The summer premium process involves employees who are scheduled to work less than 12 months in the academic year and determines eligibility for summer insurance impacting how the applicable summer premiums are handled.
Employment actions potentially impacting summer premiums
The below list of employment actions potentially impact summer premiums and require an EPA document or communication to Benefit Services prior to the below established deadlines to ensure accurate summer premium calculations and eligibility.
- Add an additional summer appointment to an individual who was budgeted for 9 or 10 ½ months resulting in the employee receiving a paycheck each month during the summer. Must indicate the summer appointment duration and effort level.
- Terminate an individual who is in an appointment for less than 12 months (Any terminations occurring during the summer months).
- Retire an individual who is in an appointment for less than 12 months. (Any retirements occurring during the summer months).
- Reduce the appointment of an individual in a 12 month appointment to an appointment less than 12 months
Summer premium process timeline
The timeline will be updated each fiscal year to provide specific dates related to the payroll processing calendar.
- Budget process – Ensure that appointment terms are as accurate as possible for new fiscal year appointment durations.
- January – Send initial communications to department staff reminding them of the summer premium process from a budgeting standpoint and to begin soliciting information related to any applicable future employment changes that may impact the summer premium process.
- April – Communications through HR Liaison Network News to cover summer premium process requesting departments to process EPA documents or notify Benefit Services of employment actions potentially impacting summer premiums process.
- April 11 – Deadline to have EPA documents processed for employment actions impacting summer premiums OR to submit the Excel file to Benefit Services prior to the summer premium notifications to employees.
- April 15 (approximate date) – System Benefits Administration will send a notification to all employees in less than 12 month appointments to explain their summer premiums and the amount that will be deducted from their May paycheck.
- May 5 – Deadline for BIWEEKLY paid employees to have EPA documents processed for employment actions impacting summer premiums OR to submit the Excel file to Benefit Services prior to the summer premium calculation on the May 12 paycheck.**
- May 19 – Deadline for MONTHLY paid employees to have EPA documents processed for employment actions impacting summer premiums OR to submit the Excel file to Benefit Services prior to the summer premium calculation on the June 1 paycheck.**
- May-August – As necessary, EPA actions for terminations of employment for employees in appointments less than 12 months should be processed once the department is notified they no longer intend to return to employment with your department. EPA should be completed within 2 business days of the notification with a reference to the date the department received the notification in the EPA comments. The termination date on the EPA will be the last date of the active appointment. See University SAP for more information on the EPA processing requirement.
**Departments are responsible for explaining to the employee the impact of employment changes on summer premiums after the summer premium notifications have already been generated.
Funding Source for Summer Premiums
Eligible employees who are in less than 12 month appointments will have their summer insurance premiums charged proportionately to the account(s) on which their May earnings were processed, even if they are put in a separate summer appointment. Note: The employee must be working on the sponsored project to have his/her summer insurance charged to the project (SRS flag = Y on screen 6).
IMPORTANT NOTE: If a change in the funding account for the summer insurance premiums is necessary, please submit a memo with the employees’ name, UIN, the correct account to update and apply the insurance premiums and the time period for the applicable change. Submit signed memo with appropriate signature authority to Tax Compliance and Reporting, Mail Stop 6003, Attn: Karen McDade by May 16.
FY17 Payroll Dates
Paychecks including the summer insurance deductions:
- Bi-weekly Payroll – May 12 & May 26
- Monthly Payroll - June 1
- Process Worksheet Prior To Notification to be used PRIOR to the summer premium notifications to report employment changes to Benefit Services for actions that are not fully processed through EPA processing.
- Process Worksheet After Notification to be used AFTER the summer premium notifications to report any final or last employment changes to Benefit Services for actions that are not fully processed through EPA processing or included in the initial report submitted prior to notifications.
- Summer Insurance Premium Q&A for employees