3. 9 month appointments & pay
9 month employment is a special status specific to the
academic environment, uncommon elsewhere
The status usually involves some individuals who also work
summer terms and some who don’t
The university offers special pay options (and insurance
premium deduction options) to this group
3
4. What are 9 month pay options?
Premium Reserve means regular salary is divided by
9 and paid out Sept – May. This is the default pay
option. Summer insurance premiums are deducted
from the employee’s 9 checks and held in reserve to
cover summer insurance costs.
Annualized Compensation (salary spread) means
the 9 month salary amount is paid out over 12 months.
This is an elected option. The amount paid in summer
will show as PNE (paid not earned) on the employee
paycheck.
4
5. 9 Month Pay Options (cont.)
Premium reserve and annualized compensation apply
to base pay only. Augmentations are not spread over
summer.
Annualized Compensation Election (or cancellation)
made by 9 month faculty/staff BEFORE their first day
of work for the new academic year. Deadline for
Annualized Compensation election is 8-09-13.
Current employees will remain in their current
election unless they submit a form to change their
election. Deadline is also 8-09-13.
5
6. How Summer Payroll Works…
Those on 9/12 must remain in their primary job record
(empl_rcd) for the summer months to pay out their
summer reserve pay. This is managed electronically by
ITSS.
Reserve pay will show as “paid not earned” on earnings
statements.
A separate job record must be used to pay for work
performed in summer or Maymester, regardless of the 9/9
or 9/12 pay option selected.
6
7. What this means for summer
payroll processing
All summer jobs for faculty will be entered via ePAR.
This includes teaching, research, and program
coordination.
Reference and calculation spreadsheets including payroll
data for faculty will be provided by the Provost Office, but
these spreadsheets are for reference only and will not be
used to load data.
New faculty who work in the summer will need to complete
onboarding prior to submission of the ePAR. Also, new
faculty will require submission of a hire ePAR in September
to load their new 9 month faculty job.
If you have any Chairs, Associate Deans, or Deans moving
into or out of an administrative role in the summer, please
work with the Provost Office to determine best process.
7
8. Summer Faculty Job Codes
Regular academic job codes will be the same as during
regular academic terms (ex: 0200, 0300, etc.)
Authorize Faculty Research appointments on job code 1301
Authorize Summer Faculty Program/Project Coordinators
on job code 1233
Staff use regular job code
8
9. Summer Salary Calculations
Faculty Teaching – utilize Summer 2013 – Payroll
Processing Instructions (or utilize automatic formulas built
into summer faculty spreadsheet)
Rate Factor: 2.5% per SCH (7.5% for 3 SCH)
Minimum: $833.33 per SCH ($2,500 for 3 SCH) [with
Incentives = $1,041.66/SCH]
Maximum: $2166.67 per SCH ($6,500 for 3 SCH) [with
Incentives = $2,708.34/SCH]
Incentives or Disincentives may apply based on course
enrollment
Faculty Research or Program Coordination – salary is
calculated based on regular 9 month rate
Staff – salary is calculated based on regular 9 month rate
9
10. Corrections and Terminations
Terminations (when the job ends before the set end date)
should be entered via ePAR. Remember that the “effective
date” of the termination is the day following the employee’s
last day on payroll.
Funding Changes should be entered via ePAR.
Corrections to submitted job data can be made using
ePAR (if change functionality is active) or via HRM-12 form.
Be sure to reference the empl rcd # if submitting a change
on a HRM-12 form.
10
11. HRM-12 Basics
Available on HR Forms website:
https://www.hr.unt.edu/main/ViewPage.php?cid=21
Does not reference the primary position number for the
employee
Only one employee may be submitted per form
Use the Comments section to give us more info about the
data on the form
Enter an empl_rcd # when making a change to a previously
submitted job
Dean and VP must sign form, Research Services must sign
forms with project/grant funding
11
12. University of North Texas
Appointment Authorization for Maymester and Summer Payroll for Current 9 Month Regular Faculty and Staff
For Payroll Dates 6-1 to 8-31
(See Instructions on Page 2)
Base Department Number N12345 Date 6-1-xx
Prepared By Melinda Lilly
Department Name Academic Excellence Telephone 3951
Apply an Action
and Reason to
each line below.
