Revised:  12/17/03

Contact person for the OPS Adjunct Lecturer contracts: Lori E. Heermance (305) 348-2168 or E-mail: heermance@fiu.edu

I.   Minimum Requirements

II. What the Academic Unit is Responsible for

III. Terms for Adjunct Lecturer Contracts

IV. Academic Unit Procedures for Preparation of Adjunct Lecturer Contracts

V.   Academic Unit Procedures for Preparation of Summer Adjunct Lecturer Contracts

VI. Academic Unit Procedures for Cancellation of and Superseding Adjunct Lecturer Contracts
 

I.    Minimum Requirements:

        A.  Masters degree from an accredited institution in an appropriate field of specialization or equivalent qualifications based on professional experience and   
              otherwise qualified to perform assigned duties.

        B.  Adjunct lecturers are responsible to the chairperson and/or other appropriate higher level administrators of the university.  They will be responsible for  
              teaching, academic advising, and related activities.

        C.   Adjunct lecturers are permitted to teach a total of five (3-credit) courses during the academic year (fall and spring semesters combined) and three
               (3-credit) courses during the summer semester.  Adjuncts are not to exceed a combined total of more than .50% FTE employment within the university
               during any semester without permission from the Academic Budget & Personnel Office.
 

II.  The Academic Units are responsible for:

      A.  Having the new employees complete a "new employee sign-on packet", and provide required identification/documentation.  The Dean's Office should retain a copy of each employee's "sign-on packet" and then forward the original paperwork to the Office of Human Resources.  In addition to completing the sign-on package, all employees/adjunct lecturers are responsible for providing the Dean's Office with an updated resume and an "official" transcript from their respective college/university.  The Dean's Office is required to keep the "official" transcript and original resume on file. A copy of the resume should be attached to the new adjunct lecturer's contract and forwarded to Academic Affairs.   Preparing and forwarding the adjunct contracts to the respective departments in order to obtain the following dated signatures:  Employee and the Department/Division Head/Grant Project Director.  Once the contract is returned to the Dean's Office, it must also be signed by the Dean.

       B.  All non-tenured faculty, A&P, USPS, and OPS adjunct lecturers being hired to teach graduate level (5000 and higher) courses must be certified by the Dean of the University Graduate School prior to signing an employment contract.  The department chairperson is responsible for either submitting a written (hard copy) request to the University Graduate School (Attention: Dean Wartzok) which includes the following information:

             1)  Employee's name

             2)  Employee's social security number

             3)  Course number (ABC 1234-01)

             4)  Course description

             5)  Employee's classification (Faculty, A&P, USPS, Adjunct Lecturer, etc.)

             6)  Employee's current curriculum vitae (do not send transcripts)

Dean Wartzok may request a copy of the employee's transcripts if his/her curriculum vitae does not provide adequate credentials to teach the graduate level course.  Once the employee has been certified to teach a particular course, he/she may continue teaching that course for up to three (3) years without having to be re-certified. 

      C.  Forwarding the adjunct contract to the Academic Budget & Personnel (ABP) Office within the specified deadline date(s) in order to assure initial payment within the second or third pay period of the semester.  In order to provide sufficient time for the ABP Office, Payroll and Human Resource Office to process and meet the payroll submission deadlines.  Prior to the beginning of each semester, the ABP Office will send out a memorandum which contains the dates of employment, number of pay periods and deadline dates by which the contracts must be submitted to the ABP Office in order for adjuncts to get paid on the first eligible pay day of the semester.

      D. Reminding the employee to verify the correct spelling of their name, accuracy of social security number and, to read and understand the Special Conditions statement as it relates to receipt of their first paycheck.

