University of Colorado Boulder
Office of the Provost
Summer 2015
MEMORANDUM
TO:
Deans, Directors, Department Chairs, Payroll Liaisons and Departmental
Administrators
FROM:
Elaine Waters, Academic Affairs Director of Budget and Finance
DATE:
March 2015
SUBJECT:
Policies and Procedures for 2015 Summer Faculty and Student Faculty
Appointments
Introduction
Welcome to Summer! The attached policies and procedures memorandum details updated
information for Summer Session appointments and rates of pay in the PeopleSoft environment.
Summer Session 2015 transactions require using the Summer Session program 28889 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 2015, 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 a
Payroll & Benefits International Tax Specialist.
This memorandum is divided into five sections:
I.
II.
III.
IV.
V.
General information and deadlines
Regular Faculty (tenure/tenure-track) instructional appointments
Student Faculty instructional appointments
Regular Faculty Research appointments (Summer Research Grant Funded)
Student Research Faculty appointments
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We hope that this information will be helpful to you. We have tried to be inclusive on a variety
of summer appointments. Not all of the appointments included in this memo are funded from
Summer Session monies. For example, procedures for research appointments are included for
your use. If you have further questions, please call your Dean’s Office financial support staff.
I.
General Information and Deadlines
2015 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 11 – May 29
Not offered
June 1 – July 2
July 7 – August 7
June 1 – July 24
June 1 – August 7
Aug 3 – August 20
Various
Length
3 weeks
5 weeks
5 weeks
8 weeks
10 weeks
3 weeks
Intensive
Allow time for payroll transactions to be reviewed by the appropriate Dean’s Office personnel.
Appointments For Activities Which Do Not Produce Student Credit Hours
Continuing with previous practice, appointments for salaries for department chairpersons,
department assistants and other non-instructional positions, which do not provide student credit
hours 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 the Associate Vice Chancellor for Summer Session by May 1, 2015. 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.
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Routing
All Summer Session appointments are routed via PeopleSoft workflow in the same manner as
academic year appointments.
Graduate Student Faculty Pay Increase
If the Regents approve a merit pool, graduate students hired as Graduate Research Assistants will
receive a pay increase as of July 1, 2015. Graduate students hired as Graduate Part-time
Instructors and Teaching Assistants will receive any Regent approved pay increase as of
September 1, 2015.
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 your college practice on the University policy for Background Checks. All A&S
background checks need to be completed BEFORE the dean’s office receives the offer
letters. Filling out the checklist on the top right of the offer letter template is fine.
Research Faculty Appointments
The 3/9ths rule remains operative. For faculty, compensation from all summer appointments
may not exceed 3/9ths of their academic year salary. Based on federal policy, each school and
college has responsibility for ensuring compliance with 3/9ths. Faculty cannot be gone from
campus for any non-research purposed while charging summer salary to a grant. If a faculty
member wants to take a vacation during the summer months, he/she cannot be paid from their
grants for time away from campus.
Faculty members are required to submit a Faculty Summer Funding Worksheet to his/her PPL
before any research salary can be paid. The form is located at the Division of Academic Affairs
website under Academic Resources.
A supplemental document entitled Summer Salary Limitations for Boulder Campus, Compliance
and Technical Implementation of the 3/9ths Rule can be found on the Division of Academic
Affairs website under the Academic Resources link (http://www.colorado.edu/AcademicAffairs/resources.html )
“A to Z Index,” under “S.”
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II.
Regular Faculty (Tenure/Tenure-Track) Instructional Appointments.
This section will provide you with the salary and PeopleSoft HRMS information you will need to
appoint tenure/tenure track faculty to Summer Session instructional appointments.

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.
Exception: The College of Arts & Sciences HR Center will enter and approve all
instructional appointments into PeopleSoft on behalf of their academic departments. The
deadlines for submitting summer session offer letters complete with signatures from all
parties to the college are:
Term M:
Friday, April 17, 2015
Terms A, C and D:
Monday, May 18, 2015
Terms E and F:
Monday, May 18, 2015
Term B:
Friday, June 12, 2015
Term G (Augmester):
Friday, July 10, 2015
Call Kerry McLean (2-8571) with questions.
Arts and Sciences offer letters should come to the dean’s office ALREADY signed by the
candidate.

