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Academic Personnel Services APS
  1. Academic Personnel Services
  2. Compensation
  3. UC Path Academic Job Aids
  4. How to Process Academic Additional Pay

How to Process Academic Additional Pay (or Intercampus Employment) - FRAP, OTP/MLA, and Overload Teaching

 Please review the Sources of Additional Compensation that may be received by academic appointees in eligible series, which includes links to relevant policy and guidelines. The below guidance is process-oriented. 

KBAs and UPKs

Pre-Process Overview - All Types

  • Any action entered in UCPath should have formal approval before entry. 
  • Consult academic policy and program guidelines and approval restrictions.
  • Determine appropriate pay dates and contact the approval office if you have pay frequency or UCPath entry questions not covered here.

System Steps - How to Process a Faculty Recruitment Allowance

Overview 

See the Faculty Recruitment Allowance Program (FRAP) guidelines and eligibility requirements before entry. FRAP payments for eligible expenses may be processed as either one-time or recurring additional pay depending on the faculty member’s preference. FRAP additional pay is issued on the eligible faculty job. 

 Taxation Considerations:  

In calculating taxes for FRAP,  UCPath uses the supplemental method if paid separately, and the aggregate - annualized method if paid with other earnings. The URLs to the applicable IRS and CA State tax tables are below: 

 As FRAP payments are issued by the UCPath Center, we have no ability locally to calculate/predict individual taxes for FRAP payments. Alert employee prior to payment processing that taxation can be upward of 40% in some cases, depending on the individual's circumstance, and they may choose to adjust their W-4 withholding elections prior to requesting such payments. 

Pre-Process: Faculty Recruitment Allowance 

  • Under no circumstances can the payment be issued in advance of the hire date. 
  • Ensure the faculty appointment has been accepted and an approved hire has been processed in UCPath. This hire must be fully processed before you can set up additional pay in PayPath.
  • Further, FRAP additional pay must be initiated and approved at least a day before the Employee Data Change deadline.  
  • Add funding for the FRA Earn Code on the eligible faculty position. 
  • If you are going to request an off-cycle check, counsel the faculty member on processing time.  
  • For additional information, please visit Faculty Recruitment Allowance Program (FRAP).

System Steps: Faculty Relocation Allowance 

1. Navigate to PeopleSoft Menu > UC Customizations > UC Extensions > PayPath Actions  
2. Enter search criteria on the Find Existing Value tab 
3. Click the Search button and select the employee record you need to update 
4. Click the Additional Pay tab 
5. Enter the Effective Date for the additional pay; this is the beginning of the pay period the payment will be issued 
6. Enter Earnings Code = FRA 

7. Enter the End Date and/or Goal Amount; these fields indicate when the additional pay will stop 

For one-time FRA, always enter both an End Date and a Goal Amount. The end date is the last day of the pay period the payment will be issued. 

For recurring FRA, only an End Date or a Goal Amount is required but both may be entered. The pay will stop when the Goal Amount  is reached or on the End Date, whichever comes first 
8. Enter the Pay Period Amt; this is the amount that should be distributed each pay period 

Note: For one-time pay, enter the total amount to be paid. 
9. Select Reason = New Additional Pay 

10. Do not change the Prorate Additional Pay checkbox.

11. Click on the Job Data tab; use the Job Data Comments field to describe the transaction 

12. Click the Additional Pay tab; enter Initiator Comments for your approver and click the Save and Submit button 

Next Steps 

  • No new PayPath transactions on an employee record can be submitted until the current transaction has been approved or denied.  
  • The Pending Additional Pay link in the upper right-hand corner of the Additional Pay Data tab will be available to view details on the day after the additional pay transaction was approved. 
  • The Payroll Processing Calendar deadline for PayPath transactions is the Employee Data Change Deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.  

 Processing Repayment, in the Case of Separations:  

Repayment of FRAP due to separation from the university is handled according to terms established in an appointee’s signed Memorandum of Understanding and is not a transaction processed in UCPath.  

Repayment calculations are determined by the department in consultation with Academic Personnel Services Academic Compensation. 

 Procedures 

1. If an employee is responsible for repayment, the employee writes a check made out to U.C. Regents and submits to the department. 

If an institution has agreed to reimburse UCSD on behalf of the faculty member, they may do so by writing a check made out to U.C. Regents and submits to the department. 
2. Department will notify the Director of Academic Compensation that repayment has been received and await an email confirmation of receipt to move forward. 
3. Upon confirmation of receipt, the department will deposit the check following the established campus procedure.