III.  Semesters for Adjunct Lecturer Contracts:

        A.      Fall              (standard number of pay periods for calculation of % of FTE is 9.75)
        B.      Spring           (standard number of pay periods for calculation of % of FTE is 9.75)
                 Fall/Spring    (standard number of pay periods for calculation of % of FTE is 19.5)
        C.     Summer
                1.  Summer A    (standard number of pay periods for calculation of % of FTE is 3.3)
                2.  Summer B     (standard number of pay periods for calculation of % of FTE is 3.3)
                3.  Summer C     (standard number of pay periods for calculation of % of FTE is 6.6)

IV.  Academic Unit Procedures for Generating Fall and Spring Adjunct Lecturer Contracts:

    General Notation:  Contracts combining employment for both the Fall and Spring semesters is appropriate when it has been established that an adjunct lecturer will be teaching during the Fall and Spring semesters consecutively.  It is to the academic unit's advantage to process "Fall/Spring" contracts whenever possible thus eliminating unnecessary paperwork and minimizing the workload for everyone involved.  A memorandum (Contract Date Memorandum) outlining the length of appointment as well as the number of pay periods for the Fall and Spring semesters will be forwarded to all academic units prior to the beginning of each semester.  Additional copies may be obtained by contacting the Academic Budget & Personnel Office.

    A.   Adjunct lecturer contracts are always typed on a Non-Unit contract.
    B.   Type the date in the upper right-hand corner where "Date Prepared" is located.
    C.   Type the name of the employee (Last Name, First Name).
    D.   Type the social security number.
    E.    Type the length of appointment (date of employment).   The beginning date will always be the first day of classes and the ending date will always be
            the day grades are due.   (Dates can be found in the Academic Calendar which is printed in each semester's paper class schedule.)
    F.    Type the salary.
    G.   Calculate the biweekly payment:
                1.  Biweekly payment = gross salary divided by the number of pay periods.
                2.  Actual number of pay periods = total number of days in the length of appointment, for example, an
                    adjunct lecturer is employed to work 01/05/04 to 04/27/04:  82 weekdays divided by 10 = 8.2 pay periods.
                     When dates of employment fall in between the normal beginning and ending semester dates, the contract dates
                     must always begin and end on a "week" day, i.e. Monday-Friday.
    H.  Current salary for an adjunct lecturer is $700 per credit and/or $750 per lab section.  For example, an adjunct lecturer
          would receive $2,100 for a 3-credit course.  Any deviation in the current salary must be approved in writing by the
          Academic Budget & Personnel Office prior to preparation of the contract.
    I.    The appointment type is always "OPS".
    J.    Adjunct lecturer contracts are always "non-tenure earning".
    K.   Tenure years credited is always "N/A" (in the "total" field type N/A).
    L.    Tenure Cip Code is always "N/A".
    M.   Class Title/Rank is always "Lecturer".
    N.    Class Code is always "9005".
    O.    Administrative Title is always "N/A".
    P.    Administrative Code is always "99".
    Q.    Rank is "99".
    R.    Appointment Modifier is always "Adjunct".
    S.    % FTE assigned = the Contract Rate divided by the Rate @ 1.00 FTE.
    T.    Principal Place of Employment is either "University Park (UP)", "Biscayne Bay Campus (BBC)", or "Broward (BR)".
    U.    Special Conditions will always state the following:  Course abbreviation(s) and section(s) followed by:
               "Appointment status is "F" adjunct.  This temporary appointment is contingent
                upon sufficient enrollment and funding.  It is agreed and understood that initial
                payment may not be received prior to the second or third pay period of the semester.
                Verification of the employee's degree has been certified by the Dean/Chairperson/Director's
                receipt of an official transcript and by his/her signature below.  Employment will cease on
                the date indicated and no further notice of cessation of employment is required."
     V.   Appointment status should be marked to reflect the semester within which the length
            of employment and pay period dates occur.

V.    Academic Unit Procedures for Generating Summer Adjunct Lecturer Contracts:

        An "Adjunct Contract Dates" memorandum outlining the length of appointment and the number of pay periods for Summer A, B and C semesters will be
        forwarded to all academic units prior to the beginning of the summer semester.  Additional copies may be obtained by contacting the ABP Office.

