P14 Procedures
The Adjunct and Wage Faculty Payment Process (also called P14 payments) is typically used to compensate faculty members and classified employees, when hired as wage faculty, for professional services performed in support of instruction or research on a part-time, temporary basis. A stipend amount is paid on a per pay period basis over the course of the work or as a one-time payment, as appropriate. Wage faculty payments are only appropriate for the types of work that would qualify as exempt executive, administrative, or professional duties under the Fair Labor Standards Act (FLSA) and are not duties normally performed by staff employees.
- Department determines if need is appropriate for P14 payment.
- Department makes arrangements with employee to perform services.
- Department ensures appropriate documentation of employee credentials.
- Department determines the correct class code to be entered in HR Banner.
- Department and employee complete and sign paperwork.
- Employee completes and submits conviction/driver check form if appropriate.
- Department enters and approves appointment using HR Banner.
Additional P14 Actions: - Department changes the pay rate or FTE of a P14 using HR Banner.
- Department terminates a P14 using HR Banner.
How to: Detailed Steps
Step One: Department determines if need is appropriate for P14 payment.
It is critical that the type of employment be reflected correctly. Departments are advised to review Policy 4296, Adjunct and Wage Faculty Payments and work with their HR Representative to ensure that they select the most appropriate payment method for the work performed. Also refer to the Faculty Handbook for specific policies regarding additional compensation for current salaried faculty employees
The following faculty services are appropriate for compensation through the P14 payment process:
- Payments to individuals participating in non-credit instructional programs through Continuing and Professional Education.
Payments to full-time salaried employees for teaching credit courses on an overload basis in accordance with relevant university policies (4071, 4072, and Faculty Handbook). - Payments to adjunct teaching faculty members, including retired faculty and classified staff, for providing credit instruction on or off-campus. Adjunct faculty members typically have no other salaried employment with Virginia Tech.
- Payments to full-time salaried employees for teaching credit courses on an overload basis in accordance with relevant university policies (4071, 4072, and Faculty Handbook).
- Payments to current faculty and staff employees participating in university-sponsored consulting activities (Technical Assistance Program) coordinated through Continuing and Professional Education.
- Payments to individuals employed as part-time, temporary faculty members, including retired faculty, for administrative, instructional support, research, extension, or outreach activities. This category also includes payments to academic year faculty members who perform non-instructional duties during the summer.
- One-time payments such as approved faculty bonuses and payments to current Virginia Tech employees, which would otherwise be paid as an honorarium. (Payments for approved bonuses are entered by Human Resources).
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Step Two: Department makes arrangements with employee to perform services.*
The department locates a candidate to perform the service and completes negotiations of arrangement and gives candidate a formal offer letter (see sample letter - P160).
The selected employee completes the Wage and P14 Employment Information Supplement (P12-W).
Employee completes and submits conviction/drivers release form to Human Resources. If no check is required, Hiring Official should review self disclosed convictions on the P12-W form. Contact Human Resources to discuss any items of concern.
* Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Step Three: Department ensures appropriate documentation of employee credentials.
The Southern Association of Colleges and Schools accreditation process requires the University to employ adjuncts for teaching that have at least the minimal academic credentials required of all teaching faculty for the level they are teaching. Generally, the earned doctorate or terminal degree in the field is required. Instructors teaching lower division courses must hold at least a master's degree in the field. Under exceptional circumstances, professional experience for academic credentials may substitute but must be documented. Credentials for teaching adjuncts are to be reviewed, certified, and retained by the department. See the Faculty Handbook, Section 2.5.2 for more detail.
In addition, wage faculty appointments to positions viewed as administrative and professional would similarly require an advanced degree or training and work experience at a level that equates to an advanced degree. See the Faculty Handbook for more detail.
Adjunct or wage faculty appointments for research faculty should follow the guidelines for academic credentials included in the definitions of those various titles as stated in the Faculty Handbook.
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Step Four: Department determines the correct class code to be entered in HR Banner.
When setting up your P14 appointment, select the correct position type from the following employee class code descriptions assigned to position numbers set up for your department:
9A (Instructional PT Temp Adjunct)
9B (Non-Inst PT Temp Fac/Sum Research)
9C (Continuing Educ PT Temp Faculty)
9D (T/R Wages One Time Payments)
9T (Technical Assistance Program)
*P14 positions must be monitored so that filled positions are counted and reported to ensure that we remain in compliance with our Maximum Employment Level. Refer to Policy 3850, Management of Internal Position Allocations for more information.
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Step Five: Department and employee complete and sign paperwork.
- Department completes the Part Time Faculty Appointment Authorization For Payment P14A, obtains appropriate signatures, and maintains the form in accordance with the retention schedule established by Records Management.
- Employee completes P12-W, W4 and VA4 tax forms.
- Department and employee complete the I-9 form.
- Department makes a copy of the employee's social security card, as appropriate.
- Department submits W4, VA4, I-9, and copy of social security card to the payroll office (0339).
- For wage faculty, the P12-W and a copy of the offer letter must be kept as part of the employee's file.
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Step Six: Department enters and approves appointment using HR Banner.
Each department should have at least one person who has access and has had training to enter actions in the HR Banner system. Detailed entry instructions are available online (Enterer's Manual) in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the entry steps.
Each department should also have at least one person who has access and has had training to approve actions in the HR Banner system. Detailed approval instructions are also available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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Additional P14 Actions:
Department changes the pay rate or FTE of a P14 using HR Banner.
Each department should have at least one person who has access and has had training to enter status change actions in the HR Banner system. Detailed entry instructions are available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the status change steps.
Each department should also have at least one person who has access and has had training to approve status change actions in the HR Banner. Detailed approval instructions are also available online in the Resource Guide. In addition, HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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Department terminates a P14 using HR Banner.
Each department should have at least one person who has access and has had training to enter job end actions in the HR Banner. Detailed entry instructions are available online in the Resource Guide. In addition, HR Service Center at (540) 231-9331 can provide assistance with the job end steps.
Each department should also have at least one person who has access and has had training to approve job end actions in the HR Banner system. Detailed approval instructions are also available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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Related forms -
- Wage and P-14 Employment Information Supplement (P12-W)
- Sample Letter for Part-Time Temporary Wage Faculty Appointment (P14)
- Part Time Faculty Appointment Authorization For Payment P14A
- Conviction Check Release Form
- Driver's Check Release Form
- I-9
- VA4
- W4
- Faculty Handbook
- Policy 3850, Management of Internal Position Allocations
- Policy 4296, Adjunct and Wage Faculty Payments
- Policy 4060 Background and Driving Record Investigation
- Records Management Retention Schedule
- Why do I need to make the effective date of the P-14 the first day of a pay period, and the ending date the last day of a pay period?
To avoid having to calculate the pay to come out to an even amount per pay. If you don't use the first and last day of a pay period, Banner will automatically prorate the payment amounts.
- What amount do I enter in the regular rate field during the PAF process?
Type the amount of pay per pay period. Typing the total amount to be paid can result in an overpayment if it doesn't get caught by Human Resources before payroll runs.
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