Summer Term Resources
Summer Term Resources
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Summer term EPAFs can be used in place of any summer letter and will allow transparency, accuracy, and efficiency to our process. Instructions on how to use them are linked below.
*A pay advance for Summer Term work that begins in June can be made available June 30th if the employee submits the Pay Advance Request Form to the Office of Human Resources.
Employees in 9-Month Unclassified Positions
Summer term earnings may not exceed earnings of 33.33% of their final prior year annual salary rate. The 33.33% limit applies to all pay from all sources at Portland State University within the period of June 16th through September 15th.
Summer Term Teaching EPAF
These EPAFs are to be used only for current employees in nine-month positions or Summer Term-only employees who will be teaching. Faculty who are employed in AAUP-represented positions to teach during the summer term will be paid at a per-credit-hour rate that is no less than 2.5% of the member's base nine-month salary rate.
Summer Term Non-Teaching EPAF
These EPAFs are to be used only for current employees in nine-month positions or Summer Term-only employees who will not be teaching and make more than $684 per week. If the employee will earn less than $684 per week, use the Summer Term Hourly Wage Agreement Letter below.
Summer Term Hourly Wage Agreement EPAF
Hourly wage agreements are appropriate for piece-work and traditional "per hour" or overtime subject employment. Hourly employees on a wage agreement must submit timesheets in order to be paid through Banweb.
Summer Overload Worksheet
Requests for overload above 33.33% limit will be denied unless there are compelling, extraordinary, or emergency circumstances that are documented on the Summer Overload Worksheet and Supplemental Offer Letter. Both must be submitted together before the Provost's Office will consider approving overload.
Overload/Supplemental Offer Letter
Overload must be approved through the Provost's Office prior to both presentation to the employee and their start of work. Follow the signature routing indicated on the Summer Overload Worksheet; please note that signatures for overload are required on both the worksheet and the offer letter. Any grant-related overloads will require additional justification and possibly agency approval.
Employees in 12-month Unclassified Positions
Labor Distribution Form
If a department will be paying for a portion of a twelve-month employee's regular salary in exchange for some of their regular effort over the summer, that department must submit a Labor Distribution Form signed by all authorities responsible for the employee's 1.0 pay (i.e. home department & department buying out time).
Overload/Supplemental Compensation Worksheet
If a department hires a twelve-month employee for work in excess of their 1.0 FTE appointment, that department must submit the Overload/Supplemental Compensation Worksheet. Overload must be approved prior to both presentation to the employee and their start of work. Follow the signature routing indicated on the Overload/Supplemental Compensation Worksheet.
Estimated Number of Hours Per Week Based on Credit Load
Graduate Assistants
Summer Term Graduate Assistant EPAF
Graduate Assistants who have Summer Term work must either be on a vacation term between a Spring and a Fall term Graduate Assistantship, or eligible for a Graduate Assistantship due to Summer Term admission and registration. The terms of agreement, as well as information on the current stipend rates, tuition policy, and more can be found on the Graduate Studies website.
Hourly Students
Students continuing from the prior school year or that are newly admitted for the upcoming Fall term may be hired as regular student hourly employees during the Summer Term. Departments are responsible for verifying the student's enrollment or admission status. Student Employee resources including salary information and how to hire a student can be found on the HR website.
Student employees are allowed one term per year in which they may work without meeting the credit hour eligibility requirements. Summer Term is the preferred term for this exception.
If a student is not being hired on a Graduate Assistantship, a continuing student may be hired through the hourly student payroll process using an EPAF through Banweb (link takes you to a login page).
*Note that if a student has graduated, he/she may not be hired as any type or student employee unless entering into another PSU program in the upcoming Fall Term.
Students with academic year Federal Work Study Program (FWSP) awards may begin earning the award on 16 June, whether enrolled for summer term or not. Students working over summer must have an accepted award for the upcoming aid year and may earn a prorated portion of their award during the summer. To be eligible, a student must file a Financial Work Study Request Form and receive the approved certificate of eligibility to present to their employing department.
Please note: Due to occasional updates, the screenshots in this guide may have a different look than what you see in real time.
How to Find a Position Number for Summer Term Contracts
All summer term contracts, regardless of the faculty member’s full-time or primary position, will use the departmental wage agreement number followed by -S0 suffix.
To find the appropriate position number, go to NBAPOSN in Banner.
With the cursor in the position number field, hit F9. This will pull up a list of all position numbers. Hit F7 to bring up a search bar.
Hit Tab until the cursor is in the “Title” field. Enter the departmental three character code (ex: Human Resources is HRC), followed by UU and then % sign. This field is case sensitive so enter all caps.
Tab to the “Employee Class” field and enter UV (all caps). UV is the employee class for unclassified salaried wage agreements. Hit F8.
A list with all UV position numbers for that department will be listed. Some departments have one and some have many. Use the appropriate position number based on Org Code or by direction of your senior fiscal officer.
How to Create a Summer Wage Agreement EPAF
Select "New EPAF" from the Electronic Personnel Action Form menu in the Employee Services tab of Banweb (banweb.pdx.edu).
Enter the employee ID #
Select the appropriate summer appointment type from the "Approval Category" drop down menu
Effective date can remain the default date
Click "Go"
Enter the position number and suffix "S0"
Click "Go"
Note: If re-hiring, you'll see the position number listed. You will still need to enter the position number and the suffix in the open field as shown below.
Enter the start date in the personnel date field.
Then enter the total contract amount (or hourly rate for an hourly contract).
Leave the contract type as "Secondary," unless they're a new employee.
Enter the estimated total hours they will be working for the duration of the contract. (This includes preparation, delivery, and grading of the course)
Enter number of credit hours (instructional only).
Scroll down to the Labor Distribution section.
Verify default index code information is correct. If not, follow directions below to make changes to the index code or add additional index codes. Once you have added all additional index codes, click "Default from Index." Be sure that you have added the correct COA code ("D") to the left of the index code first, otherwise an error will occur.
Scroll down to the "Termination Record" section.
Enter the Termination Date in the "Personnel Date" field. This is the employee's last day of work.
The Routing Queue has five Approval Levels. Select the approver names by clicking on the magnifying glass or entering their Odin account name. Note: The employee's name will be on line 3 ("Employee Acceptance"). They will receive an electronic offer through their Banweb account that they will need to approve. Fiscal Officer can be added as an approval level at the bottom, if necessary, will occur after the "Chair/Equivalent" level.
Enter courses and/or description of duties in the designated comments box.
Click Save, then Submit.
How to Accept a Wage Agreement
Please make sure to accept and then approve. Two actions are required to proceed.
Go to your employee Banweb account, which can be found at banweb.pdx.edu
Select the "Employee Services" tab, then click on "EPAF: Electronic Personnel Action Form."
Next, click on the "Approver Summary" tab, the first one available, and from there it should take you to all pending contracts that require your approval.
You can click on your name (hyperlinked), which will open up the pending EPAF - scroll all the way to the bottom where there will be an option to accept or decline the EPAF.
Once you have accepted the terms of appointment, the following screen will appear in order for you to view the details of the appointment being offered to you.
To review the terms of the contract and approve:
