Summer Session appointments are used to pay Faculty, Administrative Professionals, Graduate Assistants, and Other Salaried employee who are either on a 9-month appointment or do not work during the academic year for work performed from May 16 through August 15.

Eligibility

Employees currently on a 9-month appointment or those whose 9-month appointment will begin fall are eligible for a summer session appointment.

Assignments for graduate assistants and admin professionals must be in the same department as the 9-month assignment.

9-Over-12 Employees

Summer session eligibility rules for employees on a 9-over-12 contract (9 months wages paid over 12 months) are the same as a 9-month employee.

Resources
Contact

Use the “ABPU?” flag on the CSU Summer Session Changes form (on the right) to indicate which appointment amounts should be automatically increased by the same percent the employee’s 9-month salary was increased through SALX.

Changes to this flag for any summer appointment must be fully approved in time for the July payroll run.

Changes made to this flag after the start of July payroll processing will have no effect on appointment amounts. Any additional increases that need to be made after this deadline should be entered as any other summer session assignment change, either by entering a new appointment or by increasing the amount of an existing appointment.

Still have questions? Please refer to the ABPU Q&A. 

Start Date

Summer session dates for HR appointments do not coincide with academic summer session dates.

  • New summer session assignments for existing employees always start on 16-May-20XX (where XX is current year).
  • When entering a new hire (faculty, admin professional, or grad assistant) during summer session, you may use the actual hire date when entering the new hire. But consider using 16-May-20XX if either of the following situations may occur:
    • The employee begins working earlier than expected
    • Grant money becomes available which allows a person’s unpaid position to become paid earlier than expected.

Appointment Dates

Oracle calculates summer session based upon the days per month.  In order for equal payments to be made for full summer session, enter summer session lines in Oracle is by month (May 16 – May 31, June 1 – June 30, July 1 – July 31, August 1 – August 15).  If a person is partial summer session, you can make an entry for each month in which they are to be paid.

To make changes to a current month after the initial summer session action is submitted, update the existing line rather than adding an additional line. 

Last Year’s Accounts

If last year’s funding will not be used this year, end-date old funding on 30-Apr-2014 (or earlier).

This Year’s Accounts

If an employee is appointed for any part of a summer month, funding must start the first day of the month, unless the assignment is new for this year. (May funding for a new assignment should start 16-May-14.)

When an employee’s summer session appointment begins mid-month, funding must start the first of the month. Funding which starts mid-month causes a portion of the pay to be charged to the default account.

Next Year’s Encumbrances

Leaving summer session funding open-ended will cause this year’s May and June appointment amounts to be encumbered for next May and June.

To encumber the May and June amounts on different accounts than the ones used this year, end-date this summer’s funding and enter the correct funding. Keep in mind that summer session months must be funded for the entire month. Take note of a few points in the Labor Distribution example here.

“13” Accounts

Please include Creator Comments when submitting summer session appointments funded by 13 accounts. Specify the employee’s summer duties:

  • Teaching (include course information)
  • Research, and/or
  • Administrative

Reactivate Existing Summer Session Assignment

Always reactivate an existing summer session assignment when possible, rather than creating a new concurrent assignment. To start this process, zoom the assignment to open the Assignment Changes form. Click here for further instructions.

A new assignment is needed only when the existing assignment is:

  • In a different department
    • Before creating a new assignment for a faculty or admin professional, obtain approval from the Office of Equal Opportunity (regular faculty excepted).
  • For a different employee group (i.e., faculty instead of admin professional)

Terminating Summer Session Appointments

Summer session appointments remain active through September while payments are finalized. During this time you may continue to enter and edit appointments.

In late September, HR sets all assignments to “End Summer Session” status. Changes after this time requires a PFD-Summer Session form to be submitted to HR Records.

When an employee is paid on more than one assignment, each assignment is taxed separately, as if the earnings paid are the only payment received by the employee. Employees working during the summer may want to update their W-4 form and/or speak with a tax advisor.

Double deductions refer to faculty and admin pro benefit premiums for 9-month employees. Nine-month employees are considered to be active year-round and, therefore, are covered under the University’s insurance plans year-round.

Since some 9-month employees will have no earnings in June and July from which Payroll can deduct premiums, double deductions are withheld from all 9-month faculty and admin pro compensation in April and May.

Employees on a 9-Over-12 contract are excluded from double deductions since they continue to receive payments on a monthly basis.

Faculty

For faculty employed during summer session only, create a summer session assignment or reactivate the existing one. Include the annual salary equivalent in the Creator Comments area.

Graduate Assistant

Graduate assistants who work during the summer only must be employed on a 12-month assignment. (“12-month” indicates the salary basis only, not the length of the appointment.) Grad assistants are not eligible for a summer session assignment without a 9-month assignment.

Payment Guidelines

Minima

Graduate assistants must be paid according to the following minima:

  • Quarter-time (25% FTE or 10 hours/month): $705.50
  • Half-time (50% FTE or 20 hours/month): $1,411

No minimum is set for faculty or admin professional assignments.

Maxima

Summer session appointment maxima are based on the number of weeks worked and the 9-month annual salary. To determine the maximum an employee may earn during his appointment, run the Personnel File Data – Summer Session report or use the multipliers provided below.

Multiplier

  1. Determine the length (in weeks) of the employee’s summer appointment and find the appropriate multiplier in the table on the right.
  2. Determine the employee’s full-time equivalent 9-month base salary.
  3. Salary x Multiplier = Summer Session Maximum
Maxima by Multipliers
Weeks Multiplier
1 .02778
2 .05556
3 .08333
4 .11111
8 .22222
12 .33333
13 .33333

Summer session payments are disbursed at the department’s discretion, as long as they fall within the above limits.

The numbers below are accurate for an employee appointed for the entire summer session.

Equal Monthly Payments

To pay summer earnings at a constant monthly rate, multiply the total appointment amount by the fractions on the right:

Payroll distribution may not exceed the appointment limits for weekly amounts. Overages may be distributed within months, but may not exceed the 12-week maxima

MonthMultiplier
May1/6
June1/3
July1/3
August1/6

All changes to summer session appointments begin by zooming the summer session assignment to open the Assignment Changes form.

On-Time Changes

  • Increase/Decrease Amount – Change the Amount field of the appropriate earnings line (see image on right).
  • Delete Appointment – Mark the “Delete?” checkbox next to the appointment.

Retroactive Changes

A “retroactive” change is:

  1. A change made to an appointment after it has been paid (in part or in full).
  2. An appointment to be paid (in part or in full) in a month which Payroll has already processed.

The salary effects of a retroactive change will be seen in the first payroll period to process after the action has been fully approved. To request a special check, please contact Payroll for the employee’s group.

  • Increase/Decrease Amount – Change the Amount field of the appropriate earnings line.
  • Cancel Amount – Change the Amount field to $0. Do not delete an appointment which has already been processed.