2015 Summer Payroll and Personnel Deadlines and Reminders
The information enclosed pertains to:
 Summer School/Summer Pay for Faculty
 Federal Work Study student workers
 Summer Break Status for Undergraduate student workers
 Summer Information for 9-Month Graduate Assistants
 Summer Break Status for 12-Month Graduate Assistants
 Graduating Students reminder
We appreciate your hard work and dedication to paying Clemson University employees!
Summer School/Summer Pay for Faculty
“2015 Summer School Pay Periods and Deadlines” provided detailed information related to processing the
required personnel papers and the pay dates for the various sessions of summer school.
“Summer Payroll (Summer School and Summer Pay) Processing Information” provides detailed information
relating to processing the required personnel papers for faculty involved in various other summer programs of
the University.
IMPORTANT – 9 month faculty currently receiving the Personal Communication Stipend via Recurring Pay
will receive the stipend over the summer unless it is turned off. This is regardless of whether or not they are
receiving Summer School (SS) or Summer Pay (SP). If you need to turn off the PCS for the summer, insert a
row with an end date of 5/16/15 to stop the recurring pay. If the PCS should be turned back on for Fall 2015,
insert a row with an Effective Date of 8/15/15 (taking out the end date of 5/16/15).
Recurring Pay – Summer School / Summer Pay Data Entry Deadlines
If Pay Due on:
5/29/15 - Friday
6/15/15 - Monday
6/30/15 - Tuesday
7/15/15 - Wednesday
7/31/15 - Friday
8/14/15 - Friday
Recurring Pay can now be keyed.
Enter Recurring Pay by NOON on:
5/19/15 - Tuesday
6/03/15 - Wednesday
6/18/15 - Thursday
7/02/15 - Thursday
7/21/15 - Tuesday
8/05/15 - Wednesday
2015 Summer School Pay Periods and Personnel Action Deadlines
Fiscal Year
9-Month Dates
Long Summer
Session
1st Summer
Session
2nd Summer
Session
Minimester A
Session
Minimester B
Session
Minimester C
Session
Minimester D
Session
FY15 & FY16
FY15
FY16
FY15
FY15
FY16
FY16
Start and End Dates are based on Academic Year (AY) running 8/15-5/16, with Summer starting 5/17 and ending 8/14 annually.
Date Ranges
5/17-8/14
5/17-6/30
7/1-8/14
5/17-6/1
6/2-6/22
6/23-7/14
7/15-8/5
Personnel Actions
Due in CUBS
5/18/15
5/18/15
7/1/15
5/18/15
6/2/15
7/1/15
7/20/15
Pay Dates for
Summer School
5/29/15
6/15/15
6/30/15
7/15/15
7/31/15
8/14/15
5/29/15
6/15/15
6/30/15
7/15/15
7/31/15
8/14/15
5/29/15
6/15/15
6/15/15
6/30/15
7/15/15
7/31/15
7/31/15
8/14/15
LAG (12L/12H) Dates Start and End dates below are based upon the first day of class and deadline to submit grades or graduation. These date ranges are guidelines.
Actual start dates and end dates are dependent upon the individual employee’s first and last day of employment.
Date Ranges
5/13-8/7
5/13-6/24
6/24-8/7
5/13-6/3
6/2-6/24
6/23-7/15
7/15-8/7
Personnel Actions
Due in CUBS
5/18/15
5/18/15
7/1/15
5/18/15
6/17/15
7/1/15
8/4/15
Pay Dates for
Summer School
5/29/15
6/15/15
6/30/15
7/15/15
7/31/15
8/14/15
8/31/15
5/29/15
6/15/15
6/30/15
7/15/15
7/15/15
7/31/15
8/14/15
8/31/15
5/29/15
6/15/15
6/30/15
6/30/15
7/15/15
7/15/15
7/31/15
8/14/15
8/14/15
8/31/15
Please refer to the Payroll Operations Calendar for special pay deadlines, department and budget center cut-offs.
*If you need access to the calendar in Outlook, contact Cathy Stegall at 864-656-4670.
NOTE: The above pay dates are contingent upon the submission of pay authorizations by the department according to the established deadlines.
Summer Payroll (Summer School and Summer Pay) Processing Information

Summer School earnings code is SS and Summer Pay earnings code is SP
The following options are available for processing summer payments. Please refer to the Payroll Operations Calendar for special pay
deadlines. *If you need access to the calendar in Outlook, contact Cathy Stegall at 864-656-4670.
Payment of Currently Employed Personnel
A) Departments/Budget Centers may choose to add these payments using the CU Special Pay data entry screen in PeopleSoft for one-time
payments. A new entry will be required for each payment.
-
Or
-
B) Budget Centers may choose to add these payments in the CU Recurring Pay data entry screen in PeopleSoft. This access has been
granted to Budget Center security roles only.



