Summer Appointments
The Office of Academic Affairs will be sending detailed instructions to its units for the contracting of academic year (c-basis) employees. Note that PAFs will be required as part of this process, deadlines for payment are listed below.
For all other divisions, follow the directions below under the Non-Faculty New or Returning Paperwork section on what forms to submit.
Summer Pay PAF Deadlines and Pay Date Information
Pay Period | First Date of Pay Period | Last Date of Pay Period | Deadline to Academic Affairs/HR | WFAP** (HRS Supervisor) Approval: Noon on | Pay Date |
June A | 5/19/2024 | 6/1/2024 | 5/15/2024 | 5/30/2024 | 6/13/2024 |
June B | 6/2/2024 | 6/15/2024 | 5/29/2024 | 6/13/2024 | 6/27/2024 |
June C | 6/16/2024 | 6/29/2024 | 6/12/2024 | 6/27/2024 | 7/11/2024 |
July A | 6/30/2024 | 7/13/2024 | 6/26/2024 | 7/11/2024 | 7/25/2024 |
July B | 7/14/2024 | 7/27/2024 | 7/10/2024 | 7/25/2024 | 8/8/2024 |
August A | 7/28/2024 | 8/10/2024 | 7/24/2024 | 8/8/2024 | 8/22/2024 |
August B | 8/11/2024 | 8/24/2024 | 8/7/2024 | 8/22/2024 | 9/5/2024 |
September A | 8/25/2024 | 9/7/2024 | 8/21/2024 | 9/5/2024 | 9/19/2024 |
For Payment:
- All approved PAFs to Academic Affairs or HR (as indicated) by deadline listed above.
- HR will start entering all approved PAFs.
This will generate the Addl Pay, electronic approval process (**workflow additional payment/WFAP) and the time approver for the employee needs to approve all Addl Pays by the WFAP Approval deadline. Failure to approve timely will result in delayed payments and the approval will need to be regenerated and the total amount will be split between the remaining (not a doubling on the second check and a third on the third check) checks – so the approval process is extremely important to paying fairly If the deadline is missed for a pay period, payment will be calculated for the following pay period(s). Expected Job End Dates (EJED)5/26/2024-end of the Spring 2024 academic year HR will be working on the process to collect if an academic year employee with a 5/26/24 EJED will be returning Fall 2024.If an employee is expected to return, benefit prepays will be deducted and the employee will be placed on a short work break for the summer. If an employee is not expected to return, their position will term at the end of day 5/26/24. HR will collect information if the employee is to be fully off boarded or they may return future semesters. 6/30/2024-end of the Fiscal Year for annual employees HR will run a report and communicate with departments the employees who have a 6/30/2024 EJED. If the employee is continuing employment, a CAF needs to be to HR by 6/10/24. If an account has not been created, such as a grant account, a different account number needs to be provided and used until the account is created. An employee is not to be working without a contract. Non-Faculty New or Returning Paperwork Deadlines Fall 2024: August 26, 2024 – January 8, 2025Spring 2025: January 9, 2025 – May 25, 2025
Please see the Form Purpose and Routing Guidance, which details multiple scenarios you are likely to encounter. It lists the forms needed and the DocuSign routing information.
Common scenarios:
For new Instructional or non-instructional Academic Staff, the following forms are needed:
- RAF-Recommendation for Faculty or Academic Staff Appointment (needed if they have not taught in one of the two previous semesters)
- including resume and transcripts
- Salary Comp Form (if instructional) (work with your Dean's Office)
- Overload Form (if applicable)
- Non-Medical Leave of Absence or Unpaid Leave Without Pay (if applicable)
- Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months
For returning Instructional or non-instructional Academic Staff, the following forms are needed:
- CAF-Continuing Appointment Form (utilized if they have taught in one of the two previous semesters)
- Overload Form (if applicable)
- Non-Medical Leave of Absence or Unpaid Leave Without Pay (if applicable)
- Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months
For new or returning Graduate Assistants, the following forms are needed:
- GAF-Graduate Assistant Appointment Form
- Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months
Deadlines
The packet is due from the Dean Assistant via DocuSign to HR (for RAF/CAF) or Academic Affairs (for GAF) three weeks before the contract start date to allow for processing and for compliance with hiring requirements.
Send the paperwork in for what you know and we can add more credits later. We are not able to decrease an employee's contracted FTE. By the 5th please get us the lowest commitment and any edits/additions as soon as possible.
Start Date | Deadline |
5/20/2024 | 4/29/2024 |
5/28/2024 | 5/7/2024 |
6/10/2024 | 5/20/2024 |
6/24/2024 | 6/3/2024 |
7/8/2024 | 6/17/2024 |
7/22/2024 | 7/1/2024 |
8/26/2024 | 8/5/2024 |
If the packet is received after the deadline, HR cannot guarantee continuing or new employees will receive pay on the expected payroll cycle.
Other items of note:
-Please be sure to utilize the naming conventions for the forms.
-For new folks or folks gone longer than 12 months, a Criminal Background Check (CBC) and Sexual Harassment reference Check (SHRC) must be completed again. Request the form here (under Recruitment/Hiring Process). Emails sent from HireRight (CBC) and UW Service Operations (SHRC).
-Please ensure you are always using the most updated versions of the forms, which are available on the HR website. Form links are conveniently listed at the end of this e-mail.
-I-9s are being completed through HireRight and supporting documentation needs to be brought to the HR Office (133 Old Main) before the end of the third contract day by federal law. Failure to do so will result in the employee being placed on Leave of Absence until the supporting documentation is received. Folks not in the Stevens Point area can request to have an authorized representative complete the employer portion of the form with a link in their welcome e-mail.
-New employees for Fall semester above 0.25 will be required to attend the mandatory HR Orientation, occurring on Monday, August 26, 2024. Specific details are being finalized.
-When filling out forms, use the FTEs in the following chart to calculate estimated salaries for instructional appointments.
Credits | FTE |
1 | 0.083 |
2 | 0.167 |
3 | 0.25 |
4 | 0.333 |
5 | 0.417 |
6 | 0.5 |
7 | 0.583 |
8 | 0.667 |
9 | 0.75 |
10 | 0.833 |
11 | 0.917 |
12 | 1 |
-For Fall and Spring, the estimated salary is calculated on number of business days, not a per credit amount. Fall 2024 has 98 business days and Spring 2025 has 97 business days. The Academic Year has 195 business days. Please utilize the Single Pay Salary Calculator to assist in figuring out estimated salary. Please round to the nearest dollar (round up if .50 and higher, round down if .49 and lower).
- Summer appointments are based on Spring salary and Fall salaries will have Pay Plan, if employee is eligible.
-The 2024 pay schedule as provided by UW Shared Services is below.
2024 Biweekly (Single) Pay Schedule Forms: