Content Comparison

Purpose

To provide processes, policies, and guidelines for faculty compensation occurring in the designated "summer" dates of a given calendar year. (Dates shifted effective Summer 2024.)

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1. Consult COLA’s general guidance to familiarize yourself with broad expectations.

2. Following these instructions, Departments complete this spreadsheet provided by COLA, using Excel online, confirming summer teaching appointments no later than April 10. IMPORTANT: Teaching appointments are the first appointments to be processed, and, generally speaking, any other summer appointments will need to accommodate the teaching job, not vice versa. Therefore, the sooner you get us finalized teaching requests, the sooner we can process them. Please also keep in mind that the first two weeks of summer are 5/16-5/31, so that requires meeting the 6/1 payroll deadline.

   1. Additions or changes to the spreadsheet are emailed to COLA_HR.

   2. Departments are responsible for processing one-time payments for faculty teaching Maymester courses:

      1. Departments will complete a faculty additional employment form (AEF) that includes the

         1. course information (course number, unique number, title, etc.)

         2. account number for the stipend

         3. amount of the stipend

      2. The AEF should then be signed ONLY by the the Department Chair (as the current supervisor & requesting sup org, unless these are different, in which case both Chairs--supervising and requesting--should sign), and then uploaded to the One-Time Payment Workday BP, as documentation of department approval. (Please see also OTP WIG.) 

         1. When processing the Maymester OTP, select "Intercession" as the One-Time Payment Plan Type.

         2. Add Maria Morinigo (mem8624) as Approver when processing the OTP.

3. Departments download the information sheet detailing which appointments require pre-approval via COLA HR.

   1. COLA obtains needed approvals in most cases, but we expect you to tell us which appointments require approval (see instructions for completing the spreadsheet).

4. Departments download the spreadsheet and instructions to request non-teaching appointments.

5. Departments complete the non-teaching appointment spreadsheet, and return to COLA HR, by uploading via the submissions portal:

   1. Departments upload first draft of spreadsheet no later than April 10.

   2. If applicable, departments submit updated spreadsheets April 20, clearly indicating what has changed or been added, by highlighting changes in yellow and additions in green.

   3. Departments submit final spreadsheet May 1, clearly indicating what has changed since April 10 (or 20), by highlighting changes in yellow and additions in green.

   4. After May 1: updates, additional appointment requests, and corrections must be uploaded following the same process as in “c” above, but must also include email notification about this submission to COLA HR.

6. As COLA HR compiles and cross-checks all of the department summer job requests and prepares the accompanying JCTs, COLA will provide each Department a spreadsheet in Box and request that the Department double-check and then confirm the faculty summer jobs by initialing next to each confirmed appointment request.

7. Following department confirmation, COLA HR will process the faculty summer jobs.

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Guidance for Charging Faculty Summer Salary to Sponsored Projects (EVPP document)

Summer Attestation form for 100% Effort (University Form)

COLA Summer Faculty Appointment (Job) Documents:

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