-
Or
CU Recurring Pay entries must be made prior to the creation of pay sheets in order to be picked-up in the next pay cycle (you can use
the same cut-off as Personnel Action due dates).
You can view an on-line refresher at Summer School / Summer Pay Data Entry Documentation.
Eligible codes are:
-
C) If you are paying an employee that is not in your college, you will need to submit a hard copy special pay.
Payment of New “Temporary Appointment” Professional Personnel


Temporary faculty hired for the summer sessions only should be hired as regular temporary employees (12L).
Please refer to the 2015 Summer School Pay Periods and Personnel Action Deadlines document for due dates and applicable paydays.
Payment of Nine-Month Faculty Who Are Retiring June 30, 2015

Nine-month faculty who are retiring 6/30/15 should be paid in full on 6/30/15.
Federal Work-Study (FWS) Student Workers
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Federal work-study student workers NOT working during the summer MUST either be terminated
effective 4/25/15 (last day worked April 24th) or moved to 100% institutional funds (acct 5150) effective
4/25/15, then put on Summer Break (see guidance in the next section to perform this action).
Students working through the summer MUST be transferred to 100% institutional funds (account 5150)
effective 4/25/15 (and taken off p/g 2301750 FWS and/or 2301751 America Reads).
To transfer to institutional funds, use “Action: Earnings Distribution” and “Reason: Job Earnings
Distribution”.
It is not necessary to terminate and rehire.
In order to accomplish either the termination or transfer, the information must be input into the CUBS
system no later than 4pm on 5/4/15, per the Payroll Operations Calendar for the 5/15/15 payday.
NOTE: The most common error when transferring students from work-study to departmental funding is failure
to change the account number from 5152 (FWS) and/or 5155 (America Reads) to 5150 (Sal & Wages
Undergraduate). Please check for this when making the change.
If you have questions regarding FWS, please call Debra Vassey at 864-656-9034.
Undergraduate Students Going on Summer Break
Undergraduate student employees who will not be working, but are planning to return to work in the
Fall, should be put on student break for the summer.
ACTION ITEMS: Budget Centers / Departments
Placing Student on Break
1. Enter Row in Job Data
2. Enter an Effective Date equal to the first day not working
3. Use Action/Reason: Start Student Break/SSB - Start Student Break
 Budget Centers/Departments will need to process a Job Data entry to end the break status for any
Undergraduate student workers returning to work in the Fall or enter a termination.
Returning Student from Break (or termination)
1. Enter Row in Job Data
2. Enter an Effective Date equal to the first day back in active status. Follow the Payroll Operations
Calendar for Personnel Action due dates, so these students can be paid effective the first eligible pay
period after they resume work in the fall.
3. Use Action/Reason: Return from Student Break/RSB – Return from Student Break
NOTE: If the student is not returning to work in the fall, a termination must be entered.
Federal Work Study students should not be put on break. If you have a FWS student that will not be here
over the summer – a Job Earnings Distribution Change must be entered first (to remove from work study) then
the SSB can be entered.
Please pass this information on to those in your departments who are responsible for these entries.
9-Month Graduate Assistants
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Nine-month graduate assistants (9MA) will receive their 18th payment of the academic year on 5/15/15,
paying them through 5/16/15.
Their regular pay for the nine-month appointment will be suspended effective 05/17/15. This will be
done automatically through a centralized process.
Another centralized process will resume payment of the nine-month graduate assistants for the 8/31/15
payday, reflecting current data in the system for the employee at that time
You must terminate individuals not returning to work. Failure to terminate could result in
overpayments when pay resumes in the Fall.
You must notify the Graduate School (via the on-line Assistantship/Fellowship Report GS61
system) of all nine-month graduate assistants returning for the Fall Semester
It has been determined that 9-month Graduate Assistants who will work as a GA over the summer
should remain in the 9MA pay group. (These individuals will not change to 12-month for the summer as in
previous years).
ACTION ITEM: Budget Centers / Departments
 Special Job Data entries are required to update the Job Title or Standard Hours if they are different for
the summer. For additional information about processing, please refer to the Graduate Assistants
Summer Memo.
12-Month Graduate Assistants
12 month Graduate Assistant who will not be working Summer I, Summer II or the Long Summer, but are
planning to return to work in the Fall, can be put on student break based on summer sessions. The break must
encompass an entire summer session, whether that is Summer I, Summer II or Long Summer. The break cannot
start/stop during the middle of a session.
ACTION ITEMS: Budget Centers / Departments
 Specific Effective Dates are required, which correspond to the start and end of each summer session.
For additional information about processing, please refer to the Graduate Assistants Summer Memo.
 To coincide with the entry in PeopleSoft HR, you must notify the Graduate School (via the on-line
Assistantship/Fellowship Report GS61 system) of graduate student status by summer session. If a 12month Graduate Assistant is on break in PeopleSoft, the GS61 must also reflect the break.
Graduating Students
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
A student who graduates cannot remain in a student position past graduation day.
A graduating student must either be terminated as of 5/8/15 (last day worked of 5/7/15) or transition to a
non-student status as of 5/8/15.
ACTION ITEMS: Budget Centers / Departments
1. Enter Row in Job Data
2. Enter an Effective Date of 5/7/15 (for a termination) or 5/8/15 (transition to non-student status)
3. Use Action/Reason: Terminate/Terminate