Building partnerships through collaboration.
Summer and Winter State Appointments
Opportunities for summer or winter employment by the state or Research Foundation are available for some individuals who meet the eligibility requirements.
Summer Appointments for State Employees
On this page:
Summer dates are 5/23/2024 through 8/14/2024
Thirteen (13) full weeks begin 5/16/2024
Quick Facts
- There are no benefits associated with summer appointments
- You cannot re-appoint someone to a summer appointment using ePTF
- If a student has graduated, you must create a new appointment
Eligibility
| Employee | Eligibility Criteria |
|---|---|
| Academic Year Faculty | Has an academic year appointment for 2024-2025 Must devote their total effort to the appointed programs for which they are being compensated during the summer period |
| Adjunct Instructor | Only if on the state payroll as Adjunct Instructor for spring 2024 semester |
| Teaching and Graduate Assistants | Only if on the state payroll as Teaching or Graduate Assistant for spring 2024 semester |
| New Summer Appointments | Do NOT currently hold an active state appointment at UB |
Ask an Expert
Contact an HR expert for eligibility questions and special cases such as state appointments of Research Foundation employees.
Lisa Battle
State Appointment Processing
Angela Kuc
Director
State Appointment Processing & Payroll Services
Summer Sessions
In This Section
Academic Year Faculty
Certify Your Appointment
If your appointment is for nine or more weeks, you must certify agreement with the terms of summer employment.
Creating an Appointment — Academic Year Faculty
Complete an electronic Personnel Transaction form (e-PTF)
- Log in to ePTF
- Select Person Search > Select Person > Select Appointment
- Select Type of Change:
- Additional Commitment
- Commitment Type: Regular
- Payment Type: Summer Session
- Number of payments not needed
- Use the employee's academic year title for the summer service appointment
- Beginning and end dates must be between 5/23/2024 and 8/14/2024
- Total appointment length cannot exceed 13 weeks
- First Summer payment will be payroll period 5, check date of 6/19/2024
Compensation — Academic Year Faculty
Payments for summer service may be from state, Income Fund Reimbursable (IFR), Research Foundation(RF) or UB Foundation (UBF) funds or any combination.
- Compensation from all funding sources cannot exceed three-ninths of the full-time academic year base salary (excluding Also Receives or Chair Stipend)
- Funding from state and IFR sources must come from Temporary Services funds
- Appointments that exceed two months of full-time academic year base salary from all sources requires submission of justification of effort certification to the Dean's Office or the Department Chair
Compensation calculations are based on a person's full-time academic-year base salary as of 5/23/2024.
Compute your maximum salary using the percentages in the table and the formula:
annual-salary * maximum allowable percent of academic year salary
| Length of Service | Maximum Percent Academic Year Salary |
|---|---|
| 1 Week | 2.67% |
| 2 Weeks | 5.33% |
| 3 Weeks | 8.00% |
| 4 Weeks | 10.67% |
| 1 Month | 11.11% |
| 5 Weeks | 15.00% |
| 6 Weeks | 16.00% |
| 7 Weeks | 18.00% |
| 8 Weeks | 20.00% |
| 2 Months | 22.22% |
| 9 Weeks | 23.08% * |
| 10 Weeks | 25.64% * |
| 11 Weeks | 28.20% * |
| 12 Weeks | 30.77% * |
| 3 Months | 33.33% * |
| 13 Weeks | 33.33% * |
* Requires submission of Summer Appointment Certification form
Payroll — Academic Year Faculty
Session I — 5/23/24 to 7/3/24 (6 weeks)
| Period # | Payroll Period Dates | Paid |
|---|---|---|
