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Employee Transactions

The Employee Transactions page contains an up-to-date list of procedures for various personnel actions. The different types of actions are listed under each employee type.

  • General Item
    Academic Year or Calendar Year Conversions

    Appointment type is changing from a 9 to 12-month appointment or a 12 to 9-month appointment. Conversions may be Academic Year/Calendar Year or Calendar Year/Academic Year.

  • General Item
    Administrative Stipend

    Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.

  • General Item
    Change Percentage of Time Worked

    Employee is changing the percentage of time worked. The employee must remain at 50%. Benefits eligibility will be impacted if the employee moves to less than 75%.

  • General Item
    Change of Duties - Faculty

    Action to be used when a significant change in duties occurs in a faculty member's current position.

  • General Item
    Classified Staff to University Staff

    Employees wishing to convert from Classified Staff to University Staff should contact Central Human Resources.

  • General Item
    Completion of Degree

    To recognize continued educational attainment, faculty members may receive a base salary adjustment up to $3,000 for completion of the doctorate.

  • General Item
    Cost of Living Adjustment for Washington DC Metro Area

    Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.

  • General Item
    Demotion

    A downward adjustment in salary and/or pay band is considered a demotion. This adjustment may be voluntary or involuntary.

  • General Item
    Discipline/Performance

    Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.

  • General Item
    Eminent Scholar

    Faculty members who have been appointed to fellowships are identified as eminent scholars and may or may not have an additional salary supplement associated with the appointment.

  • General Item
    Employee Recognition Award

    Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.

  • General Item
    Faculty to Staff Conversion - Competitive

    A current faculty member is identified as the successful candidate following a competitive search for a staff position.

  • General Item
    Faculty to Staff Conversion - Non-Competitive

    Action in which a current faculty member is moved to staff position as a result of an approved search exemption.

  • General Item
    Funding Change - Retroactive

    Departments wanting to change funding on a position for pay periods that have already been processed.

  • General Item
    Funding Change for Current/Future Pay Period (Within Department)

    Departments wanting to change current or future funding on a position.

  • General Item
    Funding Change for Current/Future Pay Period by Multiple Departments

    Departments wanting to change a current or future funding on a position that currently has funding that crosses multiple departments.

  • General Item
    In-Band Adjustment

    Staff employees that have acquired new knowledge, skills, abilities and/or certifications or have had a change in duties may be recognized with an in-band adjustment. In-band adjustments are also issued for alignment and retention.

  • General Item
    In-Band Bonus

    An in-band bonus is a one-time payment to acknowledge alignment, change of duties, new knowledge/skills/abilities/certifications and retention.

  • General Item
    Increased Responsibility

    Increased responsibilities are normal and expected aspects of employment. Often adjustments in this category reflect an after-the-fact evaluation of significant changes in level of responsibility and/or employee performance over a significant period of time.

  • General Item
    Leave - Educational Leave with Partial Pay

    Employee is going on leave to complete their formal education goals, usually working towards earning a degree.

  • General Item
    Leave - Research Assignment Leave with Full Pay

    Faculty members that are requesting a research assignment should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave - Return from Leave

    Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.

  • General Item
    Leave - Study Research Leave with Partial Pay

    Faculty members that are requesting study research leave should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave without Pay

    Employee is going on leave without pay for a period of time.

  • General Item
    Mobile Communications Allowance - Add/Adjust and Remove

    Mobile Communications Allowance (MCA) may be issued to those employees that qualify based on the eligibility requirements outlined in the university’s mobile communication device policy.

  • General Item
    Non-Reappointment

    In the cases of faculty members on temporary or restricted appointments for which there is no indicated opportunity for reappointment, the letter of appointment also serves as notice of the termination of employment.

  • General Item
    Organizational Transfer

    A position is moving from one department to another.

  • General Item
    Overload Payment

    P-14A payments to current full-time faculty or staff are authorized only for very specific purposes: participation in continuing education programs or overload teaching (A/P faculty or those faculty teaching in specific, approved off-campus programs).

  • General Item
    Prevailing Wage Determination

    Any adjustment to an employee’s salary that is on an H-1B visa as a result of the prevailing wage rate should be submitted on a P3A-F.

