Introduction

This KB covers:

• How to add summer appointments into JEMS using the Summer Hire function
• When to use JEMS Summer Hire function
• How to add lump sum payment information to summer appointments

Key Terms

Here is a list of key terms that may be used with managing summer appointments:

• Academic Year Employees - also known as C basis or C pay basis - employees paid on a 9-month contract.
• Summer Service - separate Research/Other job during the summer for employees who hold a C basis position during the academic year or are hired from outside the university only for summer employment.
  
• Summer Session - separate Teaching job during the summer for employees who hold a C basis position during the academic year or are hired from outside the university only for summer employment.
• Expected Job End Date (EJED) - the last day the employee is in pay status in a job.
• Short Work Break - Academic Year Jobs expected to continue in the fall are placed on Short Work Break through a batch process run by UW Shared Services at the end of the contract year. This makes their payroll status on that job inactive until the start of the fall contract.
• Return from Short Work Break - Academic Year Jobs that are renewable positions are returned from Short Work Break on the first day of the fall contract through a batch process run by UW Shared Services. This returns the payroll status of that job to active.
• Auto Termination - a nightly process that automatically adds a termination row to a job (with an EJED) with an effective date of one day after the EJED.

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  Frequently Asked Questions

What is a Summer Appointment?

• A summer appointment is a separate appointment for employees who are C basis employees during the academic year; or for a person from outside the university whose appointment falls outside the academic year (i.e., dates between late May to late August).

What is the Summer Hire function and when can it be used?

• The Summer Hire function can be used when hiring someone who has an active C-Basis appointment that will work over the summer. The continuity code of the active C-Basis appointment must be either renewable or terminal with the EJED being after the end of the current academic year. The C-Basis job also cannot have any change in job title, rate of pay, and department.

What if the employee being hired does not meet the requirements to use the Summer Hire function?

• Individuals hired from outside of the UW System are hired via PVL/PVL waiver or hired directly in JEMS Hire depending on title: General Information Regarding Recruitment

The JEMS Hire/Transfer function should be used.

Can employees hold multiple summer appointments?

• Yes, employees can hold multiple summer appointments. Divisions should monitor multiple appointments to ensure the employee is not in overload status or exceeding their academic year salary equal to 6.5 biweekly pay periods for the summer.

When are PVL waivers required for hiring?

• A waiver is required when the employee does not have an active C-Basis job in HRS, or the summer job is in a different department, or the rate of pay or job code are different.

What appointments are eligible for a summer lump sum payment?

• Divisions have the option to pay current C-Basis faculty, academic staff, and limited appointments a lump sum instead of by FTE on summer session (SS) or summer service (SV) pay basis, and that amount will be included when calculating the limits on the total amount available to pay C-basis employees in the summer. If you want to pay a lump sum in the summer instead of by FTE, the appointment must be created through the JEMS Hire/Transfer function.

Is there a policy on Summer Appointments for C-Basis employees?

• Yes. Please see UW-5032: Summer Appointments for Faculty, Academic Staff, and Limited appointees on C-Basis.

Are there benefits to using lump sum versus paying based on FTE?

• It may be helpful if there is a need to have the lump sum payment amount rather than FTE payment amount. Most appointments will continue to be hired using Summer Hire.

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Procedural Steps

Processing a Summer Appointment Using the Summer Hire Function

Hire Processing for a new C-Basis employee hired to start in the fall but will begin working prior to the appointment start date

Steps to take if a person is hired for fall and hire has already been made in HRS

Steps to take when an individual will work multiple summer appointments

Steps for Adding Lump Sum Payments

 Additional Resources

• UW-Madison Summer Term Calendars