HR - Summer Service & Summer Session Positions/Jobs

This procedure will explain the process for hiring employees for Summer Session (teaching) and/or Summer Service (research or administrative) jobs.

Procedure At-a-Glance

Category: Human Resources Positions & HR Create a Job
Audience: HR Professionals at a School/College/Division or Campus Level
Overarching Process: Hire/Rehire
Navigation: Organizational Development>Position Management>Maintain Positions/Budgets & Workforce Administration>Job Information>Job Data
Jump to Procedure Steps (below)
Jump to Related Job Aids (below)

General Description

A number of staff perform additional work either by teaching (Summer Session) or by performing research or administrative (Summer Service). Benefit deductions will not occur on these short term jobs. Employees may be rehired into these same positions each summer. 

This document addresses 3 scenarios:

  • Current 9-month academic year employees working summer session/summer service
  • New fall 9-month employees working summer session/summer service
  • New hires - summer session/summer service only

Key Terms:

  • Academic Year Employees (paid on a 9 month contract) - C basis or C pay basis
  • Summer Service & Summer Session - work during the summer either Research/Other or Teaching

  • Expected Job End Date (EJED) - the last day the employee is in pay status in that job
  • Short Work Break - Academic Year Employees are placed on Short Work Break, through a batch process run by the service center, during the summer making their payroll status inactive

  • Return from Short Work Break - Academic Year Employees are returned from Short Work Break, through a batch process run by the service center, making their payroll status active
  • Auto Termination - a nightly process that automatically adds a termination row to a job (with an EJED) with an effective date of +1 day after the EJED

Summer Session and Summer Service

Employees may work during their short work break from their C/A basis appointment either teaching (Summer Session) or performing research/administrative (Summer Service) during the summer months. These summer jobs are separate positions.  (Note: Madison will create new positions each summer through JEMS using the Rehire option.)

  • IMPORTANT:  Do not use a C-Basis or A Basis job for Summer employment. Leave the employee's job in a Short Work Break status until they return to work. Benefit deductions are ONLY taken on the C/A-Basis job.
  • For the summer job, create a new Position or modify an existing Position from last summer.
  • If you are using a Position from last summer, review the Position data and existing funding for accuracy before hiring the employee.

  • Summer positions are short term positions with an 02A Continuity and a Pay Basis of either Summer Session (Teaching) or Summer Service (Research/Administrative).
  • If it's possible to determine the FTE, create or rehire the summer Position with the correct FTE percent, if not use 0.01 Standard Hours (0.00025 FTE) and pay with a lump sum in Additional Pay.

  • If you are using a terminated Employment Record from last summer, Rehire into the Employment Record # from the previous year even if you are creating a new Position.
  • If there are multiple jobs in the summer that have effective dates that overlap each other, create separate Employment Records for each job.  If effective dates do not overlap, use the same Employment Record to transfer from job to job.

  • If you are setting up the effective dates for the entire summer and using 0.01 standard hours (0.00025 FTE) and Additional Pay, be sure to use a $0 comp rate or they will be paid a small amount (salary x .00025).
  • For budgeting purposes, the Teaching (Summer Session) Position is paid in the Fiscal Year earned, but reported entirely in the new Fiscal Year.

  • For budgeting purposes, the Research (Summer Service) Position is paid and reported in Fiscal Year in which it is earned.
  • Wisconsin Retirement System (WRS) earnings are accumulated on the Summer Session or Summer Service positions.

    Critical Timing for hiring a New Fall C-Basis (First Time Hire) early for Summer Session/Service

    • If you are hiring a new Faculty, Instructional Academic Staff or Graduate Assistant for the fall, and they are also working in the summer, create the Academic Year job first (i.e. Empl Rec 0), with an Effective Date equal to the Effective Date of the Summer job.
    • Then place the Academic Year job on a Short Work Break with the same Effective Date as the Hire, with a Sequenced Row = 1. The Summer Jobs may be added and hired as Empl Records 1, 2, etc.

