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Non-Benefitted Summer/Break Process

Non-Benefitted Summer/Break Process


Non-Benefitted Student Hourly or Temp Hourly Employees

If a student hourly/temp hourly employee is NOT working over the summer and will NOT return in the fall, terminate the employee:
Initiate termination in Manager Self Service. Temination Reason is End Temporary Employment. If rehiring at a later date, please follow guidelines stated below as to which forms to fill out.

If a student hourly/temp hourly employee is NOT working over the summer but WILL return in the fall, do not terminate the employee:
No forms required.

If a student hourly employee IS working over the summer but is NOT taking classes:
No forms required. You do not need to do a Change Form 101 to move the employee from an 8000 position to a 9000 position and back again in the fall. If not enrolled, the employee will be subject to FICA tax on any earnings and the department will be responsible for the matching funds.

Graduate Teaching/Graduate Research Assistants

If a graduate student employee is NOT working over the summer and will NOT return in the fall, terminate the employee:
Initiate termination in Manager Self Service. Termination Reason is End Temporary Employment. If rehiring at a later date, please follow guidelines stated below as to which forms to fill out.

If a graduate student employee is NOT working over the summer but WILL return in the fall, put the employee on a Leave of Absence:
Change Form 101 required to put the employee on a leave of absence. Please make sure you are using the most current version of the Change Form 101, revised 4/2014. Also, please be sure you are using the correct Job Code and Title on the Change Form 101, as Doctoral Graduate students have their own job codes and titles. Do not terminate the employee. In the fall, us a Change Form 101 to return the employee from the leave of absence, again being mindful of the correct Job Code and Title. No other forms required.

Graduate Teaching Fellows

If a Graduate Teaching Fellow is NOT working over the summer but WILL return in the fall:
Do not terminate the employee in May. Treat him/her as other less-than-12-month benefitted faculty so benefits continue to be paid over the summer. Only terminate the employee in Manager Self Service if he/she has ended employment with NDSU and is not returning.

Part-Time Academic Staff

If a Part-Time Academic Staff employee is NOT working over the summer and will NOT return in the fall, terminate the employee:
Initiate termination in Manager Self Service. Termination Reason is End Temporary Employment. If rehiring at a later date, please follow guidelines stated below as to which forms to fill out.

If a Part-Time Academic Staff employee is NOT working over the summer but WILL return in the fall, put the employee on a Leave of Absence:
Change Form 101 required to put the employee on a leave of absence. Please make sure you are using the most current version of the Change Form 101, revised 4/2014. Do not terminate the employee. In the fall, use a Change Form 101 to return the employee from the leave of absence. No other forms required.

Forms Required for Rehiring a Terminated Employee

If rehiring one of the above types of employees who had been actively employed at NDSU within the last 12 months:
Required forms include:
1. Hiring Form 100
2. Criminal Record Disclosure Form
3. Annual Notice of Policies & Designated Medical Provider Form

If hiring one of the above types of employees who have never worked at NDSU, or rehiring an employee who had NOT been actively employed at NDSU within the last 12 months:
Required forms include:
1. Hiring Form 100
2. Employee Data Form
3. Criminal Record Disclosure Form
4. Annual Notice of Policies & Designated Medical Provider Form
5. W-4: Employee Withholding
6. I-9: Employee Eligibility Verification
7. Direct Deposit Form
8. NDW-R: MN residents withhold MN tax (Optional)

All of the above-mentioned forms can be found at: www.ndsu.edu/forms/

Important Tips and Dates to Remember

  • Please do not hold or delay payments to employees while waiting for grants or other funds to be approved, class sizes to adjust, or even if the employee requests it. Payment for work must be made as the work is being done, it should never be delayed for any reason.
  • It is very important to reflect accurate standard hours and FTE on all Hire and Change forms, even for non-benefitted employees. These fields are used for reporting, auditing and other important information. Please do not leave these fields blank or report inaccurate information.
  • If you hire or terminate an employee in the middle of a pay period, the employee will only be paid for a partial pay period. The employee will not receive a full pay period salary. For example, if you terminate an employee effective dated 5/9/14, the employee will only receive pay for 5/1-5/9. He/she will not be paid for 5/10-1/15.
  • Graduate Assistants are required to take 3 or more credits in the summer semester in order to be exempt from FICA. If a Graduate Assistant is registered for 0, 1 or 2 credits he/she will have FICA withheld from their wages and the department will have required FICA matching charged to their funds.
  • All summer salary summer school and DCE payments to benefitted employees are subject to retirement contributions, regardless of funding source. Please keep this in mind and budget accordingly for the additional amounts.

Summer School Pay Dates:

Session I: Paid in 2 equal installments, June 13 and June 30
Session II: Paid in 3 equal installments, July 15, July 31 and August 15


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North Dakota State University
Phone: +1 (701) 231-8961 / Fax: (701) 231-9686
Campus address: SGC 102
Physical/delivery address: 1919 University Dr N, Fargo, ND 58102
Mailing address: NDSU Dept. 3140 / PO Box 6050 / Fargo, ND 58108-6050
Page manager: Human Resources/Payroll

Last Updated: Thursday, May 08, 2014 3:55:03 PM