How to Process Faculty Administrator Hires, Stipends, and Administrative Summer Salary

This job aid describes how to hire full-time and part-time Faculty Administrators and provide them with cash compensation related to administrative service.

Examples of full-time Faculty Administrator jobs include:

Associate Vice Chancellor
Dean
Provost
High-level Directors of major initiatives (e.g., San Diego Super Computer Center, Qualcomm Institute, etc.)

Examples of part-time Faculty Administrator jobs include:

Department Chair
Associate Dean
Director

KBAs and UPKs

UPK: How to Initiate Reserve/Faculty Abeyance PayPath

UPK: Initiate Return from Reserve/Faculty Abeyance

Pre-Process

After the formal appointment letter has been released and approvals secured, create the position for the Faculty Administrative appointment with the appropriate FTE as described in the table below.

Full-Time Faculty Administrator

Faculty Administrator position FTE = 1.0
Underlying Faculty Position is put on Faculty Abeyance via a PayPath transaction

Part-Time Faculty Administrator

Faculty Administrator position FTE = 0

Compensation for Administrator job is paid via Additional Pay in PayPath

Underlying Faculty job continues to be paid normally, usually at 1.00 FTE

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

If you are hiring into a part-time Faculty Administrator job, remember the hire must process before you can set up the additional pay in PayPath; the additional pay must also be initiated and approved no later than the day before the Employee Data Change deadline

Important Note: Additional pay may be entered in advance of the intended pay period.

System Steps: How to Hire a Faculty Administrator

1. Create a position if this is a new position. Otherwise, reuse existing position for this role.

2. Add funding to the Faculty Administrative position.

3. Navigate to the Smart HR Templates: PeopleSoft Menu > Workforce Administration > Smart HR Template > Smart HR Transactions. Leave the Transaction Type default value of All; click the Lookup Icon in the Select Template field and select the appropriate the UC_CONC_HIRE_AC template

4. Enter the Effective Date; this should be the first day the employee will begin Faculty Administrative duties

5. Click the Create Transaction button

6. Enter the Employee ID

7. Select Academic Concurrent Hire from the Reason Code drop-down menu and click Continue

8. Complete the Personal Data tab. Most of the fields on this tab will default from the employee’s current records and cannot be updated.

If a change is required, have the employee submit changes using Employee Self Service.
In Comments enter any additional information UCPC needs to process the hire

9. Enter information on the Job Data tab 

Enter the Position Number for your position and press Tab; the position-related fields will automatically populate and cannot be updated on the template
The Employee Classification will default based on the Job Code
Enter the Pay Component information:
Full-time Faculty Administrators: as noted on the appointment letter
Part-time Faculty Administrators: issued through Additional Pay as a recurring stipend (STP) and/or flat-rate summer salary payment (ACA)
Compensation Frequency defaults based on Job Code and cannot be changed on the template
Enter Expected Job End Date as specified on the appointment letter for part-time faculty administrator. The auto-term box should be checked so that overpayments are avoided. Note: Appointments and reappointments should be approved in Kuali before UCPath entry and calendared to be processed three months in advance of reappointments or extensions to ensure appointments can be added or extended as needed with no retroactivity
Full-time Faculty Administrators: an end date is generally not necessary

9. Enter information on the Earns Dist tab, if appropriate

Note: If the Comp Rate code entered on the Job Data tab has a mapped Earnings Codes for multiple components of pay, the Job Earnings Distribution section is updated automatically. Refer to the How to Manage Academic Compensation Plans UC San Diego KBA for guidance on setting up the General Campus Compensation Plan and the Health Science Compensation Plan.

10. Click into the Addle Pay tab for entering comments for your approver in the Initiator Comments field. Note: The Additional Pay tab on the hire templates is not working. You will enter the additional pay in PayPath after the hire is processed.

11. Click the Save and Submit button to complete the transaction; remember you must have clicked into each tab to activate the Save and Submit button.

Next Steps

The UCPath Payroll Processing Calendar deadline for template transactions is the Employee Data Change Deadline

After local approval of the transactions, UCPC will review and process the transaction. UCPC’s review and processing will take 1-5 business days. UCPC will cancel the transaction if it is incorrect (e.g., incorrect Reason Code, etc.)

You can review the status of your transaction on the Transaction Status page, once it 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

You can review local approver comments on the SS Smart HR Transactions page
- PeopleSoft Menu > UC Customizations > UC Extensions > SS Smart HR Transactions
Once approved, set up additional pay in PayPath, which must be initiated and approved no later than the day before the Employee Data Change deadline to impact the next monthly check.
Note: Additional pay may be entered in advance of the intended pay period.

