Summer Pay for 9 Month
Faculty and Staff
A PowerPoint Primer for Payroll
Preparers – Summer 2006
Compensation, Human Resources
9 month appointments & pay
 9 month is a special status specific to the academic
environment, uncommon elsewhere
 The status usually involves some individuals who
also work summer terms and some who don’t
 University offers special pay options (and insurance
premium deduction options) to this group
What are 9 month pay options?
 9/9 means regular salary is divided by 9 and paid out




Sept – May. This is the default pay option.
9/12 means regular salary is paid out Sept - August
with summer being “reserve pay.” This is the elected
option.
Choice applies to base pay only. Augmentations are
not spread over summer
Choice made by continuing 9 month faculty/staff
during Summer Enrollment period
Newly hired 9 month employees must select 9/12
month pay option prior to first paycheck
How Summer Payroll Works…
 Those on 9/12 must remain in their primary job
record (empl_rcd) for the summer months to pay out
their summer reserve pay
 Reserve pay will show “paid not earned” on earnings
statements
 A separate job record must be used to pay for work
performed in summer or Maymester, regardless of
the 9/9 or 9/12 pay option selected
What this means for payroll
processing
 “Summer Budget” (including Maymester) of initial
regular faculty summer appointments (regular
teaching, chairs, and Junior Faculty Summer
Research Fellowship) is being handled through
spreadsheets provided by the Provost Office
 Corrections and additions for regular faculty
(including external Faculty Research and Faculty
Research Grants), and for 9 month staff, will be
handled using the HRM-12 form
 TF, TA, and Special Appointments continue to be paid
on HRM-7 as previously
WHEN do I use HRM-12?
 Use for correcting, adding, or terminating Summer
Budget entries for regular faculty appointments that
were not submitted on your summer faculty
spreadsheets
 Use for 9 month Staff who work Summer months
 Dining Services employees
 Housing employees
 Intensive English ESL instructors
 Use for Summer Research appointments (external or
FRG) for regular Faculty
HRM-12 Basics
 Available on HR EIS and Forms websites




(http://www.unt.edu/hr/eis and
http://www.unt.edu/hr/forms)
The name says it all – “Appointment Authorization for
Maymester and Summer Payroll for Current 9
month Regular Faculty and Staff”
Works like a HRM-7 generally but just for summer
and Maymester
Does not reference the primary position number for
the employee
Dean and VP must sign form
HRM-12 Basics
 Only one employee may be submitted per form
 All NEW HIRES must be processed on a HRM-6 form
instead of the HRM-12
 A comments section is included where you can give
us more info about the data on the form. For Faculty,
please include regular 9 month salary contract
amount
 Do not enter an empl_rcd # unless making a change
to a previously submitted appointment. For HIR
actions, HR Records will assign the appropriate
empl_rcd #.
Job Coding using HRM-12
 Regular academic job codes for Summer I,
Summer II will be the same as during regular
academic terms (ex: 0200, 0300, etc.)
 For Maymester use XXX5 codes
 Authorize Faculty Research appointments on
1301 Faculty Research (do not use regular
faculty job code)
 For Staff use regular job code
QUESTIONS?
 The faculty or staff member doesn’t use 9/12 pay –
do I still use the HRM-12? Yes, you use HRM-12 for
employees with either 9/9 or 9/12 pay.
 Can I put an employee’s entire summer on one form?
Yes, you may have multiple time periods, job
codes, and payment accounts.
 Do I use the Employee Record # from previous job
records? No, this # will be assigned by HR
Records. However, please use this assigned
number if you need to make any changes.
 Other questions? – please contact HR
Compensation for assistance.
University of North Texas
Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff
For Payroll Dates 6-1 to 8-31
(See Instructions on Page 2)
Base Department Number
Date
Prepared By
Telephone
Department Name
Apply an Action
and Reason to
each line below.
Actions
HIR
CHG
ADP
Reasons
(A) Additional Job
(D) Date
(P) Pay
(T) % Time
(F) Funding
(O) Other
(A) Augmentation
(C) Cell Phone Allowance
(I) Internet Allowance
Records Data Entry
Payroll Data Entry
NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-6 form to process the payroll appointment. Do not use the HRM-12
form to hire new employees. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example. Use Job Code 1301 for
Summer Faculty Research appointments.
Effective Date
Act.