                A.    Summer contracts consist of three (3) semesters/terms:
                        Summer A    (3.3 standard pay periods)
                        Summer B    (3.3 standard pay periods)
                        Summer C    (6.6 standard pay periods)

                B.    To determine the bi-weekly payment for Summer A and Summer B contracts, divide the salary by the
                        number of pay periods (noted in the "Adjunct Contract Dates" memorandum).  To calculate the Contract
                        Rate for Summer A and Summer B contracts, multiply the biweekly payment x 3.3 (standard # of pay periods).
                        To obtain the % of FTE, divide the contract rate by 7,500 (Rate @ 1.00 FTE).  The Rate @ 1.00 FTE for
                        Summer A and Summer B adjunct contracts is always 7,500.

                C.    To determine the biweekly payment for Summer C contracts, divide the salary by the number of pay periods
                        (noted in the "Adjunct Contract Dates" memorandum).  To calculate the Contract Rate for Summer C contracts,
                        multiply the biweekly payment x 6.6 (actual # of pay periods).  To obtain the % of FTE, divide the contract rate
                        by 15,000 (Rate @ 1.00 FTE).  The Rate @ 1.00 FTE for Summer C adjunct contracts is always 15,000.

VI.  Cancellation and Superseding Adjunct Lecturer Contracts:

                A.    Cancellation:  A cancellation memorandum should be address to the person in charge of adjunct lecturer contracts
                        in the Payroll Department as soon as possible.  The memo should include the adjunct's name and social security
                        number, the semester, the account number, and most importantly, the effective date of the cancellation.  The memo
                        should also state that the employee is an adjunct lecturer.  A copy of the cancellation memo should also be sent to
                        the Human Resources (Personnel) Office and the Academic Budget & Personnel Office.

                B.    Superseding Contracts:  The purpose of a superseding contract is to override a previously executed contract that
                        requires changes in salary, contract dates, courses being taught or departmental account numbers within the same
                        category (E&G/OPS to E&G/OPS).
                        1.  Changes in departmental account numbers can only be made when the account number remains
                             within the same budget entity (E&G/OPS to E&G/ OPS).  Contracts cannot be superseded for the
                             purpose of changing an account number from E&G/OPS to a Contract & Grant (C&G) funded
                             account number, or vice versa.
                        2.  To switch an E&G funded adjunct contract to a grant account, you must submit a memo to cancel
                             the original E&G adjunct contract.  Additionally, a "Transfer of Charges" form  should be submitted to
                             the Payroll Office, requesting that all charges previously paid from the E&G account be transferred to
                             the C&G account.  This form can be obtained from the Contracts & Grants section of the Controller's Office.
                             Then prepare a new contract reflecting the C&G account number and submit to the Academic Budget
                             & Personnel Office for processing.  PLEASE NOTE THAT AN E&G FUNDED CONTRACT CANNOT BE
                            SUPERSEDED BY A GRANT (C&G) FUNDED CONTRACT.
 
 

PROCEDURES FOR PROCESSING EXTRA STATE COMPENSATION (fka OVERLOAD) CONTRACTS

Revised:  12/17/03

Contact person for Faculty Extra State Compensation contracts:  Lori E. Heermance (305) 348-2168, email:  heermance@fiu.edu
 

I.    Minimum Requirements

II.  What the Academic Unit is Responsible for

III.  Academic Unit Procedures for Preparation of Extra State Compensation Contracts

IV.  Academic Unit Procedures for Cancellation of and Superseding Extra State Compensation Contracts
 

I.  Minimum Requirements:

    A.  Only individuals holding established positions (1.0 or .50 FTE) being paid with "salary" dollars may receive Extra State Compensation (ESC).  All employment in excess of the established FTE for an employee's permanent  position must be compensated from Other Personnel Services (OPS) funds.  Any individuals who are considered "OPS", such as those on a "visiting" line and who are being compensated with "OPS" funds, are not eligible for and cannot be paid Extra State Compensation.  In order to pay those individuals additional compensation above and beyond their normal salary, please contact the Office of Human Resources regarding the use of either a "Personnel Action" form or a "Temporary OPS-Professional Employment Contract".  NEVER use a requisition/purchase order to pay a university employee, whether they are full-time, part-time, permanent or visiting (OPS).

