Summer Payroll
Review
April 2012
Today’s Discussion


Summer Session Calendar Review – Sandy Skiles
Summer Session Process Review – Sandy Skiles



Key Dates
Summer Calculator and PA Form Examples – Cindy Konyk
FY Grads on Leave for Summer

Cost Distribution – Eric Francis

References/Links
2
Payroll Appointment Service Center
Purdue University
2012 Summer Employment Calendar
West Lafayette
MONDAY
05-07
TUESDAY
05-08
WEDNESDAY
05-09
THURSDAY
05-10
FRIDAY
05-11
(1)
PERIOD
5
05-14
FIRST POSSIBLE
EMPLOYMENT DATE
05-21
05-15
05-16
05-17
05-18
05-22
05-23
05-24
05-25
05-28
05-29
05-30
HOLIDAY
13*
05-31
06-01
PAY DATE
for Period 5
PERIOD
6
06-04
06-05
06-06
06-07
06-08
06-11
06-12
06-13
06-14
06-15
(1)
06-18
06-19
06-20
06-21
06-22
06-25
06-26
06-27
06-28
06-29
07-02
07-03
07-04
07-05
07-06
07-12
07-13
PAY DATE
22*
HOLIDAY
07-09
07-10
07-11
(1)
PERIOD
7 **
07-16
07-17
07-18
07-19
07-20
07-23
07-24
07-25
07-26
07-27
07-30
07-31
08-02
08-03
08-09
08-16
08-10
LAST POSSIBLE
EMPLOYMENT DATE
08-17
08-23
08-24
08-30
08-31
08-01
PAY DATE
23*
PERIOD
8 **
08-06
08-07
08-08
08-13
08-14
08-15
(1)
3
08-20
08-21
08-22
08-27
08-28
08-29
Payroll Appointment Service Center
PAY DATE
7*
(1) Summer Calculators due to PASC.
* Indicates the number of days eligible for pay.
** Paid at 2012-2013 Budgeted Rates.
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.
4
Payroll Appointment Service Center
Key Date Reminders –
Spring/Summer 2012
5

Remember, the AY contract calendar and AY pay
calendar are not the same; therefore effective
start/end dates may be different than actual start/end
dates.

The AY Calendar for the Spring Semester 2012
ends 5/13/12 (WL).

