Jan 2010

Summer Pay ProcessingTutorial Guide for PeopleSoft Access

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

Enter your GT Account and

password

Getting Started: Log into TechWorks

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

Selecting A Record

Search Results for Dept 210

Entering Summer Pay Data

9776.77

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

Use Browser functions to Print, Email, or Save

Summer Pay Distribution Report

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

Quick Review

Supervisor and/or Department Head must send an email request to pay.ask@ohr.gatech.edu

Make sure to include in the email:• Full Name• Department ID#• GT Account Name

How to Request Access