        B.  A&P and USPS employees are required by the Office of Human Resources/Personnel to complete and submit a "Request for Additional State Compensation" form in addition to the ESC Non-Unit Contract.  The form, along with assistance in completing it, can be obtained from the Office of Human Resources/Personnel.  Upon completion, the Request for Additional State Compensation form should be sent directly to the Office of Human Resources/Personnel and the A&P or USPS ESC non-unit contract should be sent to the Academic Budget & Personnel Office.

         C.  All non-tenured faculty, A&P, USPS, and OPS adjunct lecturers being hired to teach graduate level (5000 and higher) courses must be certified by the Dean of the University Graduate School prior to signing an employment contract.  The department chairperson is responsible for either submitting a written (hard copy) request to the University Graduate School (Attention: Dean Wartzok) which includes the following information:

             1)  Employee's name

             2)  Employee's social security number

             3)  Course number (ABC 1234-01)

             4)  Course description

             5)  Employee's classification (Faculty, A&P, USPS, Adjunct Lecturer, etc.)

             6)  Employee's current curriculum vitae (do not send transcripts)

Dean Wartzok may request a copy of the employee's transcripts if his/her curriculum vitae does not provide adequate credentials to teach the graduate level course.  Once the employee has been certified to teach a particular course, he/she may continue teaching that course for up to three (3) years without having to be re-certified. 

    D.  All employees offered ESC assignments must get their respective chairperson's/immediate supervisor's approval prior to accepting the assignment.  The chairperson/immediate supervisor must sign the ESC contract on the line designated "Extra State Compensation Primary Employer Authorization".

II.  What the Academic Unit is Responsible for:

    A.  Confirming the employee has received his/her chairperson's/immediate supervisor's approval for the ESC assignment and for preparing the contract and submitting it to the Academic Budget & Personnel Office prior to commencement of the assignment, when possible.  Determining the type of contract (General Bargaining or Non-Unit) to use in accordance with the employee's pay plan, i.e. A&P (21), Faculty (22), or USPS (23).  Obtaining the appropriate employee information (as it pertains to his/her permanent position) required to complete the contract, preparation of the contract, and routing the ESC contract for the required signatures:  the Dept./Division Head/Grant Project Director,  the Extra State Compensation Primary Employer Authorization (employee's chairperson or immediate supervisor), the Employee, and the Dean/Unit Head.

    B.  Forwarding the ESC contract in a timely manner to the Academic Budget & Personnel (ABP) Office.  The academic units are encouraged to make a xerox copy of ESC contracts prior to forwarding them to the ABP Office.  If the ESC contract is being paid from a Grant account (any account number beginning with a "5"), the contract should be sent directly to the Contracts & Grants Office for approval with a note stapled to the contract to forward it to the ABP Office upon approval.

    C.  Maintaining an on-going data base of each employee's annual ESC assignments for the purpose of responding to audit requests is highly recommended.  In the event of an audit request, ESC earning records should be maintained in such a way that a "hard copy" can be produced for review.

III.  Academic Unit Procedures for Preparation of Extra State Compensation Contracts:

      Determine which type of contract (General Bargaining Unit or Non-Unit) is required and prepare it as follows:

