Summer Term Resources

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12 Month Employees | 9th Month Employees | Student Employees

Updates and Resources
  • Summer Pay Schedule (Excel File) Please post this in your office and distribute to all employees with a Summer Term Contract.


  • Summer 2009 letter templates have been updated with new legal requirements. Do not use templates downloaded from 2008!


  • New Summer Term Hiring flow chart for Staff and Faculty and Students


  • A pay advance for Summer Term work that begins in June can be made available June 30th if the employee submits a Pay Advance Request Form to the Office of Human Resources.

 

Employing Unclassified employees over Summer Term

Twelve-month unclassified employees employed during summer term fall into one of two procedural categories:

  • Summer Buy-out

If a department will be paying for a portion of a 12-month employee's regular salary in exchange for some of their regular effort, 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

If a department hires a 12-month employee for work in excess of their 1.0 appointment, that department must submit the Overload/Supplemental Compensation Worksheet. Overload must be approved through the Provost Office prior to both presentation to the employee and their start of work. Follow the signature routing indicated on the Overload/Supplemental Compensation Worksheet.


Nine-month unclassified employees employed during summer term are subject to the following:

  • 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.

  • 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 (Part A) and Overload/Supplemental Offer Letter (Part B). Both Part A & B must be submitted together before the Provost's Office will consider approving overload. Overload must be approved through the Provost's Office PRIOR to being presented to their beginning work. Follow the signature routing indicated on the Summer Overload Worksheet.

  • NEW FOR 2009!: Please note that signatures for overload are now required on both the worksheet and the offer letter. Any grant related overloads will require additional justification and possibly agency approval.

  • Research Accounting and Human Resources request that a single letter be submitted for an employee over Summer Term even if the appointment crosses multiple months and has grant funding. This is a change form prior years, in which grant-funded letters were sometimes split for grant/PAR reporting needs.

Summer Term Letters of Offer

These letters are to be used only for current 9-month employees or summer-term only employees who will be teaching or making more than $455 per week:

Hourly wage agreements are appropriate for piece-work and traditional "per hour" or overtime subject employment, and must submit 16th - 15th timesheets to be paid.

 

Employing Students over Summer Term

Students may be hired on either Graduate Assistantships or Hourly Student Wages.

Graduate Assistants who have Summer Term work are subject to the following eligibility and procedures:

  • They must be either 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 and Research website.


Student Hourly who have Summer Term work are subject to the following eligibility and procedures:

  • 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 the PSU Information System. Note that if a student has graduated, he/she may not be hired as any type of student employee unless entering into another PSU program in the upcoming Fall Term.
  • 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.
  • 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.
  • 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.