Summer and Winter State Appointments

Opportunities for summer or winter employment by the state or Research Foundation are available for some individuals who meet the eligibility requirements.

Summer Appointments for State Employees

On this page:

Summer dates are 6/1/2017 through 8/23/2017

Thirteen (13) full weeks begin 5/25/2017

Quick Facts

  • There are no benefits associated with summer appointments
  • You cannot re-appoint someone to a summer appointment using ePTF
  • If a student has graduated, you must create a new appointment

Eligibility

Employee Eligibility Criteria
Academic Year Faculty 

Has an academic year appointment for 2016-2017

Must devote their total effort to the appointed programs for which they are being compensated during the summer period

Adjunct Instructor  Only if on the state payroll as Adjunct Instructor for spring 2017 semester
Teaching and Graduate Assistants Only if on the state payroll as Teaching or Graduate Assistant for spring 2017 semester
New Summer Appointments Do NOT currently hold an active state appointment at UB
Ask an Expert

Contact an HR expert for eligibility questions and special cases such as state appointments of Research Foundation employees.

Contact an HR Expert About Eligibility, Appointments or Salary Calculations

Dana Moore

Manager

State Payroll and Appointment Processing

Phone: 716-645-8157

Email: dlmoore@buffalo.edu

Lisa Battle

State Appointment Processing

Phone: 716-645-8156

Email: lpaschis@buffalo.edu

Angela Kuc

State Appointment Processing

Phone: 716-645-4427

Email: akuc@buffalo.edu

Lynn Phalen

State Appointment Processing

Phone: 716-645-8158

Email: laphalen@buffalo.edu

Elizabeth Wolf

State Appointment Processing

Phone: 716-645-4428

Email: elwolf@buffalo.edu

Academic Year Faculty

On this page:

Certify Your Appointment

If your appointment is for nine or more weeks, you must certify agreement with the terms of summer employment.

Creating an Appointment — Academic Year Faculty

Complete an electronic Personnel Transaction form (e-PTF)

  1. Log in to ePTF
  2. Select Person Search > Select Person > Select Appointment
  3. Select Type of Change:
    1. Additional Commitment
    2. Commitment Type: Regular
    3. Payment Type: Summer Session
    4. Number of payments not needed
  4. Use the employee's academic year title for the summer service appointment
  5. Beginning and end dates must be between 6/1/2017 and 8/23/2017
  6. Total appointment length cannot exceed 13 weeks

Compensation — Academic Year Faculty

Payments for summer service may be from state, Income Fund Reimbursable (IFR), Research Foundation(RF) or UB Foundation (UBF) funds or any combination.

  • Compensation from all funding sources cannot exceed three-ninths of the full-time academic year base salary (excuding Also Receives or Chair Stipend)
  • Funding from state and IFR sources must come from Temporary Services funds
  • Appointments that exceed two months of full-time academic year base salary from all sources requires submission of justification of effort certification to the Dean's Office or the Department Chair

Calculation of Academic Year Faculty Compensation

Compensation calculations are based on a person's full-time academic-year base salary as of 6/30/2017. 

Or compute your maximum salary using the percentages in the table and the formula:

annual-salary * maximum allowable percent of academic year salary

Length of Service Maximum Percent Academic Year Salary
1 Week 2.67%
2 Weeks 5.33%
3 Weeks 8.00%
4 Weeks 10.67%
1 Month 11.11%
5 Weeks 15.00%
6 Weeks 16.00%
7 Weeks 18.00%
8 Weeks 20.00%
2 Months 22.22%
9 Weeks 23.08% *
10 Weeks 25.64% *
11 Weeks 28.20% *
12 Weeks 30.77% *
3 Months 33.33% *
13 Weeks 33.33% *

* Requires submission of Summer Appointment Certification form

Payroll — Academic Year Faculty

Summer Payroll Schedule for Academic Year Faculty

Adjunct Faculty

Only faculty who held the title of Adjunct Instructor on the state payroll for the immediately previous spring semester are eligible. Use the title Instructor 10 month for the summer appointment title.