Actions Reasons Records Data Entry Payroll Data Entry
HIR (A) Additional Job
CHG (D) Date (P) Pay (T) % Time (F) Funding (O) Other
ADP (A) Augmentation (C) Cell Phone Allowance (I) Internet Allowance
TER (E) End of Job Assignment (I) Involuntary
NOTE: Submit only ONE employee per form. For all NEW HIRE employees, submit a HRM-12 form to process the summer payroll appointment. Additionally,
a HRM-6 form will need to be submitted to continue the new hire into the new fiscal year. If an employee is terminating employment with UNT (not just their
summer appointment), please submit a HRM-6 form. Process changes following Change From/Change To procedure. See Instructions on Page 2 for example.
Use Job Code 1301 for Summer Faculty Research appointments.
Act. Reas.
Effective Date End Date
EMPL ID
Empl
Rcd #
Name - Last, First Middle
(One employee per form)
Job
Code
%
Time
Monthly
Amount
DEPT ID/
PROJ ID
Monthly
(M) or
Semi-
Monthly
(S)
HR
Use
OnlyMo Day Yr Mo Day Yr
CHG P/T 6 1 13 7 15 13 1001001 4 Professor, Ima Great 1301 50 $2700 54321 M
Comments:
(For Faculty include 9-
month regular contract
rate)
9 month contract rate = $48,600. Employee was previously at 25% FTE, but has increased percentage of time to 50% with a corresponding salary increase
to $2700 per month.
Approved: (Submit one original only to Human Resources and copy this form for your files before submitting; no confirmation copies will be sent.)
Yes Yes Yes
Dept/Proj # Holder - Date Department Head – Date Dean or Director – Date
No Yes N/A for Faculty, Yes for Staff
Research Services (all grant funded jobs) – Date Vice President - Date Human Resources - Date
13. Grad Students and Adjuncts –
Getting them on Payroll
All summer jobs for salaried graduate students
and adjuncts will be entered via ePAR.
Reference spreadsheets including payroll data for
grads and adjuncts will be provided by the Provost
Office, but these spreadsheets are for reference only
and will not be used to load data.
New graduate student or adjuncts will need to
complete onboarding prior to submission of the ePAR.
All adjuncts should have an offer letter submitted
through VPAA office, and appropriate background
check ran if required.
13
14. Summer Payroll
Salaried Grads:
Monthly rate of pay should be based on the appropriate
graduate program level and discipline.
Employees may not change levels until the Fall 2013
semester.
Utilize job codes in the range of 0801-0853 based on the
employee’s level and assignment.
Adjuncts:
Monthly rate of pay should be based upon agreed upon
semester rate.
14
15. Corrections and Terminations
Terminations (when the job ends before the set
end date) should be entered via ePAR. Remember
that the “effective date” of the termination is the
day following the employee’s last day on payroll.
Funding Changes should be entered via ePAR.
Corrections for jobs submitted via ePAR for grads
and adjuncts can be made using ePAR (if change
functionality is active) or via HRM-7 form.
