval please add the comment “summer teaching” in the first
transaction page comment field.
-Appointments with a May 31 begin date should have their contracts begin on May 31. To
minimize overpay situations should courses be cancelled after the May payroll deadline, it is
recommended appointments beginning on May 31 are entered after the May payroll deadline.
The contract will self-adjust over the remaining contract period. For example, a $4500 contract
for term A would pay out $4295 in June and $205 in July.
2
Appointments For Activities Which Do Not Produce Student Credit Hours
Continuing with previous practice, appointments that do not provide student credit hours (e.g.,
department chairpersons, department assistants and other non-instructional positions) ARE NOT
TO BE CHARGED AGAINST SUMMER SESSION FUNDS.
Visiting Faculty Travel Funds
Summer Session does not fund travel for visiting summer faculty. Exception: A small portion of
your Summer Session allocation can be used for travel funds, on a case-by-case basis, with the
approval of Sara Thompson, Vice Provost for Summer Session by May 1, 2016. Approval is not
needed for faculty participating in the FIRST (faculty-in-residence-summer-term) program.
Tax Liability for Summer Salaries
Summer salaries, including Term M and Q, are added to the normal monthly salary payments for
Faculty members who elected to receive their nine-month academic year salary spread over
twelve months. The summer salary plus their normal monthly salary will be taxed as a single
sum.
Affirmative Action Requirements
Departments must adhere to Affirmative Action guidelines on recruitment and selection of
Summer Session employees new to the Boulder Campus.
Faculty Oath Requirement
The laws of the state of Colorado require that people employed to teach in any state university
who are citizens of the United States affirm in writing that they will support the constitutions of
the United States and of Colorado, and that they will faithfully execute the duties of their
employment. Instructors of record must have a signed and notarized oath on file before stepping
into the classroom. This requirement includes graduate student faculty if they are the ‘instructor
of record’ for the class.
Background Checks
Please follow University policy and your college’s practices for verifying and completing
Background Checks.
II.
Regular Faculty (Tenure/Tenure-Track) Instructional Appointments.
This section will provide you with the salary information you will need to appoint tenure/tenure
track faculty to Summer Session instructional appointments.
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Compensation
For all regular faculty, use the salary schedule issued by your Dean's Office (Dean of
your School/College). Consult your Dean’s Office for salary processing dates.
Position Information
Do not use academic year position numbers for summer appointments. Position numbers
must be unique to summer, so you must reuse old summer position numbers or create
new position numbers for summer appointments. Use a separate position for each
summer term for all faculty who have multiple summer appointments. When creating a
new position or reusing an existing position be certain to update funding distribution to
the correct Summer Session FOPPS and allow enough time for required approvals. Use
the appropriate speedtype for your department that contains program 28888 for summer
2016. Funding for Summer Session positions should be set up with the end date of the
last day of the pay period (e.g., 7/31/xx), or left blank, in order to avoid having the salary
or benefits go into suspense.
No regular tenure/tenure track faculty summer research appointments or research faculty
appointments (job code 13xx) can be charged to an odd or even summer session funded
speedtype.
Please refer to the supplemental document describing compliance and technical implementation
of the 3/9ths rule available on the Academic Affairs website for information and guidance on
faculty summer research appointments or research faculty appointments.
http://www.colorado.edu/AcademicAffairs/resources.html
Part B: Summer Session Graduate Student Faculty Appointments
Only degree-seeking, graduate level students are eligible to hold student faculty appointments.
All AY policies for student faculty appointments also apply for summer unless noted below.
Students enrolled in Professional Masters Programs are not eligible to hold student faculty
appointments.
ACA Note: All students employed at 75% time or above will be eligible to enroll in CU
employer health insurance. Please provide all graduate student employees with a copy of the
ACA FAQ for Graduate Students.