    A.    ESC contracts for A&P and USPS are always typed on a Non-Unit contract.  The type of contract  (General Bargaining or
            Non-Unit) used  for a Faculty ESC contract is determined by the type of contract they are normally paid on (consult the
            employee's Dean's Office).
    B.    Always type in the date in the upper right-hand corner where "Date Prepared" is located.
    C.    Type the name of the employee.
    D.    Type the social security number.
    E.     Type the name of the College/Department of the employee's primary employment.
    F.     Type the account number from which the payment is to be made.
    G.     Type the Principle Employment Place of the employee's permanent position (UP, BBC, Broward).
    H.     Leave the Position # blank.  (A position number will be assigned by the ABP Office.)
    I.      Type the length of appointment (dates of employment).
    J.      Type the number of pay periods (may vary according to the length of employment, or if "LUMP SUM" then type:  N/A).
    K.     Indicate the Salary type. For payment of ESC, OPS should always be "checked" off.
    L.     Calculate the biweekly payment:
                1.  Biweekly payment = Gross salary divided by the number of pay periods.
                2.  If the payment is to be a "lump sum", next to BiWeekly $:  type the whole amount to be paid and the words
                     "LUMP SUM" next to the amount.
                3.  When dates of employment fall in between the normal beginning and ending semester dates, the contract dates
                     must always begin and end on a "week" day, i.e. Mon-Fri.  If the assignment falls on a weekend, the contract
                     dates should begin and end on the Monday following the weekend assignment.
    M.   Rate @ 1.00 FTE will always be the employee's 9 or 12-month annual salary.
    N.    The Contract Rate will always be the same dollar amount as the Gross Salary amount.
    O.    The percentage (%) of FTE is obtained by dividing the Contract Rate by the Rate @ 1.00 FTE (employee's 9 or 12 month   salary) and is to be verified the
            same way, NOT by multiplying the Rate @ 1.00 FTE  X the % of FTE.
    P.    Type in the employee's class code, administrative code, and rank.  Position Type will be "OF" for Faculty, "OA" for A&P,
            and "OU" for USPS.
    Q.    Appointment Modifier (on ESC contracts for Faculty, A&P and USPS) will always be:  "Extra State Compensation".
            Appointment status is "B" for permanent employees, "C" for visiting employees.
    R.    Type in Class Title, and Administrative Title, if applicable.
    S.     Special Conditions statement will always reflect the following:  Course abbreviation(s) and section(s) followed by:
                "This temporary ESC assignment has been approved by the employee's immediate supervisor/chairperson and
                  will not conflict with his/her normal, in-load assignment.  In case of conflict, a substitute will be assigned for
                  any missed classes and/or office hours will be made up.  Verification of these special conditions and employee's
                  degree is being certified by the Dean's signature below.  THIS IS A TEMPORARY ASSIGNMENT/APPOINTMENT."
    T.     If the employee is tenured, then check off  "Tenured".  If the employee is still working towards tenure, then check off
           "Non-Tenure-Earning", as ESC assignments do not count towards tenure.  All A&P and USPS employees are non-
             tenure-earning.  Type in the Tenure CIP Code.  Disregard "Tenure Years Credited".
    U.    Appointment status should be checked-off to reflect the semester within which the length of employment dates occur, as well as the Extra State Comp. box.

The ESC contract is then routed for the Department/Division Head/Grant Proj.Director's signature (the person authorized to sign on the account from the ESC is being paid), the employee's Dean/Unit Head's signature, the Employee's signature, and the employee's Chairperson/Immediate Supervisor's signature (as Extra St. Comp. Prim. Empr. Auth.).  The contract, with all copies intact, should be forwarded to the ABP Office for processing.  Eventually, the pink and goldenrod copies will be returned to the initiating academic unit.

VI.  Cancellation and Superseding Extra State Compensation Contracts:

    A.  Cancellations:  A cancellation memorandum should be addressed to and sent to the Payroll Department as soon as possible,
            with a copy to the ABP Office and the Human Resources Office.  The memo should indicate that it's an "Extra State
            Compensation" contract and include the employee's name, social security number, the semester, the account number, and  most importantly, the effective
            date of the cancellation.

    B.  Superseding Contracts:  The purpose of a superseding contract is to override a previously executed contract that requires
          changes in salary, contract dates, course(s) being taught, or method of payment, i.e. bi-weekly vs. lump sum.

          1.  Contracts cannot be superseded for the purpose of changing an account number from E&G/OPS
               to a Contract & Grant (C&G) account number, or vice versa.
          2.  To switch an E&G/OPS funded ESC contract to a Contract & Grant (C&G) account number, you
               must submit a Cancellation Memo to cancel the original ESC contract.  Additionally, a "Transfer
               of Charges" form should be submitted to the Payroll Department, requesting that all charges previously
               paid from the E&G/OPS account be transferred to the C&G account.  The Transfer of Charges form
               can be obtained from the Contracts & Grants section of the Controller's Office.  A new ESC contract
               reflecting the C&G account number must be prepared, routed for appropriate signatures and then
               submitted to the ABP Office for processing.