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Hiring / Job Postings > Hiring Information
Summer Semester Appointment Procedures
The Summer Semester Appointment procedures for faculty, academic staff, and graduate assistants include information about the following (The use of the term “faculty” in these procedures refers to both faculty and academic staff.):
A. APPOINTMENT FORMS AND DATES
B. PAY RATES AND PAY DATES
C. CALCULATION OF SUMMER PAY
D. DEADLINES
E. FORMS ROUTING
Academic Year (AY) Faculty:
If a faculty member is employed on an academic year basis, and is to receive additional compensation for the summer session, use the Summer Load and Salary form, regardless of the source of funds. The Summer Load and Salary form can be accessed on the web at https://www.hr.msu.edu/AHRForms/ (Contact Margaret Dionise at 884-0215 or dionise@hr.msu.edu if you do not have access.)
1. The form pre-fills with: name, rank, and June 30 salary. For Summer A (5/16 to 7/15) and Summer B (6/16 to 8/15) the appointment dates are pre-filled as well. For all other appointment dates, the Number of Months will calculate and fill according to the date range you enter.
2. A guideline payment calculation is done for you based on the Number of Months and % effort.
3. The Dept/Coll field pre-fills with the 5-digit common unit code that “owns” the funding account number that you enter. If you enter an account number that is not in the system you will receive a pop-up window to manually enter the 5-digit mau code. You will need to have your pop-up blocker off to enter the 5-digit code.
4. You must use the social security number to enter new Summer Load and Salary appointments. Amendments and Cancellations can be entered with the ZPID or social security number.
When a department/school guarantees a summer assignment to a faculty member whose regular appointment is on an academic year basis, both the faculty member and the chairperson or dean of the appointing department must sign the Summer Load and Salary form. This guarantees that the faculty member will be available for services at the University. This agreement may be broken by mutual consent of the chairperson/director, the dean and the faculty member. Likewise, if a faculty member whose regular appointment is on an academic year basis is given an appointment with a limited guarantee (one based on enrollment) both the faculty member and the chairperson/director must sign the Summer Load and Salary form. The faculty member’s signature would signify understanding of this condition, and also guarantee that the faculty member will be available for services at the University.
If a faculty member appointed on an academic year basis will be teaching without compensation in the summer semester in exchange for a semester off during the following academic year, a Memorandum of Understanding must be completed and approved by the Office of the Provost prior to the beginning of summer semester. The Dean should forward the completed form to Theodore H. Curry II, Associate Provost and Associate Vice President for Academic Human Resources, 422 Administration Building.
Annual Year (AN) Faculty
To appoint a faculty member on an annual basis for summer semester, use the white Appointment form for new appointments. Use the ivory Reappointment form https://www.hr.msu.edu/AHRForms/ for reappointing faculty who has had a previous appointment that was effective September 1, 1990 or later. Both the Appointment and Reappointment forms have required attachments that will be listed on the “Required Attachments” line at the bottom of the form. See Section 3.3 of the Academic Hiring Manual for further information on attachments that must accompany these forms.
Appointments for 5 class sessions or less
If a person has no other MSU paid employment during the summer and is to be appointed with a faculty position/rank for 5 class sessions or less, use a Direct Payment Voucher. (A class session can be any length of time up to and including a full day.) You may need to attach a Professional Services Contract. Refer to the Manual of Business Procedures.
Graduate Assistants
Appointments for the summer semester should be made through the on-line E03 Graduate Assistant Appointment System. For more information on Graduate Assistants, please see the Frequently Asked Questions for Assistantships.
APPOINTMENT DATES
AY Faculty: The period of assignment for academic year basis faculty engaged in instruction and paid from the summer school account 11-4641 will be limited to one summer session. If the appointment dates do not coincide with Summer Session A (5/16 to 7/15) or Summer Session B (6/16 to 8/15), you must select Summer Session C on the form. Faculty members may pursue additional teaching, research or service assignments up to the maximum earnings level based upon the previous academic year salary. The period of assignment for academic year basis faculty engaged in research or administrative activities may be any time between May 16 and August 15.