Creating an Appointment — Adjunct Faculty

Complete an electronic Personnel Transaction form (e-PTF)

  1. Log in to ePTF
  2. Select Person Search > Select Person
  3. Select Type of Change:
    1. Add New Appointment
    2. Payment Type: State/Summer/Winter/Fee
  4. Click Find Line
    1. If you have a line number from your CFO, 
      1. Select the job title for the position
      2. Add the line number
      3. Select the line
    2. If you have access permission to choose your own line
      1. Click the Line Maintenance application
  5. Complete the appointment information
    1. Beginning and end dates must correspond to payroll periods five through ten (5-10)
    2. There is no minimum or maximum salary guideline for this appointment
    3. Enter the total compensation in the salary box on the ePTF

Payroll — Adjunct Faculty

Tax Forms

If there is a form on file it isn’t necessary to submit a new form unless a different marital status or allowances are desired.

Direct Deposit

If a direct deposit account is currently active a new form is not necessary. If the employee has been off the payroll for more than 3 pay periods the account becomes inactive and needs to be reactivated. It isn’t necessary to submit a new form unless the account information has changed. Call HR to get the account activated:

Customer Service

Human Resources

120 Crofts Hall

Phone: 716-645-7777

Payroll Periods For Summer Appointment

Appointment must be between start (6/1/2017) and end (8/23/2017) of pay periods 5-10.

Pay Period No. Payroll Period
Dates
Check Distribution Date
5
6/01/2017 - 6/14/2017 6/28/2017
6 6/15/17 - 6/28/17 7/12/17
7 6/29/17 - 7/12/17 7/26/17
8
7/13/17 - 7/26/17 8/9/17
9
7/27/17 - 8/9/17 8/23/17
10 8/10/17 - 8/23/17 9/6/17

Teaching and Graduate Assistants

Only Teaching and Graduate Assistants who held the title of Teaching or Graduate Assistant on the state payroll for the immediately previous spring semester are eligible for this summer appointment.

Creating an Appointment — Teaching and Graduate Assistants

Summer appointment titles must be:

  • Lecturer (Casual) for Teaching Assistants
  • Technical Assistant (Casual) for Graduate Assistants
Graduated Student?

Must be appointed as New Summer

Student Assistant Appointment

Cannot be held in conjunction with this appointment

Complete an electronic Personnel Transaction form (e-PTF)

  1. Log in to ePTF
  2. Select Person Search > Select Person
  3. Select Type of Change:
    1. Add New Appointment
    2. Payment Type: State/Summer/Biweekly
  4. Click Find Line
    1. If you have a line number from your CFO, 
      1. Select the job title for the position
      2. Add the line number
      3. Select the line
    2. If you have access permission to choose your own line
      1. Click the Line Maintenance application
  5. Complete the appointment information
    1. Beginning and end dates must correspond to payroll periods five through ten (5-10)
    2. There is no minimum or maximum salary guideline for this appointment
    3. Enter the biweekly amount in the salary box on the ePTF

Compensation

Note: Casual titles that are paid from an IFR account will be charged the fringe rate

Payroll — Teaching or Graduate Assistants

Tax Forms

The employee doesn't need to submit new federal or state tax withholding forms unless there is a change in marital status or allowances.

Direct Deposit

If the employee has been off the payroll for more than three pay periods, the direct deposit account needs to be reactivated. 

