Payroll Policies

PR10 Compensation of Individuals Classified as Academic and Academic Administrator

Policy Status: 

Active

Policy Steward: 

Corporate Controller / Payroll

Contents:

PURPOSE:

To outline the University's policy on compensating individuals classified as academic and academic administrators for the academic year plus Summer Session.

GENERAL:

The academic year for service is 36-weeks in length, but paid over 12 months.

ANNUAL SALARY:

Annual salaries are paid in 12 equal monthly payments during the fiscal year. The 36-week contract is appropriate to the academic year of two semesters. A 48-week contract is the maximum yearly contract for individuals classified as academic and academic administrators.

APPOINTMENTS:

An NAPP is completed for all new academic employees. See the IBIS Training Manual and Policy HR13 of the Human Resources Section of the Policy Manual.

An Employee's Withholding Allowance Certificate, W-4, and a Salary Deposit Request must be on file with the Payroll Department, and  the Employment Eligibility Verification (INS Form I-9) must be on file in Office of Human Resources, before a payroll direct deposit is authorized or salary advance is issued.

INITIAL PAY PERIOD:

Full-time academic employees whose appointment documents are processed prior to the Office of Human Resources cut-off of the initial month of their appointment will be paid on the regular monthly payroll for the initial and subsequent months. All personnel action documents must be received by the Office of Human Resources on or before the established cut off.

Full-time academic employees whose appointment documents are processed after the Office of Human Resources cutoff but before the end of the month, may be issued a salary advance at the end of the month upon written request to the Payroll Office, and subsequent approval from the Payroll Manager. (A Special Request for Check, IBIS "SRFC," must be processed after Payroll approval.)

DIRECT DEPOSIT OF PAYCHECKS:

Direct deposit of paychecks in most banks and many financial institutions nationwide may be arranged by submitting the Salary Deposit Request. See the Salary Deposit Request instructions and Policy PR11 in GURU. The deposit of paychecks is a condition of employment for anyone hired on or after November 1, 1993.

SALARY PAYMENTS TO ACADEMIC FULL-TIME STANDING, AND FIXED-TERM MULTI-YEAR EMPLOYEES:

New full-time employees classified academic and appointed on a  continuing basis (including Fixed-Term Multi-Year until the end of their contract) effective with the Fall Semester, will receive their first year's salary in eleven monthly payments, 2/12 in August and 1/12 from September through June. Spring Semester appointments will receive the balance of their first year's salary in six equal monthly payments from January through June.The above arrangements are in effect during the first fiscal year only.Thereafter the annual salary is paid in twelve equal monthly payments.

New full-time 48-week employees classified academic or academic administrator (including Fixed-Term Multi-Year until the end of their contract)whose appointments are effective on a specific date rather than with a specific academic period, will have their first annual salary equated to the services to be rendered until the end of the first fiscal year. The payments each month will be 1/12 of their annual salary except the initial month, if the appointment begins other than on the first of the month. Payments for the initial partial month will be computed at the weekly rate times the number of weeks of service rendered. If odd days are involved, the daily rate of 1/7 of the weekly rate applies.

NOTE: Weekly rates are determined by dividing the annual salary by the number of weeks of the appointment. Daily rates are determined by dividing the weekly rate by 7 and rounding up to the nearest penny.

New full-time 36-week employees classified academic (including Fixed-Term Multi-Year until the end of their contract) whose appointments are effective on a specific date rather than with a specific academic period, will have their first annual salary equated to the weeks of services to be rendered until the end of the first fiscal year. These appointees will be paid in equal monthly payments from the initial month of employment until the end of the current fiscal year. Thereafter their annual salary will be paid in twelve equal monthly payments.

NOTE: Weekly rates are determined by dividing the annual salary by the number of weeks of the appointment. Daily rates are determined by dividing the weekly rate by 7 and rounding up to the nearest penny.

SALARY PAYMENTS TO FIXED-TERM ACADEMIC EMPLOYEES:

Fixed-term academic employees will be paid monthly on the last working day of each month. Fixed-term academic employees who are not appointed on an academic period basis but for a specific period of time beginning on a specific date and ending on a specific date, will be paid monthly over the period of the appointment.

When computing the fractional payments to appointees, the odd amount(including cents) will be paid in the initial month's pay. All subsequent payments will be in equal amounts.