  • General Item
    Promotion - Competitive

    A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.

  • General Item
    Promotion - Internal

    A salaried faculty or staff member is being promoted within the same department.

  • General Item
    Reappointment

    Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.

  • General Item
    Reassignment

    Action in which an employee is being reassigned to a new position within or outside of the department.

  • General Item
    Regular to Restricted or Restricted to Regular

    Action in which any faculty member or staff employee is moving from a regular to restricted or restricted to regular position.

  • General Item
    Retention

    Retention adjustments may be the result of a preemptive offer that is approved by senior management or a competitive offer that has been received from another institution.

  • General Item
    Role Change - Staff

    A significant change in duties is identified as a role change, which may or may not involve a salary adjustment.

  • General Item
    Separation from University

    Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.

  • General Item
    Staff to Faculty Conversion - Competitive

    Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.

  • General Item
    Staff to Faculty Conversion - Non-Competitive

    Action in which If a current staff employee is moving to a faculty position through a non-competitive process.

  • General Item
    Temporary Pay

    Temporary pay is for staff members that are remaining in the same position but are taking on additional duties in either the same pay band or a higher pay band on a temporary basis.

  • General Item
    Tenure Status Change - Non-Tenure Track to Tenure Track

    Action in which a faculty member is moving from a non-tenure track position to a tenure track position.

  • General Item
    Transfer - Voluntary

    Action in which any faculty member or staff employee is transferring to a new position outside or within the same department through a non-competitive process.

Process:

Winter session appointments will made through the Banner EPAF process using a designated winter session position number, and has an employee class code of 9W. This is a one-time payment issued at the end of the term. 

Winter Session payment guidelines can be found here

Approval Documentation:

  • Departments are responsible for maintaining approval documentation for winter session teaching payments. 
  • Departments have the option to track payments on a spreadsheet. If a department elects to do so, the spreadsheet must contain the same fields, including approvals of specified individuals or designees. 
  • The department should be able to produce an approved form or spreadsheet for any winter session payment to support the entry of the EPAF in Banner. 

General Information:

  • Winter session teaching compensation is based on the number of credit hours taught. Faculty members may not teach more than six credit hours during Winter Session
  • Salary calculations are based on the faculty member’s salary as of Dec. 25, 2021    
  • Payday for winter session is Feb.1, 2022
  • Prepayment for winter session teaching is not permitted

Compensation Guidelines:

  • Winter session pay is 3.75 percent of the academic-year salary per credit hour of instruction. 
  • Example: A faculty member earning $70,000 on an academic year contract may be paid up to 11.25 percent (3 x 3.75) of his/her salary ($7,875) for a standard three-credit course. 
  • A higher or lower rate of pay per credit hour may be needed based on enrollment in the course and available funding, however the amount paid may not exceed the limit of 33.33333 percent. 
  • For academic year faculty: no employee may be paid more than 33.33333 percent of his/her Dec. 25, 2021 salary as special payments (e.g., Continuing Education, Winter Session Teaching) during the academic year, Aug. 10 through May 9.
  • For calendar year faculty: no employee may be paid more than 33.33333 percent of his/her Dec. 25, 2021 salary as special payments (e.g., Continuing Education, Winter Session teaching) during the calendar year, which runs Aug. 10 through Aug. 9.

General Information

Summer session teaching compensation for 2022 is based on the number of credit hours taught. The summer salary calculations for teaching and research is based on the faculty member’s salary as of May 9, 2022. 

Summer session is identified in three terms: S1, S2, and S3.

·        S1 is the first 6-week summer session, May 10 through June 24.

·        S2 is the second 6-week summer session, June 25 through Aug. 9.

·        S3 is the full 12-week duration of summer session, May 10 through Aug. 9.

The pay date for faculty teaching S1 is July 1, 2022. The pay date for S2 is Aug. 16, 2022. Pay dates for S3 are July 1 and Aug. 16, 2022.