Contact a State Payroll Expert to Reactivate a Direct Deposit Account

If Last Name Starts A - CHA

Elaine Hines

State Payroll Services

Phone: 716-645-4425

Email: ehines@buffalo.edu

If Last Name Starts CHB - F

Kathy Maziol

State Payroll Services

Phone: 716-645-5202

Email: kagarcia@buffalo.edu

If Last Name Starts G - J

Roseann Brzozowiec

State Payroll Services

Phone: 716-645-4449

Email: rbrzozow@buffalo.edu

If Last Name Starts K - MCCA

Kathleen Sears

State Payroll Services

Phone: 716-645-4450

Email: ksears@buffalo.edu

If Last Name Starts MCCB - QP

Cheryl Delano

State Payroll Services

Phone: 716-645-4446

Email: cadelano@buffalo.edu

If Last Name Starts QU - STEE

Melissa Barone

State Payroll Services

Phone: 716-645-4445

Email: mbarone@buffalo.edu

If Last Name Starts STEF - Z

Joanne Intorre

State Payroll Services

Phone: 716-645-4424

Email: jintorre@buffalo.edu

Manager

Dana Moore

Manager

State Payroll and Appointment Processing

Phone: 716-645-8157

Email: dlmoore@buffalo.edu

Summer Payroll Periods

Pay Period No. Payroll Period
Dates
Check Distribution Date
5
6/01/2017 - 6/14/2017 6/28/2017
6 6/15/17 - 6/28/17 7/12/17
7 6/29/17 - 7/12/17 7/26/17
8
7/13/17 - 7/26/17 8/9/17
9
7/27/17 - 8/9/17 8/23/17
10 8/10/17 - 8/23/17 9/6/17

New Summer Appointments

Individuals who do not currently hold an active state appointment at UB are eligible for this appointment.

Summer state titles can be Lecturer 10 or Visiting Professor 10, although in-house titles may be used.

Active At Another State Agency?

10-month faculty from another state agency must use formulas for maximum compensation

Non-academic staff at another state agency must use Extra Service Request

Creating an Appointment — New Summer

Complete an electronic Personnel Transaction form (e-PTF)

  1. Log in to ePTF
  2. Select Person Search
  3. Select Add New Person
  4. Select Type of Change:
    1. Add New Appointment
    2. Payment Type: State/Summer/Winter/Fee
  5. Click Find Line
    1. If you have a line number from your CFO, 
      1. Select the job title for the position
      2. Add the line number
      3. Select the line
    2. If you have access permission to choose your own line
      1. Click the Line Maintenance application
  6. Complete the appointment information:
    1. Beginning and end dates may be between 6/1/17 and 8/23/17 (pay periods 5-10)
    2. The total appointment time may not exceed 13 weeks total
    3. There is no minimum or maximum salary guideline for this appointment
    4. Enter the total amount in the salary box on the ePTF

Should I Add Other Documentation

Documentation for the Office of the State Comptroller (OSC)

The Office of the State Comptroller (OSC) may require UB to explain why a summer payment is being paid — what type of work the employee is doing to earn extra funds.   

OSC will generally accept the explanation we enter into the general comment section if the payment is under $2500 and not ask for documentation paperwork. 

When employees' earnings are over $2500 biweekly they may require more information such as a contract letter the employee signed. If a contract letter isn’t available the department should prepare a memorandum on department letterhead explaining what the employee will be doing during the summer to earn the payment.  

Example Payment Amount ePTF feedback Documentation What to Write
Under $2500 biweekly
None Write a note in the Notes section of the ePTF Employee is teaching EAS 207 & EAS 208 for CSEE
Over $25,000
($33.3% annual)
WARNING — Verify earnings amount. Documentation may be required. Write a memorandum on department letterhead and signed by whomever has authority to approve the appointment
Download an example

See a Sample Document

Address the memo to OSC and send it to Human Resources (Attention: State Payroll) from where it will be forwarded to OSC.  Submit the memo before the payment amount is submitted to the system to avoid the possibility of the transaction being deleted by an OSC auditor. Submit the memo in one of three ways:

Hire Paperwork — New Summer

Oath of Office Card

Employment Eligibility Verification (I-9) Required for New Employees and Those With Expired I-9

I-9 Eligibility Verification expires 3 years past initial completion

If no forms completed, default status is single with 0 dependents

Related Forms

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