15
16. Maymester Dates and Job Codes
Payroll Dates
To ensure adjuncts and graduate students receive
compensation for Maymester that is equivalent to a
regular 5 week summer session, we pay them utilizing
Summer I payroll dates – just like the regular faculty
Maymester payroll dates for graduate students and
adjuncts is 6-1 to 7-15
Job Codes
Utilize “regular” job code, i.e. 0802 for Level 2 TF, 0700
for Adjunct
16
17. Maymester Salary Calculation
Grad Students: Monthly rate of pay should be based
on the appropriate graduate program level and
discipline
Adjunct: Pay should be agreed-upon semester rate
FTE should be entered as 50% for one 3 credit hour
course
It is acceptable for a grad or adjunct to exceed 100%
FTE in Summer I if teaching a Maymester course in
addition to completing Summer I work
17
18. Summer Session Dates
Summer Session Information Payroll Information
Summer Session Session Dates Census
Date
Payroll
Semester
Regular Faculty
Dates
Faculty FTE (for 3
semester credit hours)*
TA/TF/Adjunct
Dates
TA/TF/Adjunct FTE
(for 3 semester credit
hours)*
3W1 (3 week 1) May 13 - May 30 May 14 Maymester
06/01 - 7/15
OR
07/16 - 8/31
50% 06/01 - 07/15 50%
8W1 (8 week 1) May 13 - July 5 May 20
Maymester &
Summer I
06/01 - 7/15 50% 06/01 - 07/15 50%
SUM (summer) May 13 - Aug 9 May 29
Maymester,
Summer I &
Summer II
06/01 - 8/31 25% for 6/1 - 8/31 06/01 - 08/31 25% for 6/1 - 8/31
5W1 (5 week 1) June 3 - July 5 June 6 Summer I 06/01 - 7/15 50% 06/01 - 7/15 50%
10W (10 week) June 3 - Aug 9 June 12 Summer I & II 06/01 - 8/31 25% for 6/1 - 8/31 06/01 - 08/31 25% for 6/1 - 8/31
5W2 (5 week 2) July 8 - Aug 9 July 11 Summer II 07/16 - 8/31 50% 07/16 - 8/31 50%
*Prorate courses that are larger or smaller than 3 semester credit hours
18
19. ePAR Basics to Hire a New Summer
Job
Go to “Add a new ePAR”
Enter Dept number
Enter Payroll Action: Hire/Terminate
Select Action: Hire
Select Reason: Summer Appointment
Enter EmplID or Name
Select employee and hit Next
19
20. ePAR Basics to Hire a New Summer
Job (cont).
Enter the Effective Date (the first day of the job)
Enter the Job Code (see Summer Faculty Job Codes slide)
Enter the Appointment End Date (the last day of the job)
Enter Std Weekly Hours or FTE
Enter Monthly Rate – IMPORTANT – this needs to be the
amount the employee will receive each month for this job,
not their regular monthly rate (unless they are receiving
their 100% monthly rate for a research or project
appointment).
Note: Please refer to the “Summer Equivalent Dates”
spreadsheet for effective and end dates and FTE for summer
teaching appointments.
20
21. ePAR Basics to Hire a New Summer
Job (cont).
Enter Reports to Supervisor ID:
Go to Department Budget Data and enter Funding End
Date if different than the Appt End Date
Enter Funding Dept ID/Proj ID
Enter Percent of Distribution if different than 100%
Enter additional lines as needed
Academic Affairs areas: Please note that multiple funding is
only permissible for faculty appointments. For adjuncts or
grads, please submit multiple funding sources as separate
jobs.
21
22. ePAR Basics to Hire a New Summer
Job
Add Additional Pay as needed for augmentations, cell
allowances, etc. Complete all relevant fields.
Enter Comments – please include a brief description of
transaction and include the faculty member’s regular 9
month salary.
Add any attachments as needed.
Hit Next, review your information, review the routing
workflow, and hit Submit PAR for Approval
Academic Affairs: Please make sure to add in your Budget
Officer to the workflow if they are not included.
22
23. Deadlines
Due dates are available on the BSC deadline calendar. ePARs for
7-1 payroll are due June 17. However, note that this is FINAL
approval, meaning all individuals/offices on the workflow have
approved the ePAR.
Academic areas should work with their Dean’s offices to establish
internal deadlines.
To ensure that all 7-1 academic payroll ePARs are processed,
please have them processed to the Provost workflow queue by
June 13 at noon.
Departments can submit ePARs for any summer assignment at
the time the assignment is made – you do not need to wait for a
specific date to submit the ePAR (i.e. you can submit Summer II
payroll now if you have all relevant info).
23
25. ePAR Update
Great News! Moving Forward
As we move closer to the end of the fiscal year, we move closer to
full implementation of our ePAR system.
Beginning in June all departments should be able to create payroll transactions through ePAR.
Transactions include:
all hires (single or multiple jobs)
terminations
funding changes
promotions, demotions, transfers
salary changes
additional pay (non-base rate pay) adjustments
Training classes are currently being scheduled and will be available for enrollment soon. As of
September 1, 2013 we will no longer be using HRM forms for employee-related payroll
transactions and all processing will be done electronically.
26. PROCUREMENT SERVICES
Travel Guidelines
• DeptID/ProjID holders will be responsible for reviewing and approving each travel
expense. If an expense is submitted with supporting documentation (paid receipt)
and the deptID/projID holder approves, the travel area will process.
Note: This includes ORS and Grants approval for projID’s.