| 5 | 5/23/24 - 6/5/24 | 6/19/24 |
| 6 | 6/6/24 - 6/19/24 | 7/3/24 |
| 7 | 6/20/24 - 7/3/24 | 7/17/24 |
Session II — 6/20/24 to 7/31/24 (6 weeks)
| Period # | Payroll Period Dates | Paid |
|---|---|---|
| 7 | 6/20/24- 7/3/24 | 7/17/24 |
| 8 | 7/4/24 - 7/17/24 | 7/31/24 |
| 9 | 7/18/24- 7/31/24 | 8/14/24 |
Session III — 7/4/24 to 8/14/24 (6 weeks)
| Period # | Payroll Period Dates | Paid |
|---|---|---|
| 8 | 7/4/24- 7/17/24 | 7/31/24 |
| 9 | 7/18/24 - 7/31/24 | 8/14/24 |
| 10 | 8/1/24 - 8/14/24 | 8/28/24 |
Nine Week Session — 5/23/24 to 7/24/24
Ten Week Session — 5/23/24 to 7/31/24
| Period # | Payroll Period Dates | Paid |
|---|---|---|
| 5 | 5/23/24 - 6/5/24 | 6/19/24 |
| 6 | 6/6/24- 6/19/24 | 7/3/24 |
| 7 | 6/20/24 - 7/3/24 | 7/17/24 |
| 8 | 7/4/24 - 7/17/24 | 7/31/24 |
| 9 | 7/18/24- 7/31/24 | 8/14/24 |
Twelve Week Session — 5/23/24 to 8/14/24
Session X — Dates Vary (Non-Standard)
| Period # | Payroll Period Dates | Paid |
|---|---|---|
| 5 | 5/23/24- 6/5/24 | 6/19/24 |
| 6 | 6/6/24 - 6/19/24 | 7/3/24 |
| 7 | 6/20/24 - 7/3/24 | 7/17/24 |
| 8 | 7/4/24- 7/17/24 | 7/31/24 |
| 9 | 7/18/24 - 7/31/24 | 8/14/24 |
| 10 | 8/1/24- 8/14/24 | 8/28/24 |
Adjunct Faculty
Only faculty who held the title of Adjunct Instructor on the state payroll for the immediately previous spring semester are eligible. Use the title Instructor 10 month for the summer appointment title.
Creating an Appointment — Adjunct Faculty
Complete an electronic Personnel Transaction form (e-PTF)
- Log in to ePTF
- Select Person Search > Select Person
- Select Type of Change:
- Add New Appointment
- Payment Type: State/Summer/Winter/Fee
- Add New Appointment
- Click Find Line
- If you have a line number from your CFO,
- Select the job title for the position
- Add the line number
- Select the line
- If you have access permission to choose your own line
- Click the Line Maintenance application
- If you have a line number from your CFO,
- Complete the appointment information
- Beginning and end dates must correspond to payroll periods five through ten (5-10)
- There is no minimum or maximum salary guideline for this appointment
- Enter the total compensation in the salary box on the ePTF
- First Summer payment will be payroll period 5, check date of 6/19/2024
Payroll — Adjunct Faculty
Tax Forms
If there is a form on file it isn’t necessary to submit a new form unless a different marital status or allowances are desired.
Direct Deposit
If a direct deposit account is currently active a new form is not necessary. If the employee has been off the payroll for more than 3 pay periods the account becomes inactive and needs to be reactivated. It isn’t necessary to submit a new form unless the account information has changed. Call HR to get the account activated:
Customer Service
Human Resources
Townsend Hall, South Campus
Phone: 716-645-7777
Appointment must be between start (5/23/24) and end (8/14/24) of pay periods 5-10.
| Pay Period No. | Payroll Period Dates | Check Distribution Date |
|---|---|---|
| 5 | 5/23/24- 6/5/24 | 6/19/24 |
| 6 | 6/6/24 - 6/19/24 | 7/3/24 |
| 7 | 6/20/24- 7/3/24 | 7/17/24 |
| 8 | 7/4/24- 7/17/24 | 7/31/24 |
| 9 | 7/18/24 - 7/31/24 | 8/14/24 |
| 10 | 8/1/24 - 8/14/24 | 8/28/24 |
Teaching and Graduate Assistants
Only Teaching and Graduate Assistants who held the title of Teaching or Graduate Assistant 10 on the state payroll for the immediately previous spring semester are eligible for this summer appointment.
Creating an Appointment — Teaching and Graduate Assistants
Summer appointment titles must be:
- Lecturer (Casual) for Teaching Assistants
- Technical Assistant (Casual) for Graduate Assistants
Graduated Student?