For Spring AY separations, the effective date
should be 5/16/12. Using this date allows for 11
days to be paid in May for the AY contract period.
For academic year faculty, A/P and post docs,
benefits apply through 5/16/12.
Payroll Appointment Service Center
Key Dates – Spring/Summer 2012
May 2012
Sun
Mon
Tue
Wed
Thu
Fri
1
2
3
AY Calendar for Spring 2012 ends 5/13/12
Sat
4
5
AY paid days 5/1/12 - 5/15/12 (EE must be paid for 11/22nds for May)
6
7
8
9
10
11
12
13
14
15
16
17
18
19
24
25
26
End of AY
Semester
2 days overlap for pay purposes only
1st possible employment date for Summer is 5/14/12 (WL campus)
ZZAY absences populated
20
21
22
23
Summer
ZZAY absences populated
27
28
29
30
31
NOTE: May 31 is included in June pay.
Summer
ZZAY absence populated
Absences populated for AY employees thru August 16, 2012 - by Payroll
**Important Dates for PA Actions**
For AY SEPARATIONS / END ADDITIONALS : Effective date will be 5/16/12 .
Employee will be paid for 11 days (or 1/2 month).
-- PASC will enter True Termination Date of 5/14/12 on IT0041 -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
For AY NEW HIRES / ADD ADDITIONALS : Effective date will be 5/16/12 to prevent overpayment of AY salary for 5/14-15/12 .
-- PASC will enter True Hire Date of 5/14/12 on IT0041 to capture the true start date in the summer -Note: Summer is entered in SAP as a LUMP sum amount on IT0015 so there is no start/stop dates.
6
Payroll Appointment Service Center
Key Dates – Summer 2012
June 2012
Sun
Mon
Tue
Wed
Thu
Fri
31
Note: May 31
is included in
June pay.
3
4
5
Sat
1
2
Summer
ZZAY absences populated
6
8
9
14
15
16
21
22
23
28
29
30
Summer
ZZAY absences populated
10
11
12
13
Summer
ZZAY absences populated
17
18
19
20
Summer
ZZAY absences populated
24
25
26
27
Summer
ZZAY absences populated
Absences populated for AY employees thru August 16, 2012 - by Payroll
7
Payroll Appointment Service Center
Key Dates – Summer 2012
July 2012
Sun
Mon
1
Tue
2
Wed
3
Thu
4
Fri
Sat
5
6
7
12
13
14
19
20
21
26
27
28
Summer
ZZAY absence populated
8
9
10
11
Summer
ZZAY absences populated
15
16
17
18
Summer
ZZAY absences populated
22
23
24
25
Summer
ZZAY absences populated
29
30
Summer
31
1
NOTE: August 1 is included in July pay.
ZZAY absences populated
Absences populated for AY employees thru August 16, 2012 - by Payroll
8
Payroll Appointment Service Center
Key Dates – Summer/Fall 2012
August 2012
Sun
Mon
Tue
Wed
Thu
1
6
7
Summer
Sat
3
4
9
10
8
Last employment date for summer is 8/10/12
11
Note: August 1
was included in
July pay.
5
Fri
2
Summer
ZZAY absences populated
ZZAY absences populated
AY Calendar for Fall '12 begins 8/13/12
AY paid days 8/17/12 - 8/31/12 (EE must be paid for 11/22nds for August)
12
13
14
15
16
17
18
25
ZZAY absences populated
1st possible
employment date for
AY 2012-13
19
20
21
22
23
24
26
27
28
29
30
31
Absences populated for AY employees thru August 16, 2012 - by Payroll
**Important Dates for PA Actions**
For AY SEPARATIONS / END ADDITIONALS : Effective date will be on or before 8/11/12 .
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
For AY NEW HIRES / ADD ADDITIONALS : Effective date will be 8/13/12 (coincides with Fall semester start date)
Absence populated on 8/13, 8/14, 8/15 and 8/16/12 to prevent overpayment of AY salary for August.
Employee will be paid for 11/22nd days (or 1/2 month).
9
Payroll Appointment Service Center
Summer Session Graduate Appointments –
Reminders for 2012

AY position in Spring to FY position in Summer
(effective 5/14/12; 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).
10
Payroll Appointment Service Center
Summer Session Graduate Appointments –
Reminders for 2012