End Date
Reas.
EMPL ID
Mo
Day
Yr
Mo
Day
Yr
Empl
Rcd #
Name - Last, First Middle
(One employee per form)
Job
Code
%
Time
Monthly
Amount
Paymt. Acct
Monthly
(M) or
SemiMonthly
(S)
Comments:
(For Faculty include 9month regular contract
rate)
Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.)
Department Head – Date
Dean or Director – Date
Vice President - Date
Human Resources - Date
Research Services (all grant funded jobs) – Date
HR
Use
Only
Revised 4/05
HRM-12 INSTRUCTIONS
This form is used authorizing, changing or adding additional pay for May-mester and/or
summer jobs (6-1 to 8-31) for continuing employees in the following categories:
1. Regular (9 month) Faculty teaching summer session or May-mester classes
2. Regular (9 month) Faculty performing summer faculty research
3. Regular (less than 12 month) Salaried Staff performing summer salaried work
Submit only ONE employee name per form. For all NEW HIRE employees submit a HRM-6
form to process the payroll appointment.
The HRM-12 generates a monthly salaried amount for a specified appointment period. The
form must be submitted through the signature routing as indicated on the front of the form to
Human Resources. The HRM-12 must either be typed or prepared electronically. All
signatures must be original (do not submit electronically for processing). Submit one
original only to Human Resources and copy this form for your files before submitting;
no confirmation copies will be sent. The most current version of this form and instructions
may be accessed at www.unt.edu/hr/forms.
DEFINITION OF SELECTED FIELDS:
Base Department Number: The base account number of the department. In the EIS system,
this number is preceded with an “N” for UNT accounts and an “S” for UNT System accounts.
Ex. N10001, N31234, S10090.
Action: The payroll action being requested. Multiple actions may be indicated on the same
HRM-7 form. Available actions are HIR (Hire), CHG (Change), and ADP (Additional Pay).
NOTE: Justification must be attached to the HRM-12 for any additional pay items.
Reason: The reason for the action being requested. Available reasons are listed on the front
of the HRM-12.
Effective Date: The first day of the action being made to the job. Refer to the current Human
Resources Pay Plan for correct semester dates for May-mester, Summer I and Summer II
classes.
End Date: The last day of the appointment period for this job.
EMPL ID: The unique identification number assigned to all students and employees of the
university.
Empl Rcd #: The number that represents an individual job for an employee. An employee
may have multiple job assignments associated with multiple Empl Rcd #’s. For HIR actions,
leave the Empl Rcd # blank; it will be generated by HR. For CHG or ADP actions, list the
Empl Rcd # for the job that should be changed or have additional pay.
Job Code: The numerical code associated with each individual Job Title. For Regular
Faculty performing summer teaching, use Regular (9 month) Faculty job code. For Regular
Faculty teaching May-mester classes, use the appropriate May-mester Job code. For Regular
Faculty performing Research, use Job Code 1301. No job code is required for Additional Pay
items.
% of Time: Enter the percentage of full-time employment the job represents: 100 - 100%, .5
- 50%, .33 - 33%. For assistance in determining the percentage of time for teaching positions,
contact the office of the academic dean or the Vice President for Academic Affairs' Office.
No percentage of time is required for Additional Pay items.
Monthly Amount: The amount of compensation the employee should receive on a per month
basis.
Payment Account: The 5-digit account source for payment.
Monthly or Semi-Monthly: Indicate (M) for employees who are paid on a monthly basis or
(S) for employees who are paid on a semi-monthly basis.
TRANSACTION EXAMPLES
Hire employee for summer job plus add additional pay:
Effective Date
Act.
Paymt.
Acct
Monthly
(M) or
SemiMonthly
(S)
$3000
54321
M
$200
21345
End Date
Reas.
EMPL ID
Mo
Day
Yr
Mo
Day
Yr
HIR
A
06
01
xx
07
15
xx
ADP
A
06
01
xx
07
15
xx
Empl
Rcd #
12345678
Name (Last, First Middle)
Job
Code
%
Time
Able, Matthew S.
0200
50%
Monthly
Amount
HR
Use
Only
Changes in Dates, Pay, % Time, Funding, or Other Changes: To change previously submitted data you MUST include the Empl Record # of the job being changed. For example, to change a
previous HRM-12 that was submitted at 50% time to 75% time, the change should be submitted as follows:
Effective Date
Act.
