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HRFUNdamentals Hiring Graduates for Summer 2014

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Hiring Graduates for Summer Session Teaching Presented by Maya Bronston and Renee Lineback

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Reason for change ALL summer teaching expense is deferred to next FY regardless of when worked (ie May or June) Epafs (electronic personnel action form) using graduate position numbers have complicated the deferment process New process will be more efficient, fewer errors in deferral of funding

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Graduate Assistantship Agreement Form

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Grad Summer Appointment 10 Hours/ Week Min 40 Hours/Week Max GSAs can be registered for 0-5 credits if continuing from spring semester No summer exceptions for Graduate Assistant Tuition Award (GATA)

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Basic Facts for Grads Start dates: 5/1, 6/1, 7/1, 8/1 End dates: 5/31, 6/30, 7/31, 8/31 May and August can overlap with Fall & Spring appointments

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Teaching vs Research Summer Teaching Grad Position # = 4Xpool-GT Epaf approval category: Summer Session Grad Teaching Asst Title < 6 credits GSA-# hours 6+ credits GTA-#hours Reg Rate = monthly rate Timesheet org - 4xxxxx Account code 61130 Maya on epaf as FYI Summer Research Grad Position # = 4Dpool-01 Epaf approval category: Summer Grad Research Assistant Title < 6 credits GSA-# hours 6+ credits GRA-# hours Reg Rate = monthly rate Timesheet org - 4xxxxx Account code 61127 No Maya on epaf

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Starting the epaf

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Make the position

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Save the epaf

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Complete job detail info

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Enter the funding

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Enter end date

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Fill in routing

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Save & Submit

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Summer Session for Tenure/Non-tenure tract Faculty Presented by Renee Lineback

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Why Summer Session Appointments are unique State funded summer session teaching expenses are budgeted in next FY. June and July payroll expenses are deferred to the next FY. Montana Board of Regents Policy 802.3 The maximum salary reimbursement for a full summer assignment for contracted summer session teaching personnel shall not exceed two-ninths (2/9) of the academic year salary

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Terminology SSA: Summer Session Appointment SSC: Summer Session Contract LOA: Letter of Appointment EPAF: Electronic Personnel Action Form MOU: Memorandum of Understanding FY: Fiscal Year AY: Academic Year TT Faculty: Tenure Track Faculty NTT Faculty: Non Tenure Track Faculty

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Distributed to Departments Summer Session Form Summer Session Appointments on the front Summer Session Contracts on the reverse Summer Session Funding Authorization Form Use for summer session appointments not applicable for the SSA form Summer Session Procedures and Guidelines

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Summer Session Form SSA

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Summer Session Form SSC

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SSA form Section review Pre printed with info from NBAJOBS Current Faculty and Base Salary at 1 FTE

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Section A- Teaching Payments will be deferred to next FY State funding only not to exceed 2/9 of base TT and NTT faculty

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Section B- Research Tenurable Faculty may appoint at 1/9 base if appointed in section A. up to 3/9 if no other summer session appointment Expensed in Fiscal year earned

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Section C Tenurable Faculty only No Grant funding Reported as Additional Compensation to OCHE

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Section D Department Head only No Grant funding Reported as Additional Compensation to OCHE

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Totals, Contact Info and Approval section Total may not exceed 3/9 of AY base

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Contract Section Employee and VP must sign Replaces MOU

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SSC replaces regular LOA

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Do not use SSA if: Teaching paid by OSP funds cannot be appointed on the SSA Hire on LOA using 4ASUMR-00 Submit SS Funding Authorization Form NTT cannot be on SSA for Research Hire on LOA using 4CSUMR-01 as position number Submit SS Funding Authorization Form

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Summer Session Funding Authorization Form

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Please dont hesitate to contact your payroll technician if you have any questions about the type of appointment your employee should be on.

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