    • If the Academic Year job was entered before the Summer start date was known, open a WiscIT, ASAP, to request the Start Date of the Fall job be changed to the same Start Date as the Summer job.Insurance deductions do NOT take from the Summer Session/Summer Service Jobs.
    • In this example, insurance premiums will not be paid out on the Academic Year job during the Summer, because no Pre-pay Deductions were taken in March, April, and May. If the employee is hired for June or July they will need to be set up for Benefits Billing to pay the appropriate premiums during the summer months. If the employee is hired for August, a Benefit's Payline will need to be set up for the first payroll of their Fall job.

    Critical information for hiring Summer Session/Service employees only:

    • The continuity code must be 02A.
    • Pay basis must be summer session or summer service, even if the person is paid a lump sum.

    Procedure Steps

    1. Navigate to: Organizational Development>Position Management>Maintain Positions/Budgets>Add/Update Position Info>Add New Value or update last summer's position(s)
    2. Remember that Summer Service/Summer Session positions have 02A Continuity

    3. Select the appropriate Pay Basis = Summer Session (teaching) or Summer Service (performing research/administrative) (Summer Session is charged to the future fiscal year)
    4. Update the Standard Hours (FTE will default from Standard Hours) as appropriate

    5. Save the Position and make note of the Position Number before exiting the screen.
          6. All other required fields on position must be completed/updated as well, see KB 16273.

    Navigate to Job Data

    1. Go to Workforce Administration>Personal Information>Organizational Relationship>New Employment Instance
    2. Enter the Effective Date. This date should be effective with the start of the contract. The dates for the Summer Session or Summer Service should NOT overlap with the Academic Year position

    3. Select an Action and Action Reason (Hire/Rehire// Hire/Original New Hire or Hire/Rehire// Hire/Original New Hire (Concurrent).
    4. Enter the Summer Position Number that was saved earlier (the Department, Location, FTE and Standard Hours will default from Position)

    5. Enter the Expected Job End Date (EJED). The Summer job will be automatically terminated with an Effective Date of the termination equal to the EJED plus ONE (1) day.
    6. work location tab

    7. On the Job Information tab, the Job Code, Empl Class and Pay Basis will be copied over from the Position information.
    8. On the Compensation tab:

      A.  Click the Default Pay Components button. This will default the Rate Code and the bottom Frequency, when the employee is initially hired. 
      B.  Verify the correct Rate Code  is NAANNL (North America Annual).
      C.  In the Comp Rate field, enter the dollar amount of the employee's compensation rate, prorated for monthly payments.
      D.  Verify that the bottom Frequency field is A (Annual).
      E.  Verify or edit the top Frequency. Must be 9M to make sure the monthly salary calculates correctly.
      F.  Click the Calculate Compensation button.
      G.  Verify the Compensation Rate (in the top Compensation section) is correct.

    9. comp tab overview

    8. In the UW Custom tab:
         a.  The Continuity field is copied over from the Position information. Verify that it is 02A.
         b. In the Probation section, update the Probation Type to "Not Required.
    NOTE:  Summer Session and Summer Service are NOT encumbered.

      UW Custom tab screenshot

    9.  In the UW Benefits tab, enter the same values for the summer job as those on the Academic Year job.

    (You may click on "New Window" in the upper right hand corner of the page. Enter the empl ID and look at the Academic Year Job's UW Benefits Tab).

      UW benefits tab empl record 0

    10.  Enter the same UW Benefit values for the summer job.

    UW benefit tab empl record 1

            11. Click Save.

     Related Jobaids:


    NOTE: Academic Year Employees SHOULD NOT be paid on their Academic Year job during the summer months.

    Keywords:additional employee instance, short work break, auto termination, expected job end date, EJED, SWB, SS, SV, position, JOB, AS, Academic Year, Short Work Break, deduction pre-pay, C-Basis, fall hires, contract, 9-month, 9M, continuity, 02A, fringe, leave of absence   Doc ID:17300
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-03-13 19:00 CDTUpdated:2016-09-07 14:57 CDT
    Sites:Human Resource System (HRS)
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