Payments to new appointees on an academic period basis will be as follows:

Fixed-Term Multi-Year

See the paragraph titled "Salary Payments to Academic Full-Time Standing, and Fixed-Term Multi-Year" employees.

Fixed-Term I Appointments (Appointed for 36 weeks)

Fixed-Term I appointments that are appointed for 36 weeks effective with the Fall Semester, will receive their first year's salary in eleven monthly payments, 2/12 in August and 1/12 from September through June. Spring Semester appointments will receive the balance of their first year's salary in six equal monthly payments from January through June. The above arrangements are in effect during the first fiscal year only. Thereafter the annual salary is paid in twelve equal monthly payments.

Fixed-Term II Appointments (Part-time of less than six months)

Summer Session

(Summer appointments are made separately from Fall and Spring appointments.)
Paid according to schedule of payment distributed annually by the Payroll Office.

PAYROLL CHANGES:

Payroll changes (i.e., name, distribution, etc.) are made by completing the appropriate IBIS form. See the IBIS Form, Functions & Transactions.

AVAILABILITY OF PAY:

Direct Deposit is required of all employees hired on or after November 1, 1993 and is the preferred method of payment for everyone else. See Salary Deposit Request instructions in GURU for the appropriate form to use.

INTERNAL CONTROL:

In order to provide adequate internal control, the payroll document preparation should be completed, whenever possible, by someone not involved with paycheck distribution.

TERMINATION OF ACADEMIC FULL-TIME STANDING EMPLOYEES:

A WTER (Work Flow Termination) form must be submitted for all terminations of employees on standing appointments. The final pay for full-time standing employees classified academic will be determined by subtracting the amount of salary paid to the employee during the fiscal year from the amount of salary earned by the employee. The amount of salary earned is determined by the number of weeks of service rendered by the employee to the date of termination.

NOTE: Weekly rates are determined by dividing the annual salary by the number of weeks of the appointment. Daily rates are determined by dividing the weekly rate by 7 and rounding up to the nearest penny.

TERMINATIONS OF FIXED-TERM MULTI-YEAR AND FIXED-TERM ACADEMIC EMPLOYEES:

A WTER form is not required unless an appointee terminates before the end of the current appointment.

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Payroll Office.

Effective Date: June 2, 2014
Date Approved: May 30, 2014
Date Published: June 2, 2014

Most recent changes:

  • June 2, 2014 - Upon consultation between Payroll, Office of Human Resources, and Financial Officers, revisions have been made to the sections entitled INITIAL PAY PERIOD, SALARY PAYMENTS TO FIXED-TERM ACADEMIC EMPLOYEES, AVAILABILITY OF PAY, TERMINATION OF ACADEMIC FULL-TIME STANDING EMPLOYEES, and TERMINATIONS OF FIXED-TERM MULTI-YEAR AND FIXED-TERM ACADEMIC EMPLOYEES, to reflect current operations. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.

Revision History (and effective dates):

  • June 14, 2006 - Revision History expanded.
  • November 17, 2005:
    • In "Initial Pay Period," clarified the handling for full-time academic employees whose appointment documents are processed after the Office of Human Resources cutoff , but before the end of the month, to reflect current operations.
    • In "Salary Payments To Fixed-Term Academic Employees," added verbiage on the processing of payments for Fixed-Term I appointments that are appointed for 36 weeks with the promise of a recurring appointment
  • June 9, 2005 - Editorial changes to eliminate "General Forms Usage Guide" references, and to add the correct links for the forms referenced in the policy.
  • June 18, 1997 - Distribution of Paychecks by Business Services.
  • December 30, 1993 - removed the word "Standing" in Initial Pay Period section.
  • September 30, 1992 - Add reference to IBIS forms/functions NAPP, TRMN & SRFC.
  • Deposit of paychecks was clarified and updated.
  • Revised the pay scheme for full-time standing employees starting in fall to 2/12 in August and 1/12 from Sept thru June.
  • May 31, 1989 - Revised section titles for "Salary Payments" sections to include Fixed Term Multi-Year employees.
  • May 10, 1988 - Updated payments information in "Salary Payments to All Fixed-Term Academic Employees".
  • January 22, 1988 - Office Title changes.
  • May 30, 1984 - Revised "Availability of Payroll Checks" to specify the Office of the Bursar as an area for picking up payroll checks.
  • April 19, 1983 - Term/Semester revisions.