HRMS PeopleSoft Transactions
Instructions for Completing PeopleSoft Transactions
All Summer Session appointments for regular instructional faculty should be reflected in
the system on a separate empl record number from the faculty member’s primary
academic year appointment (which is usually located on the 0 empl record.) Empl rcds
created for summer sessions in previous years, e.g., Summer 2015, should be re-used
prior to adding a new concurrent job. Each summer session contract appointment must
be on a separate empl rcd #, i.e., you cannot have an A and B session job on the same
empl rcd #.
Position Information
It is possible that you will need to create new position numbers for summer session
appointments, or you may be able to reuse existing position numbers. When creating a
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new position or reusing an existing position be certain to use the correct summer session
FOPPS and that you allow enough time for required approvals. Use the appropriate
speedtype for your department that contains program 28889 for Summer 2015. Funding
for summer session positions should be set up with the start date as the first date of the
pay period, e.g., 6/1/xx, and the end date the last day of the pay period or blank, e.g.,
6/30/xx, in order to avoid having the salary or benefits go into suspense. You should
avoid using the semester dates for the funding dates as this may cause benefits suspense
issues. The employee will still only be paid the for the actual summer session dates.
Summer Teaching Appointment Step-by-Step – Adding a Concurrent Job
NOTE: A different empl rcd # must be used for each summer session contract. When
possible, you should re-use existing employee record numbers by accessing that
employee record directly via the Workforce Administration – Job Information- Job Data
pages. If you use the Add Employment Instance process the HRMS will use the lowest
employee record number that has been in a terminated status for 45 days. The HRMS
will only add a new concurrent job if no employee records are found that meet the above
standard. However, the same information regarding actions, reasons and dates applies
whether or not the system adds a brand new record number or if you are entering data on
a terminated record that is being re-used by the system.
Navigation – Go> Workforce Administration> Job Information> Add Employment
Instance
Step 1 – Enter Employee ID Number to add concurrent job.
Step 2 –Enter the effective date of the concurrent job. The effective date of the job is
normally equal to the beginning date of the summer session term.
Step 3 – Action of Additional Job or Rehire is defaulted. Enter Reason of SUM.
Step 4 – Enter Position Number. You may re-use existing position numbers, but be
certain you have updated the funding.
Step 5 – Enter Rate Code and Compensation Amount. Click the Calculate Compensation
button. You must enter a Pay Component for this row of data.
Step 6 – Click the Contract Pay button and insert new row.
Step 7 – Enter Effective Date. The effective date on this page is equal to the effective
date of the job and the first date of the summer session course.
Step 8– Click the drop down arrow and select Contract Pay Type of Summer Contract.
Step 9 – Enter Contract dates that are equal to the dates of the session being taught.
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Step 10 – Add Job Notes to identify the course and session the employee is teaching.
Click the Save – Return to Job Data Page link.
Step 11 – Click the Save button to save your entry.
III.
Student Faculty Instructional Appointments (Job Codes 15XX)
This section will provide you with the salary and tuition information you will need to appoint
instructional graduate and undergraduate students for the Summer Session 2015.
o Graduate Part-time Instructors (job code 1503)
o Teaching and Graduate Assistants (job codes 1506 and 1502)
o Graduate Readers (job code 1504)

Compensation
All TA/GPTI appointments for the Summer Session pay at the AY 2014-2015 rate.
The AY 2015-2016 rate of pay becomes effective for all academic year appointments
that begin work in August 2015 with a first paycheck in September.
All summer appointments for student faculty must be entered as an additional job,
distinct from any academic year job. Summer positions may be recycled from year to
year. Graduate Part Time Instructors, Teaching Assistants and Graduate Assistants will
be paid on a contract basis according to the summer session term dates.
Exception: The College of Arts and Sciences will enter and approve all Summer Session
student faculty appointments. Copies of offer letters should be sent directly to the A&S
HR Center. See deadlines for submitting offer letters under Section II of this document.
Enter tuition remission information in ISIS on the CU waiver entry screen.
Navigation: Student Financials>Cu student financial custom>CU waiver entry (term
2154). 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, a student must work at least five weeks
(except for Maymester appointments) at a minimum of 15% time. Tuition remission
must be used during the summer session. A student is not allowed to carry-over 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
remission into the fall semester. Graduate reader positions are not eligible for tuition
remission
PeopleSoft Transactions
Position Information
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It is possible that you will need to create new position numbers for the Summer Session
appointments, or you may be able to reuse existing position numbers. If you create a new
position number or reuse an old position number for a summer session TA you should be
sure that the standard hours for the appointment reflect only the number of hours the TA
actually works per week, not the total hours of the appointment. Also, please remember
that the FTE must be set at the position level to default to the job data in PeopleSoft. You
cannot change the FTE at the job data level. When creating a new position or reusing an
existing position be certain to use the correct summer session FOPPS (Summer 2015 –
program 28889) and that you allow enough time for required approvals.