State budgeting constraints require we continue our traditional payment practices for summer teaching appointments. Pay dates for research faculty follow the semi-monthly salary payroll schedule (see additional information below). Pre-payment for Summer Research and Summer Teaching is not permitted. Appointments must be set up to accurately reflect when the work is completed. No employee may be paid over 16.66666 percent of his/her May 9, 2022, academic year salary per term and 33.33 percent for summer Sponsored Research or Sponsored Research and Teaching combined. 

Current academic-year faculty members should not receive an offer letter for summer session, as these activities are viewed as a continuation of the academic-year faculty member’s appointment. Non-Virginia Tech faculty should receive an offer letter for summer session activities. Departments should complete a P-160 Part-time Temporary Wage Faculty Appointment letter for any individual holding a summer session appointment who is not currently an academic-year salaried faculty member. 

For any faculty member who is not a current university employee, please ensure that the I-9criminal background check, and tax forms are completed. 

Summer Session Payroll-Research 

Faculty will be paid on the semi-monthly salary payroll schedule for research. This process provides faculty the ability to better match the periods in which the effort was performed to the pay periods funded by the sponsor, as required by federal regulations. Following are some key points related to summer research appointments: 

·       Summer research appointments will be made via the EPAF (Electronic Personnel Action Form) process using the employee class code of 9B (Non-Inst PT Temp Fac/Sum Res). 

·       Summer research effort can be spread over multiple salary pay periods via partial appointments to enhance matching of pay with the period when effort was performed. 

·       Departments should ensure that EPAFs are entered and approved by the established entry deadline based on the salary payroll schedule. If the work is being completed and paid over multiple pay periods, the EPAF should be submitted by the deadline of the first pay period the employee should receive payment.

·       Salary savings of institutional funds generated during the academic year from effort funded by sponsored projects can be used to fund summer effort for institutional activities not related to sponsored projects (such as writing proposals, course preparation, serving on committees, etc.) during the summer pay periods. 

·       Faculty members should not be paid from sponsored funds for 100 percent of any pay period, due to Federal Contract Compliance requirements. In rare circumstances, this may be required, but during this pay period, the faculty member may not be engaged in any other activities (such as writing proposals, course preparation, service on committees, or taking time off.) See Faculty Handbook Section 2.11.4.1 Summer Appointments. 

·       Summer session research per pay amounts cannot exceed the academic year per pay amount. For example, if a faculty member’s salary is $45,000 and they are in a nine-month appointment, the summer session per pay may not exceed $2,500 ($45,000/18 pay periods=$2,500). Faculty members in a 10-month appointment have a pay period factor of 20; those in an 11-month appointment have a pay period factor of 22. Faculty members that receive an ES or AS stipend would have those earnings included in his/her calculation for the per pay limit. For example, if a faculty member has a base job of $50,000 and an AS job of $5,000 and is in a nine-month appointment, the summer session per pay may not exceed $3,055.55 ($50,000+$5,000=$55,000/18=$3,055.55). 

Summer Teaching Session Calculations 

Maximum summer session pay is determined by each college. If a faculty member is paid more than 16.6666 percent during one summer term, the department and college must ensure that the faculty member does not earn more than 33.33333 percent total for both summer sessions. This includes payment from all sources. 

The salary ceiling limit for summer 2022 is set by each college. Faculty members earning salaries higher than the established ceiling limit may not receive higher compensation than the college’s ceiling limit allows. No faculty member may teach more than six credits per summer term or nine credits for the entire summer. The salary for those teaching the maximum of nine credits may not exceed the 33.33 percent overall limitation on summer earnings. 

Instructors who are not current employees should be paid at a rate equivalent to the average annual academic year salary for instructors in the discipline. Non-Virginia Tech faculty at other ranks should be paid at rates comparable for faculty of that rank. And colleges and departments may set standard course pay rates that apply for all who are assigned to teach. 

Reminder: Departments will enter summer teaching session appointments through the EPAF process in Banner using the positions established for employee class codes of 8A and 8B. This is the same process that has been used previously and instructions can be found in the HR Banner Enterer Manual–Summer Session Teaching Appointments. Position numbers can be identified on the NBIPORG screen. If you need a position established, contact the HR Service Center at hrservicecenter@vt.edu or 540-231-9331.