Summer Session A dates are May 16 to July 15
Summer Session B dates are June 16 to August 15
Summer Session C dates are variable within May 16 to August 15
AN Faculty: Can be appointed for any period of time between May 16 and August 15.
AY Faculty: The amount of compensation that an academic year appointed faculty member generally receives from Michigan State University during the summer semester is based on a guideline of one-ninth per month up to a maximum of three-ninths of the previous year’s salary. Units may deviate from this guideline if the faculty member consents. However, amounts paid from grants must always abide by the rules for the specific grant. In all cases, the payment cannot be lower than the minimum salary guidelines in the Provost’s Academic Personnel Salary Adjustment Guidelines.
AN Faculty: Will be compensated on the basis of regular payroll conventions for the dates specified.
AY and AN Faculty: Pay dates will be May 30, June 30, July 31, and August 29. The summer pay will be included in the regular check with a separate listing on the check advice. The May and June payrolls will be charged to the 2007-2008 fiscal year. The July and August payrolls will be charged to the 2008-2009 fiscal year.
Appointments for 5 class sessions or less: Direct Payment Vouchers - Payments will be made upon completion of the work.
National Science Foundation (NSF) Grants
Summer compensation is computed at the rate of one-ninth (.11111) of the previous Academic Year (AY) salary not to exceed two months (.22222). See NSF Grant Policy Manual for more details: http://www.nsf.gov/pubs/manuals/gpm05_131/gpm6.jsp#610
National Institutes of Health (NIH) Grants
Similar to NSF funds, NIH grants permit summer pay to be computed at one-ninth (.11111) per month of the previous Academic Year (AY) salary. However, unlike NSF grants, a faculty member may work up to the three summer months on a NIH grant and earn up to three-ninths (.33333) of the previous year salary in accordance with MSU policy, and if no vacation is taken.
Limitation on NIH Grants – the NIH legislatively mandated salary limitation has been extended by Congress. The following information was obtained from the NIH Guide for Grants and Contracts http://grants1.nih.gov/grants/oer.htm:
The Executive Level I annual salary rate is $191,300 for the period January 1 through December 31, 2008 (http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-035.html). This NIH salary cap of $191,300 is based on a twelve month appointment rate of pay. If the actual appointment is for less than twelve months, the equivalent pro-rated salary rate cap must be used. An individual’s base salary, per se, is not constrained by the rate cap. The rate limit simply limits the amount that may be awarded and charged to NIH grants and contracts. An institution may pay an individual’s salary amount in excess of the salary cap with non-federal funds.
Note: The above salary policies apply to grant, contract, and cooperative awards that MSU receives directly from NSF or NIH, and to those NSF or NIH awards received via a subcontract from another entity. The limitations also apply to MSU’s subcontractors under NSF or NIH awards.
CALCULATION OF SUMMER PAY FOR FACULTY
In the absence of department/college definitions of workload, a full-time load is considered to be the totality of effort necessary to support:
1. 12 hours per week of lecturing, recitation, consultation or
2. Some equivalent combination of instruction, laboratory supervision, fieldwork, advising or workshops.
Percent of load is calculated to a maximum of two decimal points on the percent, for example 33% or 33.3%, or 33.33%.
Number of months is calculated to a maximum of three decimal points, for example 1.5 or 1.67, or 2.833.
AY Faculty
For a faculty member on an academic year appointment, the amount of compensation which is generally earned during the summer is based on a guideline of one-ninth (.11111) of the salary (as of June 30) per month up to a maximum of three-ninths (.33333) for the full summer period. Thus the normal calculation is:
Summer Pay = Number of months x .11111 x percent of load x annual salary
For partial appointments, the Number of months calculated for any period beginning on the 1st and ending on the 15th of the month, or beginning on the 16th of the month through the end of the month, will be counted as one-half month. To calculate the Number of months for appointment periods outside these dates, divide the number of days worked by the number working days in the month. To calculate the day rate, use the following calculation:
Day rate = annual salary x .11111 divided by # working days per month
AY Example A (Summer A or B):
AY faculty member teaching during Summer A or B earning $40,000 per year, is teaching two classes per week with five lecture hours each, giving a total of ten lecture hours per week, the summer salary should be computed as follows:
10 hours
12 hours = 83.33% = Percent of Load
Then: 2 (months) x .11111 x .8333 (% of load) x $40,000 (salary) = $7,407
AY Example B (Summer C):
AY Faculty on research appointment or Summer C
Annual Rate = $40,000; Appointment Dates = May 16 to June 25 (assuming 100% load)
May 16 to May 31 = 0.500 months
June 1 to June 15 = 0.500 months
June 16 to June 25 = 0.381 months (8 days worked out of 21 working days in June)
Total months = 1.381 months
Then: 1.381 months x .11111 x 1.0000 (% of load) x $40,000 (salary) = $6,138
AN Faculty:
The salary should be stated on the white Appointment form or ivory Reappointment form as an annual twelve-month basis salary and appointment dates should be as applicable within the summer semester period of May 16 - August 15. These appointments will be processed with the regular faculty payroll. Accordingly, where necessary the salary will be calculated on a daily rate.
