Summer Appointment Submission Instructions

Use the following guidance on this page to help with the summer document submission process.

Summer Appointment Submission Instructions

Summer appointments are approved and sent to HR and payroll through an electronic workflow. The sections below address the types of appointments, paperwork required, and links to resources.

In general, summer term assignments are executed by submitting a PAW with the appropriate documentation as needed through the Summer Upload Submission Form. A single submission can cover the entire summer but for only the same type of summer assignment. For example, one upload can cover all summer teaching assignments in a unit, but any summer research work needs to be submitted on a separate form.

Summer Appointment Types


Appointment Type Position Number Account Code EclassCode Pay Info
Teaching BUOWTS / RETWTS 10203 FS (Hourly FT) FTE Based. See the appointment guidelines for information specific to summer teaching.
Research BUOWSR / RETWSR 10204 FS Salaried, FTE Based. Annual salary must must match the regular 9-month position
Administrative BUOWSA / RETWSA 10272 AS Salaried, FTE Based. Annual salary must must match the regular 9-month position
Administrative Stipend BUOSS9 10107 AS Appointment Salary is a Flat Dollar Amount
Law School BUOWLS 10203 FS Pay based on appointment type (research, admin, stipend, teaching).
Department Head Stipend BUODHS 10107 AS Appointment Salary is a Flat Dollar Amount
Summer Coordinator Stipend BUOSSC 10107 AS Appointment Salary is a Flat Dollar Amount

Summer Appointment PAW Instructions

Summer term assignments are unique due to the variable length of courses and how they are appointed for payroll. The summer term payroll dates span from June 16 to September 15, and pay dates must be within these dates. Any work overlapping into fall term must be paid as overload or on a separate assignment. In rare cases exceptions can be made, like international exchanges that require the summer appointment dates to match actual travel dates for insurance purposes.

Complete a PAW to cover the work and timeframe to be paid. DO NOT submit a PRF for summer pay.

The following instructions walk through the PAW fields and how to complete the PAW for a summer assignment. Examples can be found on the Example PAWs page:

The PAW can cover the entire summer term for the same summer appointment type in the same department. Reminder, do not combine summer teaching and research/admin on the same PAW, those must be submitted on separate forms.

Full Name: Enter the UOID
Annual Salary: Enter the summer base rate
Annual Basis: 9
Position #: See Appointment Type table above
Suffix:  Match the suffix from the previous summer appointment in the same department or 00 for a new job.
Dates/Index: Use the Index lines to show the dates of the appointments for the summer assignment
Examples: 6/16/-7/15, 7/16-8/15, 6/16-9/15 etc. 1 week minimum. If summer appointment less than 1 week (weekend class) spread the pay over 1 week.
Appointment Salary or Actual FTE: Enter either the appointment salary or FTE depending on the appointment and how summer pay is calculated.

Complete the Upload Form

Complete ALL the fields on the Summer Upload Form.

Remarks

Use this to summarize the appointment or provide additional information for approvers in the workflow not included in the attachments. If there is summer overload, insert the overload note as indicated below.

Overload

Overload payments are the exception in summer term, but it is understood that they can occur.  Any overload must be communicated in the Remarks.

In the Remarks, include a justification for the reason for the overload as in the following examples:

Example:  Overload: FTE 0.50  6/16-7/15 Index BPMOX 100% Overload Includes – Teaching a 4 credit course in the first 4 week summer session in addition to a 4 credit course in an 8 week session (6/16-8/15).

Example:  Overload: FTE 0.0243 6/16-7/15 Index BPMOX 100% Banner math overload.

File to Review

Upload a single PAW

Supplemental Documents

Attach any required documents as indicated in the table below, as well as any approvals captured outside of the form submission workflow.

Appointment Type Supplemental Documents
Teaching All:
Assignment memo/email
New to campus hire:
Assignment memo/email
Vitae
Copy of background check clearance email
Research N/A
Administrative Pay Action Request Form
Administrative Stipend Pay Action Request Form
Law School Pay Action Request Form if not Instructional or Research
Department Head Pay Action Request Form
Summer Coordinator Pay Action Request Form

Complete Workflow Approval Steps

There are three workflow steps available to the unit. See our document submission forms page for instructions on how to complete this step. Do not edit any workflow steps beyond the 3 approvals for the unit. Any additional approvals will need to be captured outside of the forms workflow, by uploading an email, etc to the supplemental documents section.

Questions

Email Hrops@uoregon.edu or your Dean's office with any summer appointment submission questions.