FY position in Spring to AY position in Summer
(effective 5/16/12; 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. STAPLE documents
together!! Do not use paperclips.
11
Payroll Appointment Service Center
Grid for Graduate Student 2012 Summer Appointments
Situation
9 mo AY Graduate Student
New Hire
Example #1
9 mo AY Graduate Student
works in the same org unit,
in the same position for
summer.
PA Form Beginning of
Summer
X
X
Appointment and
5/14-15/12 can be
base pay must be
included on
established before
summer pay calc,
summer pay can be
if applicable
processed
Example #4
12 mo FY Graduate Student
changes to 9 mo AY
Graduate Student during the
summer.
Example #5
9 mo AY Graduate Teaching
Assistant (TA) changes to 9
mo AY Graduate Research
Assistant (RA) during the
summer or vice versa
Example #6
If appointment ends
–Yes; otherwise, will
come forward on
reappointment list
Pay Area
Result/Comments
Effective date of AY New Hire is
5/16/12.
AY
If 5/14/12, employee would
receive pay for 5/14-15/12 in
error.
n/a
Pay Area
will not
change for
summer
n/a
X
5/14-15/12 can be
included on
summer pay calc,
if applicable
n/a
Business Office staff from
Pay Area
both org units will determine
will not
the cost distribution entry.
change for
summer
n/a
If either appt ends –
Yes; otherwise, both
appts will come
forward on
reappointment list
Example #3
9 mo AY Graduate Student
changes to 12 mo FY
Graduate Student during
summer.
End Add’l or Separation
PA Form at End of
Summer
X
If appointment ends
5/14-15/12 can be
– Yes, otherwise, will
included on
come forward on
summer pay calc,
reappointment list
if applicable
Example #2
9 mo AY Graduate Student
works in a different org unit
for summer.
Summer Pay
Calculator
Add Additional
Appointment – 12
mo FY
5/14/12
if applicable
Add Additional
Appointment –
9 mo AY
End Additional
Appointment – 12
mo FY to stop pay
X
If appointment ends
5/14-15/12 can be
– Yes, otherwise, will
included on
come forward on
summer pay calc,
reappointment list
if applicable
AY grad appt will pay through
Pay Area 5/15/12 – AY commitment.
will not
change for Unpaid absences will be
summer populated beginning 5/14/128/16/12.
PA form needed to set-up AY
Pay Area appointment to pay summer
salary.
will not
change for A 2nd PA form is needed to stop
summer pay on 12 mo FY appointment.
Effective date of AY Add
Additional Appt is 5/16/12.
Add Additional
Appointment –
9 mo AY
X
If appointment ends
5/14-15/12 can be
– Yes, otherwise, will
included on
come forward on
summer pay calc,
reappointment list
if applicable
AY
If 5/14/12, employee would
receive pay for 5/14-15/12 in
error.
Unpaid absences will be
populated beginning 5/14/128/16/12.
NOTE: 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.
12
Payroll Appointment Service Center
2012 Summer Pay Calculator
2012 SUMMER
OFF-CYCLE
REQUESTED
PAY CALCULATOR
Navigate the Calculator using the TAB key to move forward, Shift(TAB) to reverse.
PERSON ID
Data entry in blue fields only. Choose employee group from drop down vaules.
Page
LAST NAME
PERNR for PAYMENT
FIRST NAME
of
pages
NEW HIRE - PA FORM ATTACHED
REHIRE - PA FORM ATTACHED
CAMPUS (WL, CA, FW, NC)
ADD ADDITIONAL
WL
ORG UNIT NUMBER
- PA FORM ATTACHED
REVISED - COMPLETE PAY ADJUSTMENT BELOW
Employee Group
ORG UNIT NAME
OTHER
SUMMER CUL
Full-Time Academic Year Salary Value
Monthly Payroll 11/12 Current Salary
Pay Period 05
Pay Period 06
$
May Daily Value
Monthly Payroll 12/13 Budgeted Salary
Pay Period 07
Pay Period 08
-
$
June Daily Value
0.00
JULY Daily Value
0.00
0.00
Number of Days Worked
ENTER
AUGUST Daily Value
Planned Days In Pay
Status Per Period
Pay Period 05
5/14/12 - 5/30/12
Pay Period 06
5/31/12 - 6/29/12
NOTE
Day increments of
Whole and Half should
only be entered.
Pay Period 07
7/2/12 - 8/1/12
Pay Period 08
8/2/12 - 8/10/12
0.00
# Days Not Worked
-
13.0
22.0
-
23.0
7.0
Date of Origin:
TOTAL DAYS
EXAMPLE
8.00 allowable
8.50 allowable
8.55 incorrect entry
SELECT the last day
worked in pay period
$
$
$
$
PP 05 (paid 5/31/12)
PP 06 (paid 6/29/12)
PP 07 (paid 7/31/12)
PP 08 (paid 8/31/12)
$
TOTAL This Calculation
-
-
*** REVISED PAY - Complete this section for pay adjustments only. ***
Pay adjustments will
be processed with the
next pay period.
Pay Period
PP 05 May
PP 06 June
PP 07 July
PP 08 Aug
Was Paid/Scheduled to be Paid
Should Have Been Paid
Over/Underpayment
$
$
$
$
$
$
$
$
$
$
$
$
-
-
-
Reason or Explanation:
Department Contact (Name & Phone Number):
Source of Funding (for department use only):
APPROVED
Dept Head Approval:
Date:
Dean/Director Approval:
Date:
PASC Audit:
Date:
Send completed form to the Payroll Appointment Service Center (PASC) /FREH.
http://www2.itap.purdue.edu/BS/Business_Forms/
13
President's Office
Purdue University
For the President
Payroll Appointment Service Center Summer Pay Calculator
Payroll Appointment Service Center
2012 Summer Pay Calculator

Changes on 2012 Summer Pay Calculator


Rate for calculating summer pay has changed from
2.5% to 2.778% of annual salary per week.
Reminder: Date of Origin = last day worked in pay
period (departments to choose date from drop down)
 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).
 Examples
14
Payroll Appointment Service Center
FY Grads on Leave for Summer

Prepare Form 33A (Request for Absence from Campus) covering the unpaid
leave period
http://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). Multisponsored 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-Interim
https://www2.itap.purdue.edu/bs/BPP/Processes/ChargingFringesUnpaidLeaves.pdf

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
15
Payroll Appointment Service Center
Cost Distribution for Summer 2012 Payroll(s)
For AY staff Pay Period #5 cost distribution must be based
on dates below:

May AY cost distribution is 5/01/12 – 5/15/12 (11 work days)

The range of dates for cost distribution for 2012
Summer Session Pay is:
5/16/12 – 8/12/12
May: 5/16/12 – 5/30/12
July: 7/01/12– 8/01/12

June: 5/31/12 – 6/30/12
August: 8/02/12 – 8/12/12
Cost distribution for the 2012-13 academic year (Pay
Period #8) will begin on 8/13/12.
16
Payroll Appointment Service Center
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.
17
Payroll Appointment Service Center
Summer Pay Distribution for AY Employees
Summer pay for AY employees is a lump sum payment,
and therefore percentages must be figured for the entire
month.

Example:


PI worked 100% June 1st – June 15th on Grant A
PI worked 100% June 16th – June 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:

18
For the period of May 31st – June 30th, PI worked 50% on
Grant A and 50% on Grant B.
Payroll Appointment Service Center
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
8/1/12 will be paid in the July pay check – for grants
expiring 7/31/12, choose 7/31/12 as the Date of Origin
on the summer pay calculator for PP 7.






19
If working on 8/1/12, allow for this effort in your cost distribution
for pay period 7.
Payroll Appointment Service Center
Group Term Life Imputed Income

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.
20
Payroll Appointment Service Center
Current Posting Issues:

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.
21
Payroll Appointment Service Center
Business Process Refresher for Summer 2012

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).
22
Payroll Appointment Service Center
Example:
1.
Faculty working May and July 2012 on SPS account but not working
June or August 2012:

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
08/02/2012
07/01/2012
05/31/2012
05/16/2012
11/16/2009
23
12/31/9999
08/01/2012
06/30/2012
05/30/2012
05/15/2012
Payroll Appointment Service Center
Example
May 2012 distribution
05/16/2012
To
05/30/2012
June 2012 distribution
05/31/2012
24
To
06/30/2012
Payroll Appointment Service Center
Example
July 2012 distribution
07/01/2012
To
08/01/2012
August 2012 and beyond distribution
08/02/2012
25
To
12/31/9999
Payroll Appointment Service Center
Example
Posting
05/01/12 - 06/30/12
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
05/31/2012
06/30/2012
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Payroll Appointment Service Center
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

Link to QRC is available on the Payroll website
https://www.purdue.edu/business/BPM/pdf/QR
C__ZHR_NOAYSUMMER_report.pdf
27
Payroll Appointment Service Center
Summer Tips/Reminders

Watch for holidays in May and July – EE must be in pay status day
before and day after holiday to receive pay for the holiday.

Separate calculators for each fiscal year for budgeted staff


Current salary–always use Full-Time Academic Year Salary Value



Faculty, A/P, Continuing Lecturers, Post Docs, etc.
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 PASC. VERY IMPORTANT!
When submitting more than one payroll form, complete “page ___
of ___ pages” on each form.
STAPLE all documents together!! Do not use paperclips.
28
Payroll Appointment Service Center
References/Links:

Provost Office Summer Session Guidelines:
http://www.purdue.edu/provost/documents/Summer%20Session%20Guidelin
es%202012.docx

Executive Memorandum C-26 (Employment Period for Academic-Year
Staff: http://www.purdue.edu/policies/human-resources/c-26.html

Payroll Website: http://www.purdue.edu/business/payroll/

Payroll Appointment Service Center 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
29
Payroll Appointment Service Center
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Payroll Appointment Service Center