System Steps: How to Add a Part-time Faculty Administrator Stipend or Ninth

1. In PayPath, navigate to Additional pay tab of the PayPath record for the relevant faculty administrator appointment.

2. Enter the Earnings Code;

For a stipend, use Earn Code = STP

For administrator summer salary, use Earn Code = ACA. For NSP participants, administrative ninth components are entered at the covered compensation rate.

3. Enter the Effective Date for the additional pay

4. Enter the End Date; this is when the recurring pay will end.

5. Enter the Pay Period Amt; this is the amount that should be distributed each pay period

6. Select the appropriate Reason from the drop-down menu  

7. Do not change the Prorate Additional Pay checkbox.

For mid-month starts, it is a best practice to manually calculate the amount to be paid in the first month and enter that as a separate additional pay transaction; then set up the recurring additional pay for the remaining pay periods

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

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

Next Steps

Once the transaction has been approved locally, you can review the updated information on the Job Data tab in PayPath. 
- No new PayPath transactions on this employee record can be submitted until the current transaction has been approved or denied. 
- Additional pay stipends should be stopped during pay periods of academic leave. Use the KBA for instructions for modifying additional pay to end the current stipend before the leave starts and make a new stipend effective after the leave ends.

Important Note: Additional Pay must be entered and approved by the day before the Employee Data Change deadline to impact monthly pay but may be entered well in advance of the intended pay period.

Systems Steps: How to Process Summer 1/12ths for Fiscal Year Full-time Faculty Administrators

This Job Aid explains how to process 1/12 Summer Research or Teaching Payments for full-time Deans and Faculty Administrators as allowed by APM-240 and APM-246 and other Fiscal Year appointees as per APM 661 and APM 667.

Pre-Process

Check appointee’s vacation balance as the individual must have sufficient accrued vacation time prior to requesting additional compensation for research or teaching. New hires will not have any vacation on the books and thus will not be eligible.

Faculty Administrators, Fiscal Year appointees, and Deans must submit a brief memo to the Executive Vice Chancellor (via Academic Compensation) requesting the payment including:

Amount (1/12th or portion thereof)
Number of hours vacation that will be forfeited
Payment dates
Brief description of the research project or Summer Session teaching

All requests must be annotated with or include the endorsement of the appointee’s direct supervisor.

Fiscal Year academics without administrative positions do not require pre-approval, but schools and/or departments should create internal request guidelines that require the same bulleted information noted above for audit purposes.

Payment and Vacation Deduction Process Notes:

Administrative unit (for deans and faculty administrators) or home department (for non-administrative FY appointees) will process the 1/12th payment in UCPath.

First time: Create position, add position funding, enter concurrent academic hire with JED (set job to end automatically at the end of the payment month.)

Subsequent years: Rehire into Research 1/12th position using same Empl Rec as previous year (set job to end automatically at the end of the payment month), and update update position funding.

Administrative unit (for deans and faculty administrators) or home department (for non-administrative FY appointees) will debit vacation balance in Ecotime.

Vacation deduction is entered in Ecotime for the month corresponding to the payment.

Debits of accrued vacation can occur on all applicable workdays within the designated month, excluding holidays.

System Steps

Research Payments

Create position on research job code.

Create position on research job code (you will re-use this position for subsequent 1/12th research payments)

Create funding on position

If first research payment, submit Concurrent Hire on research job code otherwise submit UC_Rehire_AC and select Empl Rec used for previous payments (selection made at end of transaction)

Set FTE to % of pay to generate the payment you are seeking

Enter Job Earnings Distribution (JED), By Percent, so earnings go to AFR earn code (follow summer salary job aid for faculty research; it is the same process)

Set job to auto-terminate by checking the End Job Automatically box and use an expected job end date for the last day of the month the payment is requested (e.g. 8/31 if the research payment will be for the period 8/1-8/31)

Summer Session Teaching Payments

Create position on Lecturer in Summer Session job code, 001550 (you will re-use this position for subsequent 1/12th summer teaching payments)

Create funding on position

If first summer session payment, submit Concurrent Hire on job code 001550 otherwise submit UC_Rehire_AC and select Empl Rec used for previous payments (selection made at end of transaction).

Set job to auto-terminate by checking the End Job Automatically box and use an expected job end date for the last day of the month the payment is requested (e.g. 8/31 if the research payment will be for the period 8/1-8/31)

Once the hire transaction is approved, enter one-time payment on Additional Pay tab in PayPath using earn code ACS.