Funding for summer session positions should be set up with the start date as the first date
of the pay period, e.g., 6/1/xx, and the end date the last day of the pay period or blank,
e.g., 6/30/xx, in order to avoid having the salary or benefits go into suspense. You should
avoid using the semester dates for the funding dates as this may cause benefits suspense
issues. The employee will still only be paid the for the actual summer session dates.
Most student faculty appointments for Summer Session will be entered on the Job
Information panel with an Empl Class of Stdt Faculty – Student Retirement, making the
student eligible for student retirement deductions. The department must verify that the
student is enrolled for the appropriate credit hour requirement during summer session
prior to making a change to the Empl Class.
Approvals:
Approvals for student faculty positions and appointments are done by the employing
department.
Graduate Part-Time Instructors must be degree –status graduate-level students and
will be paid on the basis of credit-hours taught without regard for length of term, on the
following schedule:
Credit
Hours
1
2
3
4
5
6
% of
Time
5
15
25
35
45
50
Salary
FTE
1,409.18
2,819.43
4,227.54
5,636.73
7,046.97
8,455.08
0.03
0.06
0.10
0.14
0.18
0.20
Tuition
Credits
0
3
5
7
9
9-18
Please indicate in the comments the course(s) and credit hours taught.
Graduate Assistants and Teaching Assistants must be degree-status graduate-level
students and will be paid on a contract basis. They will be paid at the rate of $22.28 per
hour in addition to tuition awards listed. The amounts of the contracts are:
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Formula for calculating total dollar value of appointment:
__________ X _________ = _________ X ___________ = ___________
Hrs per week
# of wks
of appt
Total hrs
of appt
Hourly rate
Total dollar
value of appt
Formula for calculating percentage of time:
Hours per week ÷ 40 Hours = Percent of time
Formula for calculating FTE:
____________ X __________ ÷ 520 hours = ___________
Hrs per week
# of wks
FTE
Tuition remission table:
% of Time
15%
20%
25%
30%
35%
40%
45 – 50%
+50%
Tuition
Credits
3
4
5
6
7
8
9 to 15
9 to 15
Note: As opposed to AY appointments, summer student faculty appointments do not
come with a contribution towards the cost of insurance.
Each school and college may determine Graduate Readers rate of pay. No tuition
award will be granted for Graduate Readers.
Entering Data into HRMS PeopleSoft
NOTE: A different empl rcd # must be used for each summer session contract
You can use the step-by-step guides above for regular faculty. The only difference is that
you must enter an Empl Class for the student on the Job Information page based upon the
student’s summer course enrollment. Remember that the SIS interface does run during
the summer session and the Empl Class may be updated for Student Retirement purposes.
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Information on Research Faculty is provided for your benefit. Research faculty are
not paid from Summer Session funds.
IV.
Regular Faculty Research Appointment “Summer Research” (Grant Funded)
Appointment
This section will provide you with the salary and PeopleSoft information you will need to
appoint regular tenure/tenure track faculty to a summer research appointment.
No regular tenure/tenure track faculty summer research appointments or research
faculty appointments (13xx) can be charged to an odd or even summer session
funded speedtype.
Faculty members are required to submit a Faculty Summer Funding Worksheet to
his/her PPL before any summer salary can be paid. The form is located on the
Division of Academic Affairs website under the Academic Resources link
http://www.colorado.edu/AcademicAffairs/resources.html.

Compensation
Appointments or portions of appointments effective from May 11 through June 30, 2015
are to be calculated based on the AY 2014 – 15 salaries. Appointments or portions of
appointments effective from July 1, 2015 through August 20, 2015 are to be calculated
based on the AY 2015-16 salaries. Appointments should also show the beginning and
ending dates of employment and the percentage of time of the appointment. Either the
contract compensation frequency or the monthly compensation frequency can be used for
research appointments. Be sure to use the action/reason ‘Additional job/Summer
research’ in PeopleSoft for all summer research appointments.
