Post on 03-Aug-2018
Processing Summer Pay
This tutorial is designed for Department Administrators -
Familiar with Academic Faculty payroll processing
Understand how Payroll impacts Budgets
Completed Introduction to HR & Navigation
Completed SPD training
The Summer Pay data is used during payroll processing to:
Issue faculty payroll checksDistribute payroll expensesGenerate the appropriate payroll transaction postings to
the General Ledger.
Note: The pay rate and project distribution for each Summer appointed faculty member (Academic with Benefits) must be entered in the PeopleSoft Summer Pay Panel.
Processing Summer Pay
Regular Academic Faculty with Benefits
All 10 month faculty working a summer session, including a “short” session, must be entered on the PeopleSoft Summer Pay panel.
Who Is Eligible for Summer Pay?
When Do I Enter Summer Pay?
SUMMER PAY PROCESSING SCHEDULE FY09
Period Begin Date End DateLast Day to Enter
Summer PayBlack Out Days
(Do not enter Data)
01 05/11/09 05/31/09 05/19/09 05/21/09 - 05/22/09
02 06/01/09 06/30/09 06/22/09 06/24/09 – 06/25/09
03 07/01/09 07/31/09 07/20/09 07/22/09 - 07/23/09
04 08/01/09 08/17/09 08/20/09 08/24/09 - 08/25/09
Summer Pay panels are available for a limited time.
PeopleSoft Summer Pay panel data SUPERCEDES
data entered in SPD
All current and future summer pay data must be entered in the Summer Pay panels.
Past pay period changes are made in SPD.
Warning! Summer Pay Only
Summer Monthly rates cannot exceed the regular monthly amount/rate.
Examples:•Month of May cannot exceed ½ of the monthly summer pay.
•Month of June should equal the monthly summer pay.
•Month of July should equal the monthly summer pay.
•Month of August cannot exceed ½ of the monthly summer pay
Appointment Rules
Summer Months
Summer Months
- May
- June
- July
- August
“Short Session”•1/3 pay in May•2/3 pay in June
# of Paychecks2 Paychecks
“Full Summer”•½ pay in May•Full month pay in June•Full month pay in July•½ pay in August
# of Paychecks4 Paychecks
Click: Summer School Activity
Summer Pay
Navigation: Summer School Activity
My HR Pagelet
TechWorks Menu
Selecting A Record
Enter any of the following values for a Search
Empl ID
Department
Position Number
Last Name
Entering Pay Distribution
9776.77 9776.77100 21066KZ 4888.38 4888.38
Enter 100% Percent for one project to pay for the Summer Faculty Salary.
Enter the Project Number.
9776.77
What Is the Monthly Pay?
Insert a row to distribute charges over multiple projects.Enter the Project Number on each lineAdjust the Percent on each line accordingly
What Is the Monthly Pay?
Adjust the percent or monthly amounts until the distribution for each project is appropriate.
NOTE: Use the undesigated “680” project number sparingly!
PeopleSoft automatically calculates the distribution for each month based on faculty working all Summer.
If the faculty member will only work during the Short Session:
•Manually adjust the amounts for May and June
Delete the amounts for July and August
Adjusting for Short Session
Enter CURRENT and FUTURE pay periods in PeopleSoft ONLY
NOTE: All prior pay period distribution must be changed in SPD
Processing Notes: How to Change Distribution
If a special situation occurs where a Faculty member’s Summer Pay compensation will exceed the summer pay salary rules, send an email to: pay.ask@ohr.gatech.edu
‐ Employee Name:
‐ Empl ID#
‐ Amount:
‐ Pay Period:
‐ Justification:
‐ Approved by:
Include the Following:
Processing Notes: Exceptions to Summer Rules
Subject: Summer Pay
NOTE: Your security limits your access to only those faculty members in your Home Department
•Contact the faculty member’s Home Department•Provide Summer Pay Rate•Project Number
Processing Notes: Shared/Study Abroad Program Faculty
Processing Notes:
If:•Current Status is Terminated
•Summer Salary will be a Pay Rate Change
Submit a PSF for Re-Hire or Pay Rate Change
Otherwise, no action is needed.
How to pay Temp Misc-Faculty & Non-Faculty* during the Summer
*Non-Faculty include Post-Docs and Monthly Graduate Students
Navigate to Summer School Distribution Report:
This Report can be Run at any time.
Verifying Your Data Entry
Run Control ID
In order to run a PeopleSoft report, you must have a Run Control ID. 1. Click Search on “Find and Existing Value”
2. Select Run Control ID
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If you do not have a Run Control ID, click on tab
“Add a New Value” and enter your GT Account Name and select PSUNX as the Server
Run Control ID
•Enter Your Dept ID for all Summer Faculty within your Dept
Or Enter Empl ID for Individual Employee
3. Click Run
4. Click Refresh for
Details
Report GTHRR327 is available with blue
link
NOTE: You can use the Summer Pay Encumbrance panel in the SPD application if you need to encumber summer pay funds. See SPD manual for specific instructions.
Burdell, Georgette
Summer Pay Can Be Encumbered
Following are examples of possible data entry error messages that can occur and the corrective action you should take for each.
•Same Project Number
•Invalid Project Number
•Amount Enter is not in Compliance with Summer Pay Rules
Data Entry Errors:
You have entered the same project number twice.
Data Entry Errors:
•Click “OK” and enter a different project number.
You have entered an invalid project number.
Data Entry Errors:
•Click “OK” and enter a valid project number. Use the look up feature to select a project.
•Click “OK” and correct the amounts.
Data Entry Errors:
People Soft verifies the amount entered is not in Compliance with the Summer Pay rules.
Follow the Payroll Processing Calendar schedule
Enter Summer Pay for Academic Faculty w/benefits only
Abide by the Summer Pay Appointment Rules
Enter current and future pay changes in People Soft
Enter prior pay changes in SPD
Enter encumbrances in SPD
Run Summer Pay Distribution report for verification
Questions? pay.ask@ohr.gatech.edu
Copyright Georgia Institute of Technology 2004
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