INSTRUCTIONS FOR PROCESSING WINTER SESSION APPOINTMENTS

Individual departments and schools are responsible for initiating the smart forms to appoint Winter Session employees. The type of form used depends on the current status of the winter session employee.

Traditionally when you create smart forms the organization at the top of the form reflects the organization where the employee is going to work. However, the organization selected at the top of the smart forms needs to be changed to reflect Winter Session. Forms with the organization of Winter Session have been designed with a specific workflow that routes these documents through Continuing Education and Outreach. The effective dates of session are provided on the Obligations and Appointments Effective Dates found on this web site .

All smart forms submitted for Winter Session should contain the class name, class number in the comments section of the form. The payroll to be used is the Faculty/Staff payroll – 28020 and Graduate/Teaching Assistant payroll - 28029. A line number has been provided in the material below to be used for all winter session employees who are not current employees on the faculty/staff payroll or the graduate/teaching assistant payroll. Continuing Education and Outreach will assign a unique line number for each appointment when the smart form reaches their office.

WINTER SESSION

1. Appointing Graduate/Teaching Assistants or other Graduate Students

· Process a pay transaction, completing only the winter session portion of the form, if the graduate student has a current graduate or teaching assistantship.

· Process a hire/rehire form using line 48040 if the graduate student had a prior appointment to any state payroll but is not an active employee on the date of hire for the winter session.

· Process a concurrent hire form using line 48040 if graduate student is currently active on the Student Assistant Payroll.

2. Appointing Adjunct Faculty

· Process a hire/rehire form using line 48040 if the Adjunct staff has had a prior appointment to any state payroll but is not an active employee on the effective date of the Winter Session.

· Process a pay transaction form, completing only the Winter Session portion of the form, if the Adjunct has a full year appointment (ie. 09/01 through 08/31).

3. Appointing Full-time Faculty

· Process a pay transaction form, completing the Winter Session portion of the form, for all faculty with a 10 month or 12 month obligation. (Budget position title will include 10 mo. Or 12 mo. in the actual position title.)

4. Appointing Full-time Professional Employees

· Process a pay transaction form, completing the Winter Session portion of the form

5. Labor Distribution Schedules

· Continuing Education and Outreach will complete the Labor Distribution schedules for all payments associated with Winter Session.

6. Payment Adjustments

· Contact Continuing Education and Outreach for the adjustment deadline date for Winter Session.

7. Separations

a. The Human Resource Office will be responsible for processing the separations, where indicated, for all Winter Session employees. Separation smart forms will not be required.