Purpose

Facilitates the addition of summer funding for an individual with a current academic year or spring semester Faculty, Professional & Scientific, Graduate Assistant or Graduate Fellow appointment.

Function

The Summer Support form is used in two different scenarios:

1. To provide summer funding on an existing academic appointment
2. To pay for teaching during the designated summer session(s).

The summer timeframe covers the period between the end of the spring semester in mid-May through mid-August prior to the start of the fall semester.

Summer Support transaction forms are for individuals with a current academic year or spring semester appointment.

If the individual does not hold an eligible academic appointment, see the “Selecting the Correct Transaction” section below.

Service Dates

The service dates used on the Summer Support form will be based on the time frame that the person will be working/teaching within.

There are 5 designated teaching summer sessions each year that can be paid using a Summer Support transaction form. Dates will vary every year.

The “End Date” field on the Summer Support form is a required field and the summer position will automatically end as of the date provided. No termination form is required.

MFK Information

When an employee is teaching in one of the 5 designated summer sessions, use the following MFK structure when completing the Summer Support form.

FND - ORG - DEPT - SDEPT - GRANT/PG - IACT - OACT - DPACT - FN - CCTR

050  -  XX  -  XXXX  - XXXXX - 5417X000  - XXXX  -  000  -  00000  - 10  - 0000

• The Org & Department info should be the course’s department information
• If your department utilizes sub departments, enter it. Otherwise, the field can be filled with zeros.
• Grant program 54171000 is set up for odd-numbered years, 54172000 for even-numbered years

Faculty

A faculty member holding an appointment for the academic year may be employed by the University on a part-time or a full-time basis in summer session teaching, sponsored research, training programs, or in other activities.

Faculty holding a full-time appointment for any portion of the summer are, during the period of appointment, considered to be a full-time staff member in the same sense as during the academic year and must abide by the same restrictions on accepting additional employment.

Questions related to faculty employment should be directed to the Provost Office.

• Compensation
  • Regular faculty members appointed on an academic year basis, who also serve on the summer session staff, receive salaries for the entire summer session which are based on their salary schedules for the year immediately preceding.
  • Payments for summer-session appointments are prorated by calendar days based upon effective date of appointment. 
• Grant Funding
  • Faculty on academic year appointments should not normally charge 100% of 3 months’ salary to grants. If faculty on academic year appointments charge 100% of 3 months of summer salary to grants, the individual must agree that all activities during the summer will be directly related to the sponsored award that is funding the summer salary.
    • University funds are not obligated to subsidize summer salaries if the grant award is less than the University's established rate for the previous nine months.

Faculty members and their departments are responsible for ensuring that faculty summer compensation costs are appropriate and allowable. Inappropriate charges that result in disallowances must be reimbursed from departmental funds.

Additional questions related to sponsored projects (Funds 500 & 510), please contact the Grant Accounting Office.

Professional and Scientific

The job code classification on the summer funding appointment must be the same job code that is on the academic appointment.

Graduate Assistants/Fellowship

The jobcode classification on the summer funding appointment must follow the jobcode classification family on the academic appointment.

Examples:

• if the academic appt was a FR19, the summer funding can be either FR19 or FT19.
• If the academic appt was a FR19 or FT19 and the summer funding is fellowship earnings, a separate Fellowship Short Term appt should be done.

It is not required for graduate students to be registered during the summer session to teach.

COGS-covered Graduate Assistants

• Payment Schedules
  • Summer appointments for the first full 6-week session should be paid in equal installments on June 1 and July 1
  • The second full 6-week session and full 8-week session should have three payments. Equal installments should be paid on July 1 and August 1 paychecks and the days worked in August shall be pro-rated based on calendar days for the September 1 paycheck
    • The transaction initiator should use the “Exception” radio button for the full 6 week and the 8 week sessions to ensure the correct amounts are entered for the payment schedule.

NOTE: The last payment cannot be before the end of their service.

• The 4-week and 12-week session appointments do not require equal pay distribution and are pro-rated by calendar days.
• For additional information regarding summer payments to graduate assistants, please reference the current COGS contract.
• Compensation
  • The minimum salary rate for academic year bargaining unit employees during the term of this Agreement will be calculated as a percentage of the salary of an academic year appointment, as stated here:
    • 3-week session (1 course): 2/9 of fifty percent (50%) academic year appointment
    • 6-week and 8-week sessions (1 course): 2/9 of fifty percent (50%) academic year appointment
    • 6-week and 8-week sessions (2 courses): 2/9 of one hundred percent (100%) academic year appointment.
  • Summer session teaching assistants will be paid no less than the minimum salary rate for the previous academic year. 
  • Returning bargaining unit employees with academic year appointments who are on a summer appointment will have their base summer salaries calculated on their previous academic year salaries.

Selecting the Correct Transaction Form

Not all employees with summer employment will use a Summer Support transaction form. See the table below to determine the correct transaction to use for an individual without an eligible academic appointment.

Impact

• To prevent delayed or inaccurate payments, Summer Support forms should be complete through the Workflow system prior to payroll cutoff in the month the service begins (5 business days before the end of the month) 
• Compliance - Ensuring funding and payments are in accordance with collective bargaining agreements as well as federal guidelines and regulations. ​
  • COGS covered Grad Assistants have unique payment distribution schedules for certain sessions.  The “exception” payment schedule will need to be used to create the right schedule​
  • Grant funding on 500 or 510 account may have specific rules that must be adhered to per federal or state regulations or contracts.
    • Please contact the Grant Accounting Office with questions

Post Workflow Processing

Below are the processing steps and timing that should be considered once the transaction form has been initiated.

Support

If a form needs to be returned for any reason (i.e. editing, voiding), please contact University Workforce Operations at hr-transaction@uiowa.edu or 319-335-2381 or for any questions about the HR Transaction System.