Summer Letters of Appointment
Noreen Camacho, Debby Flores
Payroll & Personnel Processing
May 2014
© 2012 Boise State University
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Agenda
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Summer 2014 Due Dates
Working Dates
Letter of Appointment form
Payment Calculations
Revisions
Changes in Salary
Cancellations
Overpayments
New Hire paperwork
FAQ’s
Payroll/Personnel Processing Contacts
Questions
© 2014 Boise State University
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Summer 2014 Due Dates
Letters of Appointments
May Session
• May 19 to June 8
• DUE Friday, May 2
June Session
• June 9 to July 13
• DUE Friday, May 23
July Session
• July 14 to August 17
• DUE Friday, June 27
© 2014 Boise State University
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Working Dates
Session
Start Date
Last Date Of Classroom
Instruction
1st 3 wk.
19-May
8-Jun
1st 5 wk.
9-Jun
13-Jul
2nd 5 wk.
14-Jul
17-Aug
1st 8 wk.
19-May
13-Jul
2nd 8 wk.
9-Jun
3-Aug
10 wk.
9-Jun
17-Aug
https://registrar.boisestate.edu/boise-state-academic-calendars/
© 2014 Boise State University
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LOA Form
Use for all Summer Faculty teaching
Use for all Student Adjuncts teaching
Full legal name
DeptName
Use for any changes or revisions
Letter of Appointment form is available
on University Forms and Documents
website page.
http://vpfa.boisestate.edu/process/uforms/
Scan and email to:
HRProcessor@boisestate.edu
To avoid duplication do not follow-up
with originals. One copy is enough.
© 2014 Boise State University
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Payment Calculation
1st 3 week Summer Session – May 19 to June 8
PP Begin Date
05/11/14
05/25/14
06/08/14
PP End Date
05/24/14
06/07/14
06/21/14
$929 =
Pay date
06/06/14
06/20/14
07/03/14
$2,787
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• There will be three pay periods if the class is May 19 to June 8
• The total gross amount of the contract will be divided into 3 equal
payments.
• The pay dates will be 6/6/2014; 6/20/2014; and 7/3/2014.
http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/
© 2014 Boise State University
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Payment Calculation
1st 8 week Summer Session – May 15 to July 13
PP Begin Date
05/11/14
05/25/14
06/08/14
06/22/14
07/06/14
PP End Date
05/24/14
06/07/14
06/21/14
07/05/14
07/19/14
$557.40 =
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Pay date
06/06/14
06/20/14
07/03/14
07/18/14
08/01/14
$2,787
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There will be five pay periods if the class is May 15 to July 13
The total gross amount of the contract will be divided into five equal payments.
The pay dates will be 6/6/2014; 6/20/2014; and 7/3/2014; 7/18/2014; and
8/01/2014.
http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/
© 2014 Boise State University
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Payment Calculation
10 week Summer Session – June 9 to August 17
PP Begin Date
06/08/14
06/22/14
07/06/14
07/20/14
08/03/14
08/17/14
PP End Date
06/21/14
07/05/14
07/19/14
08/02/14
08/16/14
08/30/14
$464.50 =
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Pay date
07/03/14
07/18/14
08/01/14
08/15/14
08/29/14
09/12/14
$2,787
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There will be six pay periods if the class is June 9 to August 17
The total gross amount of the contract will be divided into six equal payments.
The pay dates will be 7/3/2014; 7/18/2014; 8/01/2014; 8/15/2014; 8/29/2014;
9/12/2014
http://vpfa.boisestate.edu/payroll/payroll-and-holiday-calendars/
© 2014 Boise State University
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Revisions to Letters of Appointments
Account number or funding source
Change in Working Dates
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Mark the original Letter of Appointment with REVISED* in the top right corner.
Cross out what the old account number** or working dates and write what is
new on the form.
Scan REVISED* copy, attach to email and send to HRProcessor@boisestate.edu
or
Fax REVISED* copy, with cover sheet to (208) 426-3100.
Effective date will be next available pay period begin date.
* Letters of Appointments submitted without REVISED may result in Overpayment
** A Journal Entry may be necessary to move salary from the old account to the new.
© 2014 Boise State University
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Changes in Salary
Increase in class load – Salary
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Submit a new Letter of Appointment with additional salary.
Scan and attach to email then send to HRPROCESSOR@boisestate.edu or
Fax, with coversheet, to Personnel Processing at (208) 426-3100
Decrease in class load – Salary
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Mark the original Letter of Appointment with CANCELED* across front.
Scan and attach to email then send to HRPROCESSOR@boisestate.edu or
Fax, with coversheet, to Personnel Processing at (208) 426-3100
Personnel Processors will respond by email indicating that the cancellation for the LOA has been
received.
Submit a new Letter of Appointment with correct salary and class description.
*If the class has already started there may be an overpayment to the adjunct.
© 2014 Boise State University
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Cancellation of Letter of Appointment
• Mark the original Letter of Appointment with CANCELED* across front.
• Provide an effective date for the last day worked for the instructor if the
class is CANCELED* after the employee has been paid.
• Scan and attach to email then send to HRPROCESSOR@boisestate.edu or
• Fax, with coversheet, to Personnel Processing at (208) 426-3100
• Personnel Processors will respond by email indicating that the
cancellation for the LOA has been received.