• Meal reimbursements – Per diem for meals is not allowed. All meal expenses must be
supported with receipts.
• Mileage Reimbursements - mileage verification will be performed at the department
level. Allow reimbursement with the approval of the DeptID/ProjID Holder approval.
Supporting documentation should be retained by the department for audit purposes.
The documentation may be submitted but is not required.
• Individually Billed Travel Card (IBT)- is the preferred method of payment for
employee’s business related travel expenses.
27. PROCUREMENT SERVICES
• Travel Advance Cards or Cash Advances are only available to those who do not qualify
for any IBT or travel is only needed once annually.
Corporate Travel Planners (CTP)
• Started with a pilot group Monday.
• Initial feedback is positive. One of the users said “It is just so user friendly, it’s a little
weird.”
• When using CTP to book travel, all airfare will be paid through the system as well as
any required lodging deposits. Car rental with Enterprise and National will be direct
billed. This reduces the out of pocket expense for the travelers.
• We are expanding the pilot group and are excited about this opportunity to provide an
easy and efficient travel booking process to our customers.
New Forms
• Forms and training are available on the BSC website.
• The Advance Travel Form (formerly RTT) and the Travel Voucher are contained into one
excel format.
• All UNT System institutions will now be using the same travel forms.
28. “After-the-Fact” (ATF) requisitions are defined as situations where a vendor provides goods or
services based on a request from a university faculty or staff member prior to issuance of an
official university Purchase Order by BSC Purchasing.
• Any commitment of university funds by unauthorized persons is against university policy
• Individuals may encounter a personal obligation to the vendor
• ATF’s are tracked by BSC and reported to the applicable VP for each university unit
• ATF’s will not be processed against State funds (includes HEAF) or State Grant funds
• All exceptions must be documented and approved by BSC Purchasing
Departments should work with the Purchasing area of BSC when special circumstances exist,
rather than placing orders without an authorized PO. An employee placing such an order may
be held personally liable for the payment if the purchase order cannot be approved by
Purchasing.
Reimbursements for business meals are not considered After-the-Fact purchases.
29. Reimbursement of travel expenses for non-employees
(Prospective employees, Research participants, Guest speakers)
When submitting for reimbursement of travel expenses for non-employees an ePro
Requisition with receipts attached is required.
Each requisition should contain the following:
1. The purpose and benefit to the university.
2. Date and location of event.
3. Mileage documentation (if applicable).
4. Foreign National or Independent Contractor documentation (if applicable).
5. Electronically attached proof of payment on itemized receipts.
If reimbursement is limited and does not match the receipt amounts,
specify such in the requisition comments field to confirm the difference is
deliberate.
When departments agree to pay travel expenses for non-employees, prudence should be
practiced by setting limitations prior to the commitment, i.e., “we will reimburse for mileage,
and lodging, but not for meals”, etc.
30. Gift Cards
• Gift cards in any amount are treated like cash and require extensive cash control
documentation for IRS reporting requirements.
• Gift cards may not be purchased by an employee who will seek reimbursement through
Purchasing.
• Gifts and awards given to employees must be processed through the Payroll office and
will be subject to IRS taxing regulations.
• Gift cards should NOT be used for special purposes for employees, family members of
employees, students, volunteers, or other individuals or groups.
• Gift cards may be used to make payments to non-employees for participation in various
research studies on grant or local funds.
• Gift cards may not be given to individuals identified as foreign nationals due to IRS rules.
32. Meeting Notes
A-Team
UNT System Business Service Center
Training Room 4202 A&B
May 23, 2013
3:00 PM – 5:00 PM
I. Welcome tours from 3:00 – 3:30 (meet in Training Room 4202 A&B)
II. Academic Affairs – Donna Asher for Melinda Lilly
Summer Payroll Processes
• Process in ePAR. For true new hires this summer do not use “Hire, Summer Appointment.” Otherwise Benefits will not
know they are here and it won’t count towards their insurance waiting period.
• HRM 12’s will not be needed – this action is available in ePAR starting in June.
• More ePAR training is coming soon.
Question: If a termination is effective June 6 could be done now.
Answer: Yes, that action is already available in ePAR.
• Remember, grad pay rate changes do not take effect until 9/1. Some grad students may be eligible now for the higher
rate but that does not change for them until 9/1.