Must be appointed as New Summer
Student Assistant Appointment
Cannot be held in conjunction with this appointment
Complete an electronic Personnel Transaction form (e-PTF)
- Log in to ePTF
- Select Person Search > Select Person
- Select Type of Change:
- Add New Appointment
- Payment Type: State/Summer/Biweekly
- Add New Appointment
- Click Find Line
- If you have a line number from your CFO,
- Select the job title for the position
- Add the line number
- Select the line
- If you have access permission to choose your own line
- Click the Line Maintenance application
- If you have a line number from your CFO,
- Complete the appointment information
- Beginning and end dates must correspond to payroll periods five through ten (5-10)
- There is no minimum or maximum salary guideline for this appointment
- Enter the biweekly amount in the salary box on the ePTF
Compensation
Note: Casual titles that are paid from an IFR account will be charged the fringe rate.
Payroll — Teaching or Graduate Assistants
Tax Forms
The employee doesn't need to submit new federal or state tax withholding forms unless there is a change in marital status or allowances.
Direct Deposit
If the employee has been off the payroll for more than three pay periods, the direct deposit account needs to be reactivated.
Faculty, Staff, TA/GA, Hourly Non-Student and Student Assistant Payroll
For last names A-CQ
For last names CR-HD
For last names HE-LT
For last names LU-PQ
For last names PR-TG
For last names TH-Z
State Appointment Processing
Angela Kuc
Director
State Appointment Processing & Payroll Services
Phone: 716-645-4427
Email: akuc@buffalo.edu
| Pay Period No. | Payroll Period Dates | Check Distribution Date |
|---|---|---|
| 5 | 5/23/24- 6/5/24 | 6/19/24 |
| 6 | 6/6/24 - 6/19/24 | 7/3/24 |
| 7 | 6/20/24- 7/3/24 | 7/17/24 |
| 8 | 7/4/24- 7/17/24 | 7/31/24 |
| 9 | 7/18/24 - 7/31/24 | 8/14/24 |
| 10 | 8/1/24 - 8/14/24 | 8/28/24 |
New Summer Appointments
Individuals who do not currently hold an active state appointment at UB are eligible for this appointment.
Summer state titles can be Lecturer 10 or Visiting Professor 10, although in-house titles may be used.
Active At Another State Agency?
10-month faculty from another state agency must use formulas for maximum compensation
Non-academic staff at another state agency must use Extra Service Request
Creating an Appointment — New Summer
Complete an electronic Personnel Transaction form (e-PTF)
- Log in to ePTF
- Select Person Search
- Select Add New Person
- Select Type of Change:
- Add New Appointment
- Payment Type: State/Summer/Winter/Fee
- Add New Appointment
- Click Find Line
- If you have a line number from your CFO,
- Select the job title for the position
- Add the line number
- Select the line
- If you have access permission to choose your own line
- Click the Line Maintenance application
- If you have a line number from your CFO,
- Complete the appointment information:
- Beginning and end dates may be between 5/23/24 and 8/14/24 (pay periods 5-10)
- The total appointment time may not exceed 13 weeks total
- There is no minimum or maximum salary guideline for this appointment
- Enter the total amount in the salary box on the ePTF
- First Summer payment will be payroll period 5, in check dated 6/19/24
Documentation for the Office of the State Comptroller (OSC)
The Office of the State Comptroller (OSC) may require UB to explain why a summer payment is being paid — what type of work the employee is doing to earn extra funds.
OSC will generally accept the explanation we enter into the general comment section if the payment is under $2500 and not ask for documentation paperwork.
When employees' earnings are over $2500 biweekly they may require more information such as a contract letter the employee signed. If a contract letter isn’t available the department should prepare a memorandum on department letterhead explaining what the employee will be doing during the summer to earn the payment.
| Example Payment Amount | ePTF feedback | Documentation | What to Write |
|---|---|---|---|
| Under $2500 biweekly | None | Write a note in the Notes section of the ePTF | Employee is teaching EAS 207 & EAS 208 for CSEE |
| Over $25,000 ($33.3% annual) | WARNING — Verify earnings amount. Documentation may be required. | Write a memorandum on department letterhead and signed by whomever has authority to approve the appointment | Download an example |
Address the memo to OSC and attach it to the ePTF.
Hire Paperwork — New Summer
Oath of Office Card
Employment Eligibility Verification (I-9) Required for New Employees and Those With Expired I-9
State and Federal Tax Forms
If no forms completed, default status is single with 0 dependents