Paymt.
Acct
Monthly
(M) or
SemiMonthly
(S)
$3000
54321
M
$4500
54321
End Date
Reas.
Mo
Day
Yr
Mo
Day
Yr
CHG
T, P
06
01
xx
07
15
xx
CHG
T, P
06
01
xx
07
15
xx
EMPL ID
Empl
Rcd #
Name (Last, First Middle)
Job
Code
%
Time
12345678
2
(Change From) Able, Matthew S.
0200
50%
2
(Change To) Able, Matthew S.
0200
75%
Monthly
Amount
HR
Use
Only
University of North Texas
Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff
For Payroll Dates 6-1 to 8-31
(See Instructions on Page 2)
Base Department Number
Department Name
Apply an Action
and Reason to
each line below.
Actions
HIR
CHG
ADP
N12345
Date
Prepared By
Telephone
Sample Department
Reasons
(A) Additional Job
(D) Date
(P) Pay
(T) % Time
(F) Funding
(O) Other
(A) Augmentation (C) Cell Phone Allowance
(I) Internet Allowance
6-1-06
Melinda Lilly
4245
Records Data Entry
Payroll Data Entry
NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-6 form to process the payroll appointment. Do not use the HRM-12
form to hire new employees. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example. Use Job Code 1301 for
Summer Faculty Research appointments.
Effective Date
Act.
Paymt. Acct
Monthly
(M) or
SemiMonthly
(S)
$3000
54321
M
End Date
Reas.
EMPL ID
Mo
Day
Yr
Mo
Day
Yr
Empl
Rcd #
Job
Code
%
Time
Professor, Ima Great
0205
50
Monthly
Amount
HIR
A
6
01
06
07
15
06
HIR
A
6
01
06
07
15
06
0200
50
$3000
76543
HIR
A
7
16
06
8
31
06
1301
100
$6000
54321
ADP
A
6
01
06
8
31
06
$500
54321
Comments:
(For Faculty include 9month regular contract
rate)
10001001
Name - Last, First Middle
(One employee per form)
HR
Use
Only
9 month contract rate = $54,000. Employee teaching 1 course Maymester, 1 course 1st summer session, and will be 100% research 2nd summer session.
Maymester and Summer teaching appointments were not submitted on summer teaching spreadsheet. Employee should also receive $500 per month
augmentation for serving as center director.
Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.)
YES
YES
Department Head – Date
Dean or Director – Date
YES
YES
Vice President - Date
Human Resources - Date
YES – IF APPLICABLE
Research Services (all grant funded jobs) – Date
University of North Texas
Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff
For Payroll Dates 6-1 to 8-31
(See Instructions on Page 2)
Base Department Number
Department Name
Apply an Action
and Reason to
each line below.
Actions
HIR
CHG
ADP
N12345
Date
Prepared By
Telephone
Sample Department
Reasons
(A) Additional Job
(D) Date
(P) Pay
(T) % Time
(F) Funding
(O) Other
(A) Augmentation
(C) Cell Phone Allowance
(I) Internet Allowance
6-1-06
Melinda Lilly
4245
Records Data Entry
Payroll Data Entry
NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-6 form to process the payroll appointment. Do not use the HRM-12
form to hire new employees. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example. Use Job Code 1301 for
Summer Faculty Research appointments.
Effective Date
Act.
Paymt. Acct
Monthly
(M) or
SemiMonthly
(S)
$1417
54321
S
End Date
Reas.
EMPL ID
Mo
Day
Yr
Mo
Day
Yr
Empl
Rcd #
Name - Last, First Middle
(One employee per form)
Job
Code
%
Time
Staff, Joan Summer
4301
100
HIR
A
6
01
06
07
15
06
HIR
A
7
25
06
08
15
06
4301
100
$1417
54322
HIR
A
08
16
06
8
31
06
4301
100
$1417
54321
Comments:
(For Faculty include 9month regular contract
rate)
98765432
Monthly
Amount
HR
Use
Only
Employee working in Bruce Cafeteria through 7-15. Working in Victory Cafeteria from 7-25 through 8-15 for summer football camp. Returning to Bruce
on 8-16-06.
Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.)
YES
YES
Department Head – Date
Dean or Director – Date
YES
YES
Vice President - Date
Human Resources - Date
NO
Research Services (all grant funded jobs) – Date