• Reminder to use the effective date for terminations, not the last date of employment. The effective date is the day after
the last day they should be on payroll.
Question: What about employees on short work break who are not returning?
Answer: There is a process running in September that will terminate job rows where there is not an active job row. However,
after the fall semester if you have an employee not returning for spring you need to process a termination.
33. Question: What about putting a person on payroll on a grant and issues with not being able to put the grant projid in?
Answer: This issue was likely because the projid had not been added to the ePAR list by Research Services. The projid number
has to be in the list of projids in ePAR.
Question: What about task payments and removing them from payroll after the task is complete?
Answer: Tasks require an end date. ePAR will terminate the job record when that action is available in ePAR. However, until
June, you do need to terminate those job records to remove the employee from payroll.
On task payments you need to put the end date as the end of the month; otherwise, ePAR will prorate the salary rate.
• Make sure you attach the task justification form in your ePAR and indicate in your comments what the dates worked are
for the task. The Provost Office will require that.
• The form is on the Provost Office website at http://vpaa.unt.edu
Question: What about the rule about multiple fund sources only on faculty – is that only for summer?
Answer: Melinda Lilly will need to answer that question.
Question: What about interdisciplinary grants – can a person in Engineering do an ePAR for a person in Math, for example?
Answer: Yes, you first choose your department and then you can choose any deptid. The ePAR goes to the correct deptid holder
for approval, so there are checks and balances.
Question: When will be able to do 9/1 transactions in ePAR?
Answer: Very soon. Right now we are rolling some other changes out and testing (transfers, etc.). Hopefully sometime this
summer we will roll that out. Right now the budget is not loaded and that is an issue effecting that, and we also need to test
first.
• Melinda will send out the information about the supplemental compensation agenda item.
III. ACES – Tina Koenig
FS roles and terminations
• ACE = access control executive
• FS is the Financial Services side of EIS
34. • Training for FS is managed by Tina Koenig. After completing your training you are given access.
• Karl Skaar from Assets now getting involved in some of the FS security.
• When you move from one department to another, your access does not automatically transfer. You need to notify Tina
so that she can make sure you have the FS access for your new job.
• Terminations will effect your access – old student records, a task payment, etc. being terminated can cause you to lose
your access
• Security and access questions for FS – send to Tina.
IV. UNTS Business Service Center – Donna Shell
ePAR Update
• The first part of June you will be able to do almost every transaction in ePAR: promotions, funding changes, salary
changes, additional pay adjustments, transfers, all hires. Training will start in late June/early July. Will have at least two
live trainings and these will be recorded for you. We’ll also be publishing training videos on our website.
Procurement Updates – Debbie Reynolds
What’s new?
New travel guidelines
Question: What about verifying mileage submitted to the department without a map – how are we supposed to do that?
Answer: We don’t need the map with the voucher, but you should be requesting it and keeping it in the department file.
Question: Is the department responsible for keeping the official travel document for audit purposes?
Answer: No, the voucher is retained at the BSC but the backup documentation (like the map) is kept at the department
level.
35. • BSC Travel will send some instructions about merging pdf’s.
Question: Who is responsible for proving the travel was accurate, etc. Why in an audit would they have to go to two
different places to verify the information?
Answer: We will take these concerns under advisement for this change to procedure.
Comment from audience: If we are not the final repository for a document, for compliance, we are not going to be
inclined to keep these documents.
• Debbie noted that we will revisit this change.
• Advances will only be provided to travellers who were rejected for an IBT card.
Comment from audience on new travel voucher: Drop down for payment method is defaulting to Mail. Is there a way
that we could programmatically have that default to the preferred setting?
• We will look into this possibility.
Question: If someone only travels once a year, are you still going to require an IBT?
Answer: Yes, that is our preferred method. They would use the IBT for any travel in subsequent years as well.
Question: If we already had done a RTT will that be rejected/do we have to ask someone to do the ART instead?
Answer: No, we won’t reject any old forms at this point. Moving forward the ART is only required for advances. It is not
required otherwise.
Comment from audience: There was some confusion because travelers didn’t realize they could continue to use their
own credit cards and wait for reimbursements but that has been cleared up.
• Yes, that is still acceptable.
