Summer Session Payroll Processing Guide

The work calendar for AY faculty begins seven days prior to the first day of classes in the fall semester and ends seven days after the last day of final exams in the spring semester. An academic year (“AY”) faculty member is paid a negotiated fee for any assigned work performed beyond the duties concomitant to their appointment. 

The full contract dates and working days for academic year faculty can be found on the EVC Office website.

Summer PAFs are utilized to comply with Board of Regents' (BOR) guidelines and federal grant guidelines. 

• Academic year contract faculty can earn a maximum of 1/3 of their academic year salary over the course of the summer. This includes instructional and non-instructional salary. 
• Instructional pay is paid out based upon BOR working days in the month. 
• Faculty can be appointed for the equivalent of 66 full-time days for non-instructional appointments (i.e., research).
• Faculty cannot earn more than 1/9 of their academic year salary in a given month during the summer for research, regardless of funding source. 
• Faculty may engage in both instruction and research and earn more than 1/9 of their academic year salary in a given month during the summer. 

Annual Update

The Summer Sessions Policies and Procedures, the SSRP Excel upload files, and the Summer PAF are updated each year and are provided accordingly. Please refer to the applicable year's summer sessions documents.

The Summer Session Recurring Payment (SSRP) Excel Upload is the most efficient method for processing multiple summer salary payments for academic year faculty who teach or conduct research during the summer session and meet upload criteria for eligibility. By submitting upload files by the deadline prior to the start of summer term, colleges can make a single submission that includes all known instructional and research payments.

Criteria for Use

1. The SSRP Upload process can only be used for 9/12 (AY) faculty who have an appointment (or approval to work) in the next academic year; and 
2. Have an active appointment throughout the summer. 

Each college is limited to submission of one upload file for instruction and one upload file for research per year. Upload files must be submitted prior to the deadline set by Payroll Services. 

Changes or Additions

1. If changes are needed after the SSRP Upload file(s) have been submitted, changes should be submitted on the Summer Changes form.
2. If a summer session payment was not included on the SSRP Upload file, it must be submitted on an individual SSRP PAF (one per individual/payment).

Consult the Choose PAF section of this guide.

Procedure

There are two separate SSRP Excel upload files: one for instruction and one for research. Each college may submit one upload file for instruction payments and one upload file for research payments. 

On each of the Upload Excel files:

• Complete one row per course being taught during the summer session.
• Complete all white (unshaded) cells, except for Comment 2 and  Comment 3, which are both optional, and can be used for details such as course name, course code, etc. The shaded/bolded cells contain formulas and will auto-populate as needed. 
• For the Instructional file only: The AY Salary should include base salary only and not include special stipends such as administrative stipends and professorships.
• For the Research file only: The AY Salary should include base salary and, under certain circumstances, may include special stipends such as administrative stipends and professorships. Contact EVC staff member Derek Simonsen derek.simonsen@unl.edu for guidance.

Approvals

Each Excel Upload file requires two department approvals. Written authorization attached to the file is acceptable as one approval. The person completing the form cannot also be an approver.

Attachments

• If one of the approvals is written authorization, it must be attached to and submitted with the PAF.
• Supporting documentation that should be retained with the file(s) also must be attached to and submitted with the PAF. 

Submission of Upload files

The SSRP Upload files must be submitted to Payroll Services by the annually set date. See Dates and Deadlines. Files must be emailed to payroll@unl.edu

The SSRP PAF may be used for any summer session payments that do not meet the criteria for the SSRP Excel upload files, which will be primarily late payments (those that were not known or confirmed in time to be included on the SSRP Excel file for direct upload into SAP). 

• One PAF must be submitted per person.
• Instructions for completing the Summer Session PAF are included within the file.
• To avoid duplicate entries, please only include the payments that need to be added and do not include any payments that were already submitted on the SSRP Excel upload file. Duplicate entries cause payroll errors that impact the employee and the University.

Approvals

Obtain two department approvals. Written authorization attached to the file is acceptable as one approval. The person completing the form cannot also be an approver.

Attachments

• If one of the approvals is written authorization, it must be attached to and submitted with the PAF.
• Supporting documentation that should be retained with the file(s) also must be attached to and submitted with the PAF. 

Submission

Submit completed PAF to the monthly SharePoint payroll folder for processing, as described in the Submitting the PAF section of the PAF Manual. The PAF must be submitted by the Payroll Processing Schedule deadlines.

A Summer Session Recurring Payment (SSRP) Changes form must be used to make a change or correction to a summer payment that has already been submitted on an SSRP Upload file, or the individual SSRP PAF; this includes funding changes to already existing entries.

Instructions for completing the SSRP Changes form are included in the file.

Approvals

Obtain two department approvals. Written authorization attached to the file is acceptable as one approval. The person completing the form cannot also be an approver.

Attachments

• If one of the approvals is written authorization, it must be attached to and submitted with the PAF.
• Supporting documentation that should be retained with the file(s) also must be attached to and submitted with the PAF. 

Submission

Submit completed PAF to the monthly SharePoint payroll folder for processing, as described in the Submitting the PAF section of the PAF Manual. The PAF must be submitted by the Payroll Processing Schedule deadlines.

Regular (non-SSRP) PAFs should be used for other summer personnel, including temporary lecturers (Lecturer/t). Consult the PAF Manual for guidance.

Additionally, please contact the EVC Academic Personnel and HR Specialist with questions that fall outside the scope of the Summer Sessions policies and procedures.

Course development payments are processed by college/departments on a Recurring/One-Time Payment PAF. Payment can be processed after the Chair confirms that the course has been developed. Payment will be processed as an overload for faculty at 1.0 FTE and as additional pay for those who are below 1.0 FTE. Payment needs to be paid between the months of May through August (due to budget availability and timelines) but must be processed for the period of time when the work occurred. 

Submission

The procedure for preparing and submitting the Recurring/One-time Payment PAF is available in the Submitting the PAF section of the PAF Manual. The PAF must be submitted by the Payroll Processing Schedule deadlines.

May 8 - Deadline for Summer Upload

The SSRP Excel upload file(s) must be submitted to Payroll Services by May 8 for summer 2026.

Submission dates for all other SSRP forms and PAFs

With the exception of the SSRP Uploads, all other SSRP forms and PAFs must be submitted according to the Payroll Processing Schedule. 

• For example, if teaching during May and June, the deadline to submit the PAF for payment is the May deadline.
• Recurring/One-Time Payment PAFs for summer course development payments must be submitted to Payroll for processing for the period of time when the work occurred, between the months of May to August. 

Refer to the annually distributed Summer Sessions Policies and Procedures for Summer Sessions Dates.