Processing Summer Teaching and Research Payments

The Payroll application is  used by academic departments to enter summer teaching and research for 9 month faculty and graduate assistants.

What is Summer Teaching and Research?

The Summer Teaching and Research commands provides a method for electronically submitting and approving payments to be made to 9 month employees for compensation performed between academic semesters.

Although Payroll also includes many components, this reference guide focuses on the summer teaching and research aspects of the system.

Each change processed creates a distinct, "effective-dated" record which is kept for historical audit purposes. With SUMT and XPAY, perusal of past changes, planned future activity and current status are as easy as bringing up data on a list function.

Phone Help

If you need assistance and can't find the answer in this or other Summer Teaching documentation, call the Payroll Department at x5-4851.

Summer Teaching and Research Commands

To initiate a command, you can select it from a menu or type the command in the Command field: 

Command Description 
SUMT Allows summer teaching for 9 month employees.
LSTB Shows summer teaching for a BU and Calendar Year.
LTST Shows summer teaching for an employee and calendar year.
XPAY Allow summer research or extra compensation for 9 month employees.
LTXP Shows XPAY transactions for an employee.
SSC Shows all summer session dates for a calendar year.
LTRS Shows all transactions for a requestor, status and command.

Approval routing

The TARGET routing typically includes a BU manager, Dean or Department Head, and perhaps the appropriate Vice-Chancellor. Other individuals who require information about such events but who do not grant formal approval or disapproval receive such data via either an on-line list or a report extracted from the system.

How to Process a Summer Teaching Assignment

The SUMT (SUMmer Teaching) function allows users to process summer teaching payments for 9 month employees.

Step by Step Process

The SUMT function resides in the Payroll module. To process, first you must enter "PAYROLL" in the Application ID box on the logon screen. If you are already signed into another BASIS application, you can use either the LOG function or the Natural Session Manager to switch to Payroll. At the main menu, input "SUMT" in the Command field and press Enter.

To add a summer teaching assignment for an employee

The first requirement is that the employee be a 9-month academic employee and that the dates of compensation fall between the end of the spring academic term and the beginning of the fall academic term.

  1. Input the following keys in the banner area of the screen then press Enter:
    • Action A
    • Emp ID
    • Calendar Year
  2. The body of the screen should now be modifiable. Input the following in the body of the screen.
    • Session Begin Date & End Date - The majority of the sessions will have dates already defined, therefore no date entry is permitted. If the session being taught is one of those with no defined dates, entry of the Begin and End Dates is required.
    • Credit Hours - Number of hours to be taught must be entered beside the appropriate Session number.

      Note:The calcuated

    • Payment Amount - enter the amount of money to be paid for the credit hours taught.
    • Comment - Provide the course code and number in this required field. Also tell if a summer research is also being processed on XPAY for the same payment period (+research). You also need to put the GA or TA number from the faculty work-load form, if the instructor was not known at the time that the work-load was completed.
    • Press PF9 to reveal a box where CCCs must be entered.
  3. Press PF10 to save the CCC.
  4. Press PF10 to save the SUMT transaction and submit via TARGET for approval.

To change or remove a Summer Teaching assignment

If you need to change, add additional sessions, or remove an individual's Summer Teaching, after final TARGET approval, the following steps must be followed:

  1. Type SUMT in the command field.
  2. Input the following keys in the banner area of the screen and press Enter:
    • Action U (update)
    • Emp ID (of the employee being processed)
    • Calendar Year
  3. The body of the screen should now be modifiable.
  4. To change the assignment, place the correct number of hours in the Credit Hours field and the correct amount to pay in the Payment Amount field.
  5. To add sessions:
    • Place the number of credit hours beside the corresponding session number
    • Enter the corresponding Payment Amount.
    • Press PF9 and enter the CCC for the credit hours entered.
    • Press PF10 to save the CCC and return to the main screen.
    • Verify amounts with calculated payment and add a new comment where appropriate.
    • Press PF10 to save.
  6. To completely remove the teaching assignment, place a zero in the Credit Hours field and zero in the Payment Amount field.
  7. Press PF10 to save and submit via TARGET for approval.

Withdrawing a Summer Teaching transaction

If the transaction is still pending, you may withdraw the SUMT target transaction and resubmit. To withdraw:

  1. Input the following keys in the banner area of the screen and press Enter:
    • Action: W (withdraw)
    • Emp ID (of the employee being processed)
    • Calendar Year
  2. A message that says "Press PF10 to withdraw the displayed transaction" will appear. The body of the screen will be non-modifiable.
  3. Press PF10 to withdraw.

At this point you can enter a new transaction and send it through the TARGET process. If you experience any problems, call the Payroll office at ext: 5-6204 for assistance.

How to Process a Summer Research Payment

The XPAY (eXtra PAY) function allows users to process summer research payments for 9 month employees.

