17.1 Summer Pay
17.1.1 Definition of Summer Pay
Summer pay is that amount paid to nine month personnel for all types of services (including teaching and research) rendered during the summer intercessions and summer school sessions outside of the academic year. This period is defined as nine months preceding spring commencement.
17.1.2 Maximum Payments for Summer Pay
For summer school and summer intercession teaching, regular academic year faculty may be paid up to 1/4 of the academic year salary for the preceding academic year. For all outside funded research and other sponsored programs in summer, regular academic year faculty may be paid up to 1/3 of the academic year salary for the preceding academic year. Total summer payments for a combination of teaching and other work may not exceed 1/3 of the preceding academic year salary. When working toward these total summer pay limits, there is no monthly limit on the number of hours that can be worked; however, the number of hours per week that can be worked is limited to 52.5.
17.1.3 Rate of Compensation
Compensation shall be according to the following categories:
A. Category I: Regular academic year faculty personnel who serve the institution as teaching faculty during intersessions and summer sessions.
Faculty in this category shall be compensated at the rate of 1/32 of their academic year salary per semester hour of teaching load. The maximum summer and intersession pay may not exceed 25 percent of the preceding academic year salary; however, except as needs are determined by the institution, a faculty member may teach and be compensated for nine semester hours for the summer term, with appropriate documentation of need maintained at the institution.
B. Category II: Regular academic year faculty who serve under sponsored contracts for research and other professional services between academic years.
Compensation for personnel in this category shall not exceed the rate equivalent to one-ninth per month of the preceding academic year salary. If the faculty member works on a part-time basis on a sponsored contract project, the pay should be adjusted accordingly. The hourly rate as calculated in this manner should be applied to the actual hours worked which are limited only by the weekly hourly limit of 52.5 (no monthly hourly limit) and the maximum payments set forth in Section 17.1.2 of this policy.
C. Category III: Division/Department Heads on an academic year appointment.
Level of compensation for these administrators should be commensurate with the duties assigned. For a full-time assignment, the rate of pay shall not exceed 25 percent of the preceding academic year salary
D. Category IV: Part-time faculty.
Level of compensation for faculty in this category should follow the Extra Compensation Schedule for Credit Instruction as approved by the Tennessee Board of Regents. The amounts specified for extra compensation of full-time faculty will serve as guidelines for part-time faculty. Presidents may make exceptions to these guidelines when appropriate. All exceptions will be documented at the campus and suitable personnel records retained.
17.1.4 Recordkeeping
The use of standardized forms is required to assist in recordkeeping and monitoring of summer pay for individuals on academic appointments (See Exhibit P/P-19). A permanent record will be kept by the Payroll Records Supervisor in the Human Resource Services Office for each employee who receives summer pay.
17.2 Processing of Requests for Summer Pay
17.2.1 Written Requests
Written requests for summer pay should be submitted by the department through the office of the appropriate Dean or Administrative Officer, and received by the Payroll Records Clerk in the Human Resource Services Office, no later than the fifth of the month following the month in which the work was performed. In the event requests are prepared for employees of another college or division, these requests must be forwarded to the department of the employee and submitted by the college or division in which the employee is based. A copy of the appropriate approved authorization form should be attached (See Exhibit P/P-20 or P/P-22).
17.2.2 Information to be Included in Written Requests
1. A completed time sheet (See Exhibit P/P-19).
The following information must be included for each individual requesting summer pay.
a. The name of the individual.
b. The rank of the individual.
c. The name of the department in which the individual is based.
d. The fiscal year.
e. The date of the weeks in which the work is performed. (The workweek begins at 12:01 a.m. on Monday morning and ends at 12 midnight the following Sunday.)
f. Project number which is the account number from which the individual is being paid.
g. Hours worked during each week for each account number.
h. Total project hours for summer pay for each week.
i. Number of regularly assigned hours for teaching and administration for each week. This amount is equal to 0 outside of the academic year for employees on nine-month appointments who are not involved in administration or credit teaching during the summer. This amount always equals 37.5 for employees on full-time, twelve-month appointments. For purposes of determining total clock hours worked, one contact (classroom) hour equals 2.5 clock hours.
j. Number of hours worked each week (the number of summer pay hours for each week plus the number of regularly assigned hours for each week.) This amount must not exceed 52.5 hours. (See Human Resource Services Policies and Procedures, Sections 17.1.2 and 17.1.3).
k. Overload time hours for each week which is the number of hours worked each week minus 37.5. If the result is negative, overload is 0.
l. Grand total of summer pay hours performed for the period.
m. Grand total of overload time.
n. Signature of employee.
2. A completed requisition (Exhibit P/P-23). The following information must be included on the requisition.
a. The signature of requisitioner.
b. The signature of Chairperson or Supervisor, if different from requisitioner.
c. The signature of the Dean or designee in the college or division in which the account is located. See Human Resource Services Policies and Procedures, Section 17.2.1 if the requisition is prepared for an employee in another college or division.
d. The signature of the Grant Accountant when applicable.
e. The name(s) of the individual(s) to be paid on the requisition.
f. The social security number of each individual.
g. The present hourly salary rate of each individual.
h. The hourly rate for summer pay of each individual, if different from (g).
i. Total number of hours worked for each individual.
j. Total amount of summer pay for each individual.
k. Total amount of requisition.
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