The salary paid on summer research appointments may not exceed 3/9ths of the salary
paid on an academic year appointment. Also, no combination of summer teaching and
research appointments may exceed 3/9ths of an academic year appointment.
Compensation for summer teaching for Summer School as well as summer teaching for
Continuing Education is also considered when calculating the 3/9ths summer total.
Compensation for Maymester teaching is considered summer teaching, not academic year
overload teaching. Calculations will be made to the nearest dollar. Each school and
college has responsibility for ensuring compliance with 3/9ths. A supplemental
document describing compliance and technical implementation of the 3/9ths rule is
available on the Academic Affairs website
(http://www.colorado.edu/AcademicAffairs/resources.html )
Written approvals by the appropriate Dean and the Vice Chancellor for Research must be
obtained for exception to Boulder Campus policies and procedures.

HRMS PeopleSoft Transactions
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Regular Faculty Research appointments in PeopleSoft transactions must be entered and
approved in the system by Monday, May 18, 2015 for the May payroll; Wednesday, June
17, 2015 for the June payroll; and Monday, July 20, 2015 for the July payroll.
Exception: The College of Arts and Sciences HR Center will enter and approve all
summer research appointments in PeopleSoft on behalf of their academic departments for
all faculty members with job codes in the 1100 range. The deadline for submitting
summer research appointments to the HR Center is Friday, April 17, 2015. Research
faculty members with job codes in the 1300 range will remain the responsibility of the
department.
Summer Research Appointment Step-By-Step
Navigation – Go> Workforce Administration > Job Information> Add Employment
Instance or Job Data
NOTE: If the employee is currently on Short Work Break you must return them from
SWB before entering the new data below. If the employee’s job record has been
terminated you must enter a rehire row. It is likely that the job record will be in
terminated status.
Follow the earlier SBS for entering a Regular Faculty Summer Teaching appointment
with the changes noted below:
Step 1 - Use effective dates and appointment end dates as appropriate for the length of the
research appt.
Step 2 - Use reason code of DIC – Summer Research
Step 3 - It is not necessary to set up a contract if the faculty member is to be paid
monthly. You will need to enter an appointment end date on the Employment Data Page.
Step 4 – Enter Compensation Frequency of Monthly or Contract. (This example uses
monthly.)
Step 5 – Enter Rate Code and Compensation Rate for job and hit the Calculate
Compensation button.
Position Information
It is possible that you will need to create new position numbers for the summer session
appointments, or you may be able to reuse position numbers previously created. When
creating a new position or reusing an existing position for a Regular Faculty Research
appointment, DO NOT charge the salary expense to a summer session FOPPS. Be sure
to allow enough time for required approvals. Also be certain that the Funding End Date
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is either left blank or equals the last date of the appointment in order to avoid having the
salary go into suspense.
Either the contract compensation frequency or the monthly compensation frequency can
be used for faculty summer research appointments. Do not use the academic year
appointment employee record number for summer faculty research appointments.
V.
Summer Session Student Research Faculty
o Graduate Research Assistants (job code 1505)
Summer Session Student Research Faculty 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
Administrative site: http://www.colorado.edu/GraduateSchool/funding/admin.html
Tuition remission must be used during the summer session term. A student is not
allowed to carry-over 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 remission into the fall semester.
The table below reflects the salaries from May 11, 2015 through June 30, 2015. If
applicable, these salaries will need to be increased when the July 1, 2015 rates take effect.
JOB TITLE
Hrs/Wk
Graduate Research Assistants
6
8
10
12
14
16
18
20
22
24
26
28
30
32
34
36
38
40
11
% of
Time
15%
20%
25%
30%
35%
40%
45%
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
Monthly
Rate
579.60
772.80
966.00
1,159.20
1,352.40
1,545.60
1,738.80
1,932.00
2,125.19
2,318.41
2,511.60
2,704.80
2,898.00
3,091.19
3,284.40
3,477.59
3,670.80
3,864.00
Tuition
Credits
3
4
5
6
7
8
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
9 to 15
Entering information into HRMS PeopleSoft
Please use the step by step above for hiring regular faculty. The only difference is that you must
enter an Empl Class on the Job Information page based on the student’s summer enrollment
status.
NOTE: If the employee is currently on Short Work Break in this job, you must first bring them
back from SWB before inserting this information. If the employee’s job record has been
terminated you must enter a rehire row.
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