*If the class has started there may be an overpayment to the adjunct.
© 2014 Boise State University
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Overpayments Do Happen
The process for collection of overpaid salary was shifted to Catherine Weitz,
Director, Payroll & Personnel Processing, (208) 426-3192, email to
catherineweitz@boisestate.edu.
The Overpayment Worksheet is available online at
http://vpfa.boisestate.edu/payroll/payroll-overpayments . If you need
assistance in completing the form or collecting an overpayment please contact
your Personnel Specialist.
http://vpfa.boisestate.edu/payroll/payroll-overpayments/
© 2014 Boise State University
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New Hire Paperwork
All New Hires are required to complete a Hiring Packet
within the first 3 days of employment in
Human Resources, PAAW Building, Room 120
• Hiring Packet contains:
• I-9
• Employee Information Form
• Veterans Status Declaration
• Self-Identity Form
• Direct Deposit and W-4
(available online at my.boisestate.edu)
HRS will complete a certification upon employee completing of
the I-9 form to return to the employer. Questions regarding completing an I-9 for
Out of town or Out of State employees, please contact
Noreen Ada Camacho at (208) 426-1638.
© 2014 Boise State University
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Frequently Asked Questions
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Are weekend classes that fall over two pay periods paid in one payment or two?
• Salary will be split into two pay periods according to Payroll Schedule
Can salary amounts be changed by revising original Letter of Appointment?
• No. Submit an additional LoA with only the increased salary as the amount to pay
What is the preferred method of submitting LoA’s?
• Scan and email to HRProcessor@boisestate.edu. If you choose to scan your contracts
there is not the need to follow with original copies.
Who do I call to find out more information about background checks?
• Employment Services at (208) 426-1616
• http://hrs.boisestate.edu/managers/hire-adjunct-faculty/
How are late Letter of Appointments compensated?
• The first paycheck will include a lump sum amount for previous pay periods.
Where can I find the list of Acceptable Documents for completing an I-9?
• http://www.irs.gov/Individuals/Revised-Application-Standards-for-ITINs
If I need to move money from one account to another is there a place to find the form?
• The Procedures for Processing Payroll Corrections and form can be found at:
http://vpfa.boisestate.edu/administrative-accounting
Where can I find more information about Telecommuting Procedures?
• http://vpfa.boisestate.edu/tax-reporting/telecommuting-procedures/
© 2014 Boise State University
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Frequently Asked Questions
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Is there a University Policy to support Adjunct Faculty?
• http://policy.boisestate.edu/academic-affairs-faculty-administration/policy-titleemployment-of-part-time-adjunctive-faculty/
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Where can I get help If an employee does not have an Employee ID number or need an I-9
completed for someone living or working out-of-state?
• Noreen Camacho at (208) 426-1385 or email at noreencamacho@boisestate.edu
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Where could I find a list of requirements when hiring new Adjunct Faculty?
• http://hrs.boisestate.edu/managers/recruiting/
© 2014 Boise State University
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Payroll and Personnel Processing
Payroll
Personnel Processing
HRProcessor@boisestate.edu
Main Phone Number
Phone: (208) 426-4440
Main Fax Number
(208) 425-3100
payroll@boisestate.edu
Noreen Camacho
Supervisor
Phone: (208) 426-1638
noreencamacho@boisestate.edu
Crystal Pidjeon
Technical Records Specialist II
Phone: (208) 426-3739
crystalpidjeon@boisestate.edu
Direct deposits, expired and lost checks, PayCard setup,
Time and Labor maintenance, general payroll questions
and processing.
Theresa Bow
Personnel Specialist
Phone: (208) 426-3432
tbow@boisestate.edu
Finance & Administration, College of Education,
College of Arts & Sciences, College of Health
Sciences.
Denise Ooley
Technical Records Specialist II
Phone: (208) 426-3433
dooley@boisestate.edu
Training, Expense Distribution Reports, Vendor
deduction setup, Time and Labor Maintenance, general
payroll questions and processing.
Debby Flores
Personnel Specialist
Phone: (208) 426-2180
dflores@boisetate.edu
President’s Office, Research and Economic
Development, Office of the General Counsel,
Academic Affairs, University Advancement
Rex Hadley
Financial Technician
Phone: (208) 426-1812
rhadley@boisetate.edu
Alaysha Muῇa
Personnel Specialist
Phone: (208) 426-4687
alayshamuna@boisestate.edu
College of Business, College of Social Sciences &
Public Affairs, Student Affairs, College of
Engineering
Garnishments, Time and Labor maintenance, general
payroll questions and processing
Regan Walker
Accountant
Phone: (208) 426-3435
rwalker@boisestate.edu
Julie Roossien
Personnel Specialist
Phone: (208) 426-1619
julieroossien@boisestate.edu
Tax questions, W-2, W-4, Nonresident Alien Employees,
Telecommuting from another state other than Idaho,
Payroll general ledger and journal entries.
Catherine Weitz
Director
Phone: (208) 426-3192
catherineweitz@boisestate.edu
© 2014 Boise State University
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Questions?
© 2014 Boise State University
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Noreen Camacho, noreencamacho@boisestate.edu
Debby Flores, dflores@boisestate.edu
THANK YOU
© 2014 Boise State University
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