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Escalation Process for Prior Year Request for Summer Salary Payment

Requests for Summer Salary Payment received on or after November 1st for the current calendar year or for prior calendar year(s) will need to be reviewed via the Summer Salary Escalation Process outlined below.

Background

Summer Salary Payments are issued for May XX through August XX (Issued June through September) each calendar year.

To ensure timely and accurate payment, summer salary submissions must be received within UCM’s published Payroll processing deadlines. Submissions should be thoroughly reviewed for completeness and accuracy prior to submission to Payroll Services.

Summer Salary Payment Requests submitted after November 1st of the calendar year requires the completion of an Escalation Questionnaire for Prior Year Request for Summer Salary Payment form (fillable pdf).

Roles and Responsibilities

Faculty

  • Responsible for working with School representative to request Summer Salary Payments on time per the published deadlines on Payroll Services website.
  • Responsible for reviewing earning Statements every pay period to and ensure confirm that there are not any omissions, inaccuracies, underpayments, or overpayments. Anydiscrepancies in pay should be reported to School Representative for review immediately.

School Staff/Representative or RA:

  • Responsible for initiating the paperwork for the issuance of Summer Salary Payment within published deadlines for timely payment.
  • Complete a reconciliation of the Distribution of Payroll Expense Reports at least monthly to ensure accuracy and completeness of expected payroll expense. Please review for any inaccuracies and report any issues timely to the Payroll Services team via appropriate channels.
  • Summer Salary Payment Requests submission after November 1st of the calendar year requires the completion of an Escalation Questionnaire for Prior Year Request for Summer Salary Payment form (fillable pdf). Please include substantiation of funding with appropriate signatures as required. Complete and attach the questionnaire to requests with substantiation of funding.
  • Responsible for the review of the Summer Salary Payment Request, ensuring its accuracy, completeness and adherence to APM policy requirements.

APO

Payroll Services

  • Process the Summer Salary Payment requests received.
  • Review entry input against form submission for data entry errors.

Please note that summer payment requests received after November 1st of each calendar year are considered an exception to the standard processing schedules.

All exceptions to the standard processing schedules will require that the Escalation Questionnaire is completed. The Controller’s Unit and/or VC CFO will use the responses therein to determine if payment should be issued as an Escalated Late Summer Payment request.

Escalation Questionnaire Form

Escalation Questionnaire for Prior Year Request for Summer Salary Payment form (fillable pdf)

Summer Salary Payment Requests submitted after November 1st of the calendar year requires the completion of an Escalation Questionnaire.   

Form instructions:

  • Justification for Late Submissions: Provide a written explanation of why the summer salary request was submitted after the deadline. Be clear and specific (e.g., administrative error, unexpected faculty leave). If your explanation is lengthy, attach a separate page.
  • Funding Verification: Provide proof that the funds were active and available during the time period the summer salary is being requested for.  Check the box on the form once you've attached documentation (such as ledger reports or grant award letters).
  • Effort Reporting Compliance (if applicable) - Complete only if the summer salary was already certified in a prior effort report (i.e., it's been reported to a sponsor). In this section, explain: What the discrepancy is (e.g., amount over/under reported) and How it will be corrected (e.g., through an amended effort report).
  • Certifications Section
    • Research Administrator (RA) Certification. RA Signature required for grant-funded projects (GNT, CNT, NBA).
    • School Finance Office Certification. School finance rep signature required for non-grant-funded projects (e.g., startup funds).
  • Final Review and Determination: Completed by Controller or VC/CFO (after submission).