INSTRUCTIONS FOR PROCESSING SUMMER AND WINTER SESSION APPOINTMENTS

INSTRUCTIONS FOR PROCESSING SUMMER SESSION APPOINTMENTS

Hi Everyone,

We are at the point in the 2008 Summer Session administrative cycle where departments should begin creating and submitting smart forms to appoint their summer instructors.

The 2008 Summer Session smart form process is almost identical to the one used during the 2007 Summer Session: departments initiate the hiring process by creating and submitting a smart form for each instructor who is to be appointed.

The smart forms then flow to Murnal Abate in the Summer/Winter Session Office for editing and the assignment of position numbers (when necessary). Murnal then forwards these smart forms to Human Resources for final processing.

(Note: it is important that the organization you select at the top of the smart form is SUMMER SESSION. This organization should be selected regardless of the organization or department for whom the employee will be teaching.)

Murnal and Susan Holden will also be responsible for the LD entries for all 2008 Summer Session appointees.

Instructors appointed to the 2008 Summer Session payroll will receive payment as follows:

Term I (5/27/08--6/27/08)
Number of checks: 2
Payroll period dates: 5/29/08--6/11/08 (Payroll 5) and 6/12/08--6/25/08 (Payroll 6)
Check dates: 6/25/08 and 7/9/08

Term II dates (7/7/08--8/8/08)
Number of checks: 2
Payroll period dates: 7/10/08--7/23/08 (Payroll 8) and 7/24/08--8/6/08 (Payroll 9)
Check dates: 8/6/08 and 8/20/08

Term III (variable dates)
Please call Murnal Abate (7-3575) or Susan Holden (7-2793) with questions regarding the payroll and check dates for specific Term III courses.

New Oracle Payroll Requirement: Degree Information

There is a new reporting requirement in place for the 2008 Summer Session. It involves the reporting of degree information for every instructor who is to be appointed to the summer payroll. This information should be compiled by the department and submitted to the Summer Session Office during the smart form process.

Specifically, departments should include the following information for all summer appointees:

--The highest degree achieved by the instructor
--The month and year that degree was received
--The institute from which the degree was received
--The discipline or subject area in which the degree was granted
--If the degree was earned in a country other than the USA, please include city
and country of the institution

Example:

Jane Doe received an M.A. from XYZ University in May 2002 in the area of Theoretical Mathematics.

Please contact Murnal or Susie with questions about this particular reporting requirement

INSTRUCTIONS FOR APPOINTING SUMMER SESSION INSTRUCTORS, ETC. USING SMART FORMS FOR THE 2008 SUMMER SESSION:

1. Which Org to Use for Summer Session Smart Forms

When you create a smart form to report a hire or an extra service payment for Summer Session, the organization you will select at the top of the form is SUMMER SESSION. This organization must be selected in order to establish the workflow that sends the form to Murnal in Continuing Education & Outreach.

2. Line Numbers for Summer Session Appointments

Please use line number 46126 for all Instructor CSL appointments to the Summer Session. When Murnal receives the smart form, he will assign a new (Summer Session specific) line number to each Instructor CSL employee as part of the review and approval process.

3. Appointing Graduate Students

If the graduate student has an active assignment, please process a concurrent hire smart form to payroll 28020.

If the graduate student had an assistantship this academic year but no other assignment, process a hire/rehire smart form.

List the class name, class number and the Summer Session term in which class is being taught in the comments section of the smart form.

4. Appointing Adjunct Faculty

If you are appointing an adjunct faculty member to a Summer Session position, and their current/last end date is May 28, 2008 or earlier, please use the hire-rehire smart form, with line number 48051, to appoint.

If the adjunct faculty member has a current end date of August 6, 2008 or later, please process a pay transaction form for “Summer Session” (not “Extra Service”).

List the class name, class number and session (Summer Session) in which class is being taught in the comments section of the smart form.

5. Appointing full-time 12 month faculty or full-time professional staff

(Note Department Chairs are NOT eligible for Extra Service payments during their chair obligation period. If you are considering appointing a department chair to teach during the Summer Session, please contact Human Resources first)

For professional staff and faculty with 12-month obligations, complete a pay transaction form for “Extra Service” (Ex: Professor 12mo or faculty with JY in their grade level in Oracle.) Please note that the standard Extra Service form must be completed and submitted to HR before Extra Service payments can be processed. These documents are available online (about 1/3 of the way down the page) at:

http://humanresources.binghamton.edu/allhrforms.html

For all other full-time faculty (i.e., with 10 month obligations), complete a pay transaction form for “Summer Session” (not Extra Service).

List the class name, class number and session (Summer Session) in which class is being taught in the comments section of the smart form.

6. Labor Schedules

Murnal Abate and Susan Holden, at Continuing Education & Outreach, will be responsible for creating ALL required labor distribution schedules for Summer Session appointments. Please contact either person with questions related to Summer Session LD schedules.

7. Separations

The Human Resource Office will be responsible for separating all Summer Session employees at the end of the Summer Session. Separation smart forms will not be needed.

8. Payment Adjustments

Adjustments to Summer Session payments must be reported to Murnal Abate in writing (email is fine) no later than June 10, 2008 for all Term I courses and no later than July 23, 2008 for all Term II courses, in order to prevent over- or underpayments. Please contact Murnal Abate or Susan Holden for the adjustment deadline for specific Term III courses.

9. Contact Information

Questions or problems regarding the use of smart forms may be directed to Kathy Vasek in the Human Resource Office.

Questions regarding Summer Session classes, schedules, amount of payment to instructors, etc. should be directed to Murnal Abate or Susan Holden at Continuing Education & Outreach.