Summer Payroll Guidelines

Guidelines for Summer Payroll Paperwork (printable)

Tips to Remember:

  • Employee Payments:  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.
  • Graduate assistants and part time academic staff
    • If you do not want them to continue to be paid from any source over the summer you must:
      • Terminate the employee in Manager Self Service, or
      • Submit a DocuSign Change Form putting them on an unpaid leave of absence. 
    • If they will be teaching summer school, instead of their regular salary:
      • Submit a DocuSign Change form and put them on a paid leave of absence with zero compensation.  This will keep their position active to make the summer payments through additional pay.

Please double check department pay register reports (HE Pay Register 2) to make sure you are not continuing to pay an employee who is no longer working. It’s important to make sure you are paying employees timely for the time periods they are working and that they are being termed or put on leave when not working.

  • Graduate Assistants (International Students Only):  When the summer semester is the student’s first or last semester of their degree program, the student is required to be enrolled full-time (minimum of six credits for the first semester and three credits for the last semester).
  • Graduate Assistants and FICA:  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. 
  • Hiring an Employee:  All Hires are initiated in Recruiting Solutions.  Hires must be submitted to Payroll, as early as possible, but no later than two business days prior to their start date.   Departments must remind the employee to complete the I-9, after submitting the hire.  The I-9 must be done timely (Section 1 by their start date and Section 2 within three business days of their start date).  Employees not completing their I-9 timely will be terminated and the hire will need to start over in Recruiting Solutions.
  • Hires and Changes:  Departments must not delay in initiating Hires or DocuSign Change Forms.  Hires and Changes for all employees must be received in HR/Payroll BEFORE the effective date of hire or change, in order to allow HR/Payroll staff enough time to enter the information. 
  • Hours per Week Required for ALL Employees:  It is very important to reflect accurate standard hours and FTE on all MSS Hires and paper Change forms, even for non-benefited employees.  These fields are used for reporting, auditing and other important information.  Please do not leave these fields blank or report inaccurate information, since this will delay processing of the form.
  • Hours Per Week and Affordable Care Act (ACA): Please be mindful of hours per week requirements and restrictions for Affordable Care Act (ACA) reporting.  If you have questions on what job code, hours or FTE should be used for graduate student employees, part time academic staff employees or any employee, please contact Payroll Services for assistance.  Information is also available on the Payroll Services website in the ACA toolbox.   
  • Partial Pay Periods:  If you hire, terminate or place an employee on a leave of absence, 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 5/11/18, the employee will only receive pay for 5/1-5/11.  He/she will not be paid for 5/12-5/15.
  • Summer Payments to Benefited Employees Subject to Retirement:  All summer salary and summer school payments to benefited employees are subject to retirement contributions, regardless of funding source.  Please keep this in mind and budget accordingly for the additional amounts.
  • Summer Payment Contacts:
    • Summer School - Melissa Lamp, Office of the Provost
    • Summer Salary – Jody DeWald, Office of the Provost

Summer School Pay Dates:

Session/Actual Earnings Dates

Pay Period       Beg & End Dates

# Equal Pay Periods

Pay Dates

Standard-Whole Summer - 5/18/21-8/6/21

5/16-8/15

6

6/15, 6/30, 7/15, 7/30, 8/13, 8/31

4-Week 1 (5/18/2021 – 6/11/2021)

5/16-6/15

2

6/15, 6/30

4-Week 2 (6/15/2021 – 7/9/2021)

6/16-7/15

2

7/15, 7/30

4-Week 3 (7/13/2021 – 8/6/2021)

7/16-8/15

2

8/13,  8/31

6-Week 1 (5/18/2021 – 6/25/2021)

5/16-6/30

3

6/15, 6/30, 7/15

6-Week 2 (6/29/2021 – 8/6/2021)

7/1-8/15

3

7/30, 8/13, 8/31

8-Week 1 (5/18/2021 – 7/9/2021)

5/16-7/15

4

6/15, 6/30, 7/15, 7/30

8-Week 2 (6/15/2021 – 8/6/2021)

6/16-8/15

4

7/15, 7/30, 8/13, 8/31

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