Summer Appointments

For Adjuncts exceeding the Staffyear, please request a waiver from the Provost’s Office for main campus appointments, or the Office of Faculty Affairs for USF Health appointments prior to submitting the appointment form to Human Resources. Employment contracts are not issued for Adjunct Faculty.

For adjunct faculty, FTE parameters during the academic year have been established at .06 FTE per credit hour taught. Therefore, a 3-hour course would be .18 FTE, and would be calculated for Summer as follows:

FTE for 13.0-Week Appointments (Summer "C")
	= [FTE that the appointment would be in Academic Yr Semester] ÷ 0.6667
		Example:  a 3-credit-hour course would be 0.18 FTE in normal Academic Year
		0.18 ÷ .6667= 0.27 FTE for Summer C
FTE for 6.5-Week Appointments (Summer "A" or "B")
	= FTE for Summer C * 2
		Example:      Calculate FTE for Summer C as above
		0.27 * 2  = 0.54 FTE for Summer A or B
In instances where it is necessary to extend the calculation to more than two decimals to establish the Summer salary rate, note the calculated FTE (to four decimal places) in the REMARKS section of the appointment form.  Round the calculated FTE to two decimal places and insert that number in the FTE space on the appointment form.
In order to calculate pay rate accurately for an Adjunct under the adjusted appointment periods, use the following procedure:
For Summer C:
	[Contract Salary] ÷ 6.5 Pay Periods = Biweekly Amount
		Example:
		$3000 Total Contract Salary for Summer C, 3 Credit Hrs, .27 FTE
		Biweekly Amount = $3000/6.5 Pay Periods = $461.54
For Summer A or Summer B:
	[Contract Salary] ÷ [# Pay Periods for A(3.20) or B(3.30)]
		Example:
		$ 3000 ÷ 3.20 = $ 937.50 for Summer A
		$ 3000 ÷ 3.30 = $ 909.09 for Summer B

Extra State Compensation/Dual Employment and Compensation

Colleges/Departments expecting to utilize other SUS or State agency employees to teach classes or perform a service that results in dual employment (within the guidelines of the Provost’s memo) are required to submit a “Request for Extra State Compensation” form at least ten (10) working days in advance of the secondary employment date for SUS employees. For other State agency employees, the Department of Management Services “Request for Approval of Dual Employment and Compensation Form” must be submitted thirty (30) days in advance.  Dual employment requests submitted after the appointment dates or after the work has been performed must include justification for late submission.

Student Summer Appointments

Historically there has been a system conflict between the need for the University to appoint its student employees to the appropriate Job Code for SUS reporting and the need for compliance with sometimes changing IRS guidelines relative to FICA exemption for students. In order to qualify for the exemption, the student must be enrolled at least half time. This is particularly relevant during the summer terms, when students traditionally lower their class load. IRS allows an exception to the half-time rule for the FICA exemption: the exemption can be applied if the student is enrolled in his or her last semester and is taking all the courses needed to graduate, but this is less than half-time. If such is the case, please specify this in the “Remarks” section. Further, employees on F1 or J1 visas are FICA exempt. The department need do nothing extra for this exemption to be effected.

Under the old system, this sometimes resulted in changing employees from student to non-student appointments when the student’s enrollment dropped below half-time. Unfortunately, such an appointment did not reflect an accurate picture of student employment.

For Summer appointments, all student employees should be appointed to appropriate student job codes and the “Remarks” section of the appointment paper should clearly state the number of hours the student intends to take. Human Resources will input the appointment FICA indicator based on the number of hours submitted on the appointment paper. Shortly after Drop/Add, a report will be run to reflect any student employees NOT enrolled at least half-time (6 hours for undergraduates or 5 hours for graduates), and the FICA indicator will be set for the semester. HR will implement measures to track those students who are not eligible for FICA exemption.

Since USF has two abbreviated Summer sessions (A & B), and frequently needed courses are only offered in one or the other of the terms, it has been agreed that it is not the intent of the regulations to penalize students for how the University has deemed to offer course selections. Therefore, if a student declares intent to be enrolled in a TOTAL of six hours during any combination of summer sessions, they are deemed to have met the IRS FICA exemption criteria. For example, she could be enrolled 3 hrs in “A” and 3 hrs in “C,” or 3 hrs in “A” and 3 hrs in “B”.

Each department should notify its students at the time of appointment that they may lose their FICA status exemption should their enrollment drop beneath the required hours. The department should also be aware that if the student becomes subject to FICA, the departmental budget will be charged a matching amount for employer contributions. Please note that these enrollment requirements are for FICA exemption only. Additional or different requirements may be in force for academic reasons or financial aid reasons, and it is the student’s responsibility to make those determinations.

FWSP (Federal Work Study Program) Appointments

Students are limited to 20 hrs. per week employment while enrolled, but can work up to 40 hrs. per week during “breaks,” including for example a short summer session when they are not taking classes. Questions regarding eligibility for financial aid, amount of awards or reduction in awards should be directed to Doug Anderson in the Financial Aid Office, 974-4700.

Graduate Student Appointments

For all students appointed to Job Codes 9181-9185, the departments should submit appointments based on the appropriate appointment period e.g., Semester A, Semester C (or in the Fall, for Semester I. II, or the 9-month academic year), not a default annual appointment. A 12-month appointment should only be made when the GA truly is a 12 month employee. Salaries for all these job codes should be in the semester amounts, not biweekly amounts. As with regular faculty, rate of pay for a given effort for a GA summer appointment should be compensated at the same rate the effort earned during the academic year. For questions on this calculation, contact your college Dean’s Office.