 

System Steps - How to Process Interlocation Multi-Location and One-time Payments

Multi-location appointments include honoraria and other one-time payments as well as employment actions. For entry in UCPath, both require the preapproval of an Inter-Location One-Time Payment and Multi-Location Form. For additional guidance on the process of securing form approval and related restrictions, consult Inter-Location One-Time Payments (OTP) and Multi-Location Appointments (MLA)

 Pre-Process - Inter-Location One-Time Payments 

  • Secure form approval via guidance above
  • Review the Person Organizational Summary page for the individual you are hiring to have a complete understanding of the employee’s current employment and status  
  • Review the Template Transactions – Action Reason Codes and Descriptions job aid on the UCPath Help Site for Transactional Users to ensure you utilize the correct reason code on your template transaction 
  • Review the Payroll Processing Calendar to ensure you submit your transactions in time for approval before the Employee Data Change deadline 
  • Remember, Additional Pay cannot be added on the hire template; the hire must be processed before Additional Pay can be added in PayPath, and may be entered in advance of the intended pay period 

 

System Steps: Inter-Location One-Time Payments 

1. Host Department creates a Position in UCPath using the appropriate temporary Job Code; refer to the form for the appropriate Job Code 

Note: Review FLSA Status between the employee's existing job and the new one you are setting up and reconcile if needed. 
2. Assign funding to the new position using UC San Diego funding source(s) 

Note: HR initiator may need to partner with a funding initiator to coordinate entry of position funding 
3. Hire employee into the new position using the appropriate Concurrent Hire template (e.g., Academic Concurrent Hire template for academic honoraria): 
  •  FTE = 0  
  • Enter Expected Job End Date = last day of the pay period in which they will receive the one-time pay 
  • Check the End Job Automatically checkbox 

Notes: There is an Additional Pay tab on the hire templates, but as of the creation of this job aid, that tab is not working. Additionally, the form must be attached to the template. Finally, note in the template comments that this is a 0 FTE job and payment will be issued as Additional Pay after the Concurrent Hire is processed. 
4. Once the hire is processed by UCPC (1-4 business days), set up the one-time additional pay in PayPath: 
  • Choose New Additional Pay as the Reason 
  • Enter the full amount to be paid as the Pay Period Amount and the Goal Amount 
  • Use the full month pay period as the Effective Date and End Date (e.g., 10/1 – 10/31) to avoid proration 

Note: For retroactive dates, retro pay will not be generated unless a paycheck has been issued for those earnings dates. In that case, you will need to submit through One-Time Payment Request or Off-Cycle Pay Request. When submitting a One-Time Payment request, select Interlocation One-Time Payment from the Reason Code field. Follow the instructions in the Submit One-Time Payment Request on the UCPath Help Site for Transactional Users.  
5. After the payment has been distributed to the employee, verify the employee has been terminated from the UC San Diego job. 

Note: Both the Concurrent Hire and Additional Pay transactions must both be fully processed by the Employee Data Change Deadline in order for the employee to receive the pay on time. If you are not able to meet the deadline, you may need to extend the Appointment End Date so that the employee is not auto-terminated before the payment is received. 

 Next Steps 

  • Check the Transaction Status page, once your entry has been approved or denied locally. You can also review UCPC comments and clone your transaction from this page 
    • Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Transaction Status 
  • Local approver comments can be viewed on the SS Smart HR Transactions page 
    • Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > SS Smart HR Transactions 

 Note: UCPC’s Job Aid for Interlocation One-Time Additional Pay refers to the UPAY644-T form which does not exist in the Forms Library. Per UCPC, the Inter-Location One-Time Payment and Multi-Location Form can be used for the one-time pay process and can be found in the UCPath Forms Library under the Human Resources section.

Overview – Multi-Location Appointments 

A Multi-Location Appointment (MLA) occurs when an employee is simultaneously employed by two or more UC Locations. After form approval, the campus that appoints the employee on an additional basis in UCPath is the  Host. Examples of UC San Diego as Host: 

  • UC San Diego funds a UC Berkeley PostDoc for a quarter. UC San Diego is the Host Location and UC San Berkeley is the Home Location. 
  • UNEX appoints an instructor for one year who is currently employed by UCLA.  
  • An individual holds an Associate Professor position at UC Davis at .25 FTE as well as an Associate Professor position at UC San Diego at .50 FTE.  