Position Information
All summer appointments for student faculty must be entered as an additional job, distinct from
any academic year job. New position numbers should be created for the Summer Session
appointments, or you may be able to reuse existing position numbers. When creating a new
position or reusing an existing position for TAs or GPTIs be certain to use the correct Summer
Session FOPPS (summer 2016 – program 28888). RA and GA positions should not be associated
with Summer Session FOPPS.
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HCM set-up and Salary information for Summer Session student faculty
instructional appointments.
All TA/GPTI appointments for the Summer Session pay at the AY 2015-2016 rate and are paid
on a contract basis.
o Graduate Part-time Instructors (job code 1503)
o Teaching Assistants (job code 1506)
o Graduate Readers (job code 1504)
On the HCM Transaction page:
 Mark “yes” that the student will be paid on a contract.
 Paygroup = “STM”
 Comp frequency = “C”
 Rate code = “Base C”
 Contract pay type = “Summer”
Graduate Part-Time Instructors will be paid on the basis of credit-hours taught without
regard for length of term. The chart below details the salary associated with each credit. Please
note that HCM requires number of hours/week to be entered in the job data page, so that
information is included below (even though it may not correspond to the actual amount worked
each week). Please indicate in the comments the course(s) and credit hours taught.
Credit
Hours
% of
Time
Salary
1
2
3
4
5
6
5
15
25
35
45
50
1,451.46
2,904.01
4,354.37
5,805.83
7,258.38
8,708.73
Hr/week
(FOR
HCM)
2
6
10
14
18
20
Tuition
Credits
0
3
5
7
9
9+
Teaching Assistants will be paid at the rate of $22.95 per hour. The amounts of the contracts
are:
Formula for calculating total dollar value of appointment:
__________ X _________ = _________ X ___________ = ___________
Hrs per week
# of wks
Total hrs
of appt
Hourly rate
of appt
Total dollar
value of appt
Each school and college may determine Graduate Readers rate of pay. No tuition award will be
granted for Graduate Readers.
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Salary information for Summer Session student faculty Non-Instructional
positions.
o Graduate Research Assistants (job code 1505)
o Graduate Assistants (job code 1502)
Summer Session Research and Graduate Assistants are paid on a monthly basis. Their
appointments are not associated with Summer Session terms. Their positions are not funded by
Summer Session FOPPS.
GRA summer offer letter templates can be found on the Graduate School’s Funding
Administration site: http://www.colorado.edu/GraduateSchool/funding/admin.html
The table below reflects current salary. If applicable, salaries for grant funded Research
Assistants will need to be increased on July 1 when the FY17 rates take effect.
GA & GRA salary
Hrs/Wk
6
8
10
12
14
16
18
20
30
40
% of Time
15%
20%
25%
30%
35%
40%
45%
50%
75%
100%
Monthly
Rate
596.99
795.98
994.98
1,193.98
1,392.97
1,591.97
1,790.96
1,989.96
2,984.94
3,979.92
Tuition
Credits
3
4
5
6
7
8
9+
9+
9+
9+
Tuition Remission
All eligible student faculty receive tuition remission as part of their compensation package,
regardless of whether it is an AY or summer appointment.
Enter tuition remission information in CU-SIS on the CU waiver entry screen. Navigation:
Student Financials>CU student financial custom>CU waiver entry (term 2164). Instructions on
entering tuition remission can be accessed on the bursar’s website:
http://bursar.colorado.edu/resources/campus-resources/training/
In order to be eligible for tuition remission, TAs and GPTIs must work at least one full Summer
Session term. RAs and GAs must work a minimum of five weeks at a minimum of 15% time.
Tuition remission must be used during the Summer Session. A student is not allowed to carryover tuition remission into another term. For example, a student that is a 50% TA in Term A
must use their tuition remission during the Summer Session; they cannot carry-over the tuition
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remission into the fall semester. Note: As opposed to AY appointments, summer appointments
do not come with a contribution towards the cost of insurance.
Tuition remission table
% of Time
15%
20%
25%
30%
35%
40%
45% +
Tuition
Credits
3
4
5
6
7
8
9+
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