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Non-Benefited Summer/Break Process

Non-Benefited Summer/Break Process

Non-Benefited 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 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 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 11/2014. 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, use 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 benefited 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 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 11/2014. 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/Steps Required for Rehiring a Terminated Employee

If rehiring one of the above types of employees:
Required forms include:
1. I-9 Approval Sheet (received from employee after I-9 is completed in Human Resources and Payroll.
2. Employment Information Form (Please use the most current version of the form, revised 5/2016)

The above 2 forms are required to be uploaded to the Hire initiated by the department in Manager Self Service. Other forms are completed by the employee directly in HRMS after the Hire is finalized. If the employee is currently active in another position on campus the I-9 is not required, only the Employment Information Form would be completed and uploaded.

Important Tips and Dates to Remember

  • As mentioned above, Hires are initiated in Manager Self Service. Departments must be careful that the I-9 has been completed before the employee starts work. Departments must also initiate the Hire as soon as the I-9 Approval Sheet is received; delays in initiating the Hire will result in the employee not being hired and paid timely.
  • As discussed during MSS Hire/Onboarding training in Spring 2016, departments must not delay in initiating MSS Hires or paper Change Form 101s. Hires and Changes for all employees must be received in Human Resources and Payroll several business days before the effective date of hire or change, in order to allow Human Resources and Payroll staff enough time to enter the information. Departments can no longer rely on the pay lag for delayed entry.
  • 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.
  • A reminder for graduate assistants and part-time academic staff: if you do not want them to continue to be paid over the summer you must either terminate the employee in Manager Self Service or fill out a Change Form 101 putting them on an unpaid leave of absence, whichever is applicable. 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 is 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 unpaid leave when not working.
  • 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.
  • Please be mindful of hours per week requirements and restrictions for Affordable Care Act (ACA) reporting. Training on correct reporting and calculation of hours and FTE on Hire and Change forms was conducted in Fall 2014. 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 Human Resources and Payroll for assistance. Information is also available on the Human Resources and Payroll website in the ACA toolbox.
  • 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 5/10/16, the employee will only receive pay for 5/1-5/10. He/she will not be paid for 5/11-5/15.
  • 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 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.
  • All summer salary and summer school payments to benefited employees need to have correct hours and/or credits reflected for ACA purposes. Leaving the hours/credits fields blank on Change Form 101, page 2 in Other Earnings may result in delays with processing because departments will need to be contacted for this information before the form is entered.

Summer School Pay Dates:

Session I: Paid in 2 equal installments, June 15 and June 30
Session II: Paid in 3 equal installments, July 15, July 29 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: Friday, May 20, 2016 11:27:33 AM