Calculation: Annual salary divided by 12 = Monthly rate
Monthly rate divided by working days = Daily rate
AN Example A (Summer A):
Annual rate = $40,000
Summer Semester A = May 16 to July 15 (assuming 100% load)
May 16 to May 31 = 11 days worked (22 working days in May) x $151.50/day = $1,667
June 1 to June 30 = 1 month or 1/12 of annual salary = $3,333
July 1 to July 15 = 11 days worked (23 working days in July) x $144.91/day = $1,594
Total salary (Summer A) = $6,594
AN Example B (Summer B):
Annual rate = $40,000
Summer Semester B = June 16 to August 15 (assuming 100% load)
June 16 to June 30 = 11 days worked (21 working days in June) x $158.71/day = $1,746
July 1 to July 31 = 1 month or 1/12 of annual salary = $3,333
Aug 1 to Aug 15 = 11 days worked (21 working days in Aug) x $158.71/day = $1,746
Total salary (Summer B) = $6,825
AN Example C (Summer C): Full Semester
Annual Rate = $40,000
May 16 - August 15 (assuming 100% load)
May 16 to May 31 = 11 days worked (22 working days in May) x $151.50/day = $1,667
June 1 to June 30 = 1 month or 1/12 of annual salary = $3,333
July 1 to July 31 = 1 month or 1/12 of annual salary = $3,333
Aug 1 to Aug 15 = 11 days worked (21 working days in Aug) x $158.71/day = $1,746
Total salary May 16 to August 15 = $10,079
AY Faculty: Send the Summer Load and Salary forms through the Dean’s office to Academic Human Resources, 110 Nisbet Building.
AN Faculty: Send completed white Appointment forms and ivory Reappointment forms, plus attachments, through the Dean’s office to Academic Human Resources, 110 Nisbet Building.
Appointments for 5 class sessions or less: Send Direct Payment Vouchers on the summer school account 11-4641 through the Dean’s office, to Academic Human Resources, 110 Nisbet Building. For accounts other than 11-4641, send the Direct Payment Voucher to Voucher Processing, Room 360, Administration Building.
Graduate Assistantships: Send the completed forms, with the valid INS Form I-9 attached if required, through the Dean’s Office to Academic Human Resources, 110 Nisbet Building.
Transfer of Summer School Funds: Units needing to transfer funds that have been allocated to them from the summer school account should fill out a Budget Reallocation, crediting the unit's account and debiting the summer school account (summer school common unit code = 45818, account number = 11-464#). The form can be found at: http://www.ctlr.msu.edu/Download/forms/ex12a.pdf. Send the form through the Dean’s Office to Bernadette Russell, Academic Human Resources, 110 Nisbet Building.
FORM DEADLINES
Faculty: Summer Load and Salary Forms are due in Academic Human Resources by April 14, 2008.
Graduate Assistants: The completed Graduate Assistant Appointment forms are due in Academic Human Resources by April 4, 2008. For more information on deadlines concerning Graduate Assistants, Professorial Assistants, and Undergraduate Assistants, please refer to the web at /HRsite/HiringPostings/Students/GradAsst/
For questions concerning graduate assistantships, please contact Sarah Wescott at 884-0211. For questions concerning faculty and academic staff summer appointments, please contact Bernadette Russell at 884-0214.
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