money

Academic Compensation

Academic Compensation develops, implements, and oversees academic compensation policies and procedures. It facilitates approval processes for requests for additional compensation and recall appointments, provides campuswide training on academic compensation, and produces academic personnel data reports for UCSD, the UC Office of the President, and other constituents.

See the resource pages below for compensation related information on this site:

Guidelines for Processing Specific Compensation Actions: This page includes guidelines for processing honoraria, intercampus one-time payments, IPAs, moving expenses, RTAD appointments, and TJAC requests.

Salary Programs and Scales: This page houses compensation-related campus notices, DOL overtime rule parameters, GCCP information, and current UC San Diego Academic Salary Scales.

Sources of Additional Compensation: This page details sources of additional compensation, guidelines and policy on faculty consulting for UC projects, information on overload teaching compensation, guidelines for processing faculty recruitment allowances, and details about the faculty administrator program.

Payroll Training: This page provides instructions for processing common academic personnel transactions.


Additionally, see drawers below for basic Academic Compensation 101 concepts and links to related tools and resources.

Pay Period versus Service Period

Pay Period:

There are three standard pay period basis paid over designations for academic employees that are assigned based upon the basis of the appointment.

  • 09/09 (academic-year): Pay is issued in monthly installments for work performed during one or two quarters of the academic term. Pay for each quarter is spread over a three-month period, with each monthly payment based on 1/9th of the annual salary. This pay schedule is used for individuals who are hired for only one or two quarters during the academic year. In addition, this pay schedule is used to compensate student academic student employees.
  • 09/12 (academic-year): Pay is issued in twelve monthly installments for work performed for the full academic term. Pay for each quarter is spread over a four-month period, with each monthly payment based on 1/12th of the annual salary. This pay schedule is used for individuals who are appointed for all three quarters during the academic year.
  • 11/12 (fiscal-year): Pay is issued in twelve monthly installments. The pay and service periods are identical. This pay schedule is used for all fiscal-year appointees.

The pay period is the time-frame of compensation.

Service Period:

The service periods for academic year appointees span from the first day of the official fall quarter to the last day of the official spring quarter on the campus Academic and Administrative Calendar.

If an appointee is only appointed for one quarter, the service period for that quarter would be the first official day of that quarter until the last official day.

Daily-Rate Calculations

Occasionally, an academic will be paid for only a partial quarter due to mid-quarter separation. This might occur when someone gets sick. In such cases, either the ill employee gets partial quarter pay and/or a temporary lecturer hired to replace them works a partial quarter. Partial quarter pay might also occur due to a leave of absence. An example is when an individual takes six weeks of paid parental bonding leave and the balance of the quarter is taken as a LWOP.

For academic year appointees who normally work a full year, however, the pay and service periods do not match. Such appointees are expected to be in service during the academic year (mid-Sept thru mid-June) but their pay is spread over an entire twelve month period. This is where the term 09/12 came from where the ‘09’ indicates the basis (academic year) of the appointment and the ‘12’ indicates over how many months the pay will be spread. For 09/12 academics, four months at the 1/12th rate is equivalent to a quarter of pay.

For academic year appointees who work only one or two quarters in a given year, the pay and service periods do not match but they differ from the 09/12 schedule to better align the pay and service dates. Such appointees are expected to be in service during the quarters they are appointed but their pay is issued in 1/9th increments each month. This is where the term 09/09 came from. The ‘09’ indicates the basis (academic year) of the appointment and the ‘09’ indicates over how many months the pay is spread if appointed all year. For academics paid on the 09/09 basis, three months at the 1/9th rate is equivalent to a quarter of pay.

For fiscal year appointees, the pay and service periods match. Any reduction in time or leave impacts pay for the same days of the actual drop in service level. No special handling is required for fiscal year appointees.

All partial quarter earnings or deductions for academic year faculty must be calculated using the daily rate calculation found in APM 600, Appendix 2. Implementing the transaction in the payroll system requires an additional calculation based on actual payroll hours in a month and will require involvement of the compensation specialist and Payroll.  In addition, with the exception of FMLA leaves, the employee will have to pay both the employee and University costs of benefits during a leave without pay. For entering daily rate calculation scenarios and converting service period leave dates to 9/12 payroll entry dates, download the Leaves Daily Rate Calculator tool.

Departmental academic personnel staff should ensure the faculty are aware of the 09/12 and 09/09 implications related to partial quarter service. This will help to avoid retroactivity, payback situations, and benefit disruptions. For example, any leave without pay for Fall quarter must be approved and implemented before the July payroll cutoff to avoid problems. Note that this is two months before the individual begins fall quarter service.

Off-Scale Salaries

The salary for an appointee at a certain rank and step is designated as off-scale if the salary is higher than the published salary at the designated rank and step for the relevant title series. More information regarding the use of off-scale salaries can be found in APM 620.

Here are some common off-scale salary designations:

Above Scale Salaries:

An academic appointee who advances beyond the highest step on the salary scale in a series is considered above scale. For example, in the Professor (ladder-rank) series, the highest step on the salary scale is Step IX, so the next advancement would be to Professor, Above Scale. The honorary, unofficial title of Distinguished Professor (see below) is conferred upon those who achieve the rank of Professor, Above Scale.

Bonus off-scale Salaries:

Bonus Off-Scale Salary increments are awarded in recognition of evaluated excellence in one or more areas under academic review and tend to be the equivalent of a half-step merit on the operative salary scale. They are temporary salary provisions meant to last the duration of one review period.

By-Agreement Salaries:

Often used for visiting or temporary appointments, departments may propose by-agreement salaries for appointees with wages that are not represented by a monthly pay rate on a series salary scale

Market off-scale Salaries:

Market off-scale salaries are additional income that qualifies as an off-scale rate adjustment to an appointee's annual base compensation (without adjustment in rank or step). Market-based salary off-scale salaries are most frequently awarded during recruitments or retentions but may also be awarded as parity, equity, or career-review or promotion related salary awards.

Campus Payroll Training

Academic Compensation payroll training dates will be announced on this site's courses page.  This office offers payroll training for academic actions twice a year.

Previous to taking AP training, you will need PPS Update permissions and to have taken and passed a PPS Update Fundamentals class.