 Policy: Academic appointment and review policies and processes must be followed in addition to the processing of the MLA form. Compensation is determined by the type and length of the appointment. 

 Approval Authority: Approval authority will depend on the type and length of appointment. 

 Note: Long-term MLA appointments may also require an MOU depending on the type of appointment. At UC San Diego, Academic Personnel will coordinate with the appropriate office of Appointment Authority (Graduate Division, Office of Research Affairs, Postdoctoral Affairs etc.) as necessary. Campus Human Resources serves as the Host/Home Personnel Office for staff titles. Check the guidance page linked to above for more information for routing by proposed title.

 Pre-Process – Multi-Location Appointment


  • Review the Person Organizational Summary page to ensure you have a complete understanding of the employee’s current status and effort. For teaching assignments, the home and host departments should coordinate well in advance of the impacted academic year, before intercampus forms are prepared or host campus appointment letters are issued.
  • Before UCPath entry, ensure the appropriate recruitment process is complete, the position has been accepted, and the form has been approved by all parties.
  • Review the Template Transactions – Action Reason Codes and Descriptions job aid on the UCPath Help Site for Transactional Users to ensure you utilize the correct reason code on your template transaction 
  • Review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline 
  • Remember, Additional Pay cannot be added on the hire template; the hire must be processed before Additional Pay is added in PayPath. 

 

System Steps: Multi-Location Appointment 

1. After securing an approved MLA form and ensuring the appointment acceptance, create a Position in UCPath using the appropriate Job Code 

Note: Review FLSA Status between the employee's existing job and the new one you are setting up and reconcile, if needed. 

2. Assign funding to the new position using UC San Diego funding source(s) 

 
3. Hire employee into the new position using the Concurrent Hire template: 
  • Enter at the appropriate FTE  
  • Enter the appropriate compensation 
  • Enter the Expected Job End Date  
  • Check the End Job Automatically checkbox 

Note: In the template comments indicate this is a 0 FTE job and payment will be issued as Additional Pay after the Concurrent Hire is processed. 

 Next Steps 

  • Review the status of your transaction on the Transaction Status page once it has been approved or denied locally; here you can also review UCPC comments and clone your transaction 
  • Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Transaction Status 
  • You can review local approver comments on the SS Smart HR Transactions page 
  • Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > SS Smart HR Transactions 

 

System Steps - How to Process Overload Teaching

Overview 

Overload Teaching is governed by Overload Teaching Guidelines. Overload Teaching Request are eligible for UCPath entry after an approved application on this form is secured.

 Pre-Process - Overload Teaching Payments 

System Steps: Processing Approved Actions for Overload Teaching

1. Navigate to PeopleSoft Menu > UC Customizations > UC Extensions > PayPath Actions  
2. Enter search criteria on the Find Existing Value tab 
3. Click the Search button and select the employee record you need to update 
4. Click the Additional Pay  tab 
5. Enter the Effective Date for the additional pay; this is the beginning of the pay period that the payment will be issued 
6. Enter Earnings Code = ACN

7. Enter the End Date and/or Goal Amount; these fields indicate when the additional pay will stop 

Always enter both an End Date and a Goal Amount. The end date is the last day of the pay period the payment will be issued. 

8. Enter the Pay Period Amt; this is the amount that should be evenly distributed across all months of the applicable pay period (9/9 or 9/12) for the related quarter.  
9. Select Reason = New Additional Pay 

10. Do not change the Prorate Additional Pay checkbox.

11. Click on the Job Data tab; use the Job Data Comments field to describe the quarter and assigned course/s as well as the total pay expected.

12. Click the Autoterm box to ensure this limited-term appointment does not create an overpayment.

12. Click the Additional Pay tab; enter Initiator Comments for your approver and click the Save and Submit button 

Next Steps 

  • If you are going to request an off-cycle check, follow instructions in the How to Request Off-Cycle Pay job aids on the UC San Diego KBA.
  • No new PayPath transactions on an employee record can be submitted until the current transaction has been approved or denied.  
  • The Pending Additional Pay link in the upper right-hand corner of the Additional Pay Data tab will be available to view details on the day after the additional pay transaction was approved. 
  • The Payroll Processing Calendar deadline for PayPath transactions is the Employee Data Change Deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.  

 Processing Repayment, in the Case of Class Cancellation

In the case that an overload course is paid for and the appointee does not meet their assigned load at any time during the academic year, follow Overpayment KBA request repayment, per the guidelines.