Corporate Travel Planners
• CTP is up and running and it’s a great option – no need to do a voucher for rental car, hotel etc. booked through them.
We will be billing departments for charges. You don’t have to worry about paying up front or getting reimbursed.
36. • Still working on adding grants to CTP.
• Still working on discounts with the vendors and we will get those to you as soon as we can negotiate them.
Question: Is there a way to limit amounts spent within CTP?
Answer: No, but you can see where the traveler chose a higher rate, etc. and you can deny that or not authorize it.
• CTP is not mandated, so it may be a circumstance where they can’t use CTP because they want to buy a fare higher than
your departmental limit and pay the difference, etc.
Question: When will the CTP training available online?
Answer: We will have that posted online as soon as we receive that file.
Question: When will the roll out for CTP be?
Answer: As quickly as we can test and make sure it is all working correctly.
Question: Is one of the things being worked out related to the deptids? We pay for travel out of multiple deptids and
projids.
Answer: We are still working behind the scenes to build intelligence into the system to recognize the deptids associated
with departments. At this time it is requesting that you enter your deptid. You can also have it setup so that only a
department assistant can do the travel arranging. That might be a good option where faculty or travelers do not know
the deptid numbers.
Question: How can we use multiple deptids on the airfare?
Answer: At this time, that is not an available option. For now, you can request behind the scenes a journal entry, etc.
Question: Do all the arrangements for one trip have to be associated with one request or can they all be done
separately?
Answer: At this time, they should all be requested together as they are tied to that one trip request.
Question: How do the charges occur, for example for a canceled or denied reservation?
37. Answer: Where there has been use of the service, the $7.50 service fee will be charged if a flight was ticketed – we need
to get a clarification/confirmation on whether this happens if the request was just denied due to budget or other issues
from CTP and we’ll follow up with you.
Question: How do we handle team travel?
Answer: CTP has group booking that Athletics is now using and the fee is less than what Colwick has been charging.
Debbie asked that the staff member reach out to BSC Travel to discuss this further.
Question: If they don’t have the receipts, will a credit card statement work?
Answer: Yes.
Question: When did the “no per diem” deadline go into effect?
Answer: May 1 was the soft deadline but we are going to work with you if you had travelers already traveling during that
time who didn’t know, etc.
Question: What if the deptid holder isn’t available by the booking deadline?
Answer: We are watching these behind the scenes and will be reaching out to you.
• Susan Sims mentioned that travelers can take a picture of receipts and download that and attach it for their
reimbursement so that they don’t have to hold onto an envelope, papers, etc.
New travel voucher
• Reimbursement of non-employee travel submitted on requisitions (see slides)
• There is confusion about prospective employees – they should be reimbursed on a REQ. Their travel can be arranged
through CTP.
After the fact (ATF) purchases
Question: Had a consultant that they paid after the consultant invoiced them. How do we handle this in future?
Answer: Once you know you need the consultant, you should be putting a REQ in the system in advance of the
consultant, estimating hours and amounts. That way when the consultant invoices us, he/she will have a PO# and we
38. would have a PO in place to pay. You might have a contract. If you don’t, you should make sure it’s very clear between
the parties as to what will be paid (travel, for example) and what that means.
Question: Every semester we mail out test kits to our online students and we can’t use our pcard for it. We have a
faculty member designated to mail them out and then we reimburse.
Answer: It sounds like that would have been an exception since that was the only way to do that; it’s recommended that
you request an exception to be able to use your Pcard for those in future to resolve this issue.
Question: Will my dean or someone get a letter saying that I did an after the fact?
Answer: They just receive a letter saying that there was one and you would be copied as the coordinator.
Comment from audience: Faculty get internal summer research grants sometimes and they don’t understand that it’s
state money or they needed to do a PO so that is why you see a lot of that in the summer.
• We have reached out to research services to see if we can’t have a conversation or provide information. A staff
member in the audience stated that there are clear instructions on the information the faculty receive.
Special handling of checks
Gift cards and other employee reimbursement requests
Question: Grants sometimes specify a student participant will be paid with a gift card.
Answer: We will abide by the grant requirements – talk to us about these.
Question: does the rule about foreign nationals also apply to the grant accounts?
Answer: According to our tax accountant, yes. The IRS does not distinguish between sources of funds.
V. Other business