Step by Step Process

The XPAY function resides in the Payroll module. To process, first you must enter "PAYROLL" in the Application ID box on the Logon Screen. If you are already signed into another BASIS application, you can use either the LOG function or the Natural Session Manager to switch to Payroll. At the Main Menu, enter "XPAY" in the Command field and press Enter.

To add a summer research payment for an employee

The first requirement is that the employee be a 9-month academic employee and that the dates of compensation fall between the end of the spring academic term and the beginning of the fall academic term.

  1. Input the following keys in the banner area of the screen and press Enter:
    • Action A
    • Emp ID
    • Comp Type

      Compensation type values for summer research are:

      • SR for 9-month, non-students
      • GR for 9-month, Graduate Assistants
    • Date (the date the pay period begins)
  2. Input the following in the body of the screen and press Enter:
    • The End date (the date through which the employee is to be paid). Payment Amount
    • CCC (If multiple cost center numbers are required, press PF9 to reveal a box where additional CCCs can be entered.)
    • Comment
    • Attribute.

      This field is used to further describe the reason for the payment and is also used to display payments of a similar kind together on a list.

      Possible values are:

      • BOTH Joint Summer Research and Teaching
      • SS1 Summer Session I
      • SS2 Summer Session II
      • SS3 Summer Session III
      • SS4 Summer Session IV
      • SS5 Summer Session V
      • SS6 Summer Session VI
      • SS7 Summer Session VII
      • SS8 Summer Session VIII
  3. Press PF10 to save and submit via TARGET for approval.

To copy a summer research record

If you have several individuals being paid in a similar manner, using the copy Action may be the easiest way to process the payment record. First, find the record you want to copy and display it (use an Action of V).

  1. Input the following keys in the banner area of the screen and press Enter:
    • Action C
    • Emp ID (of new employee being processed)
    • Date
  2. Make any changes necessary in the body of the screen.
  3. Press PF10 to save and submit via TARGET for approval.

To delete a summer research payment record

If the pay is to be received in more than one payment, each pay record must be deleted individually. Call the Payroll office at ex: 5-6204 for assistance.

To calculate pay for a summer research payment

In order to comply with Board Policy regulations concerning for summer research pay for nine month employees, a special pay calculation will have to be performed. We will perform a per day maximum allowed to be earned by a nine month employee outside of the academic term. The sum of all daily maximums for the pay period will be displayed as the maximum earnings for the period. Each month outside the academic term will have a unique maximum daily rate.

    1. Count the number of Monday thru Friday days in May, June, July, and August for the time period that is outside the academic term. This will provide the Max Days (MD) for each month.
    2. Using the individual's salary for the position occupied on the first day of the period following the end of the academic term divide the individual's annual salary by 18 (SUM1).
    3. Divide this amount by (MD-may) and (MD-aug)

      (SUM1)/(MD-may) = Max Daily Rate for May (MDR-may)

      (SUM1)/(MD-aug) = (MDR-aug)

      (SUM1) X 2/(MD-june) = (MDR-june)

      (SUM1) X 2/(MD-july) = (MDR-july)

  • To display the maximum payment for the period:
    1. Using the Begin and End date within the banner, calculate the number of Monday thru Friday work days to be paid for each month.
    2. Multiply the number of days for a month in the period by that month's maximum daily rate to get the monthly rate

      (MDR) X days = (MR)

    3. Add total of all (MR)s together for maximum allowable for the pay period.

      (MR-may)+(MR-June)+(MR-July)+(MR-Aug)=Max All

  • Scheduling Payments
    1. Divide the total pay requested by the maximum allowable for the whole period to get the percent pay (PP).

      $$$/Max All = (PP)

    2. The percent pay time each month's monthly rate equals the amount to schedule for payment each month.

      (PP) x (MR)= the amount to be paid for the month.

    3. The last payment in the designated period will be force balanced.

      $$$ - amt to be paid in prior months = the amount to be paid in the last month.

How to print Summer Teaching Analysis - (EPJSUMTA)

The JOBS (Job Submission) function is used to submit requests for reports that print on networked printers.

  • Type "JOBS" in the Command field and press Enter.
  • Input Action of S (to submit) and type in the job name in the Job-name field, or you may press PF1 for a list of available jobs.
    Note: If you pressed PF1:
    • Select EPJSUMTA (Summer Teaching Analysis)
  • Press Enter.
  • Input the four digit calendar year in the Summer Teaching Analysis for Calendar Year field.
  • Input the BU or BUs in the Budgetary Units field.
  • Press PF1 in the Report output destination ID field. A pop up window is displayed.
  • Select D for distributed print and press Enter in the Starting Value field.
  • Select your network printer destination.
    Note:  The user can select the landscape print option.
  • Press Enter and press PF10 to submit the job to your printer.
  • The Analysis Report will print to your networked printer selected.