How to Process Faculty Summer Salary for Teaching and Research

Pre-Process and Overview

Departments are responsible for:

Looking up the employee on the Person Organizational Summary page to check for other active jobs at UCSD or other campuses.
Submitting the transaction in time for approval before the Employee Data Change deadline on the Payroll Processing Calendar
Coordinating correct payment amounts and eligible funding
Important Note: Additional Pay must be entered and approved by the Employee Data Change deadline. Additional pay may be entered in advance of the intended pay period.
For Summer Session related summer salary transactions, please visit Summer Session Appointment and Payroll Guidance for up-to-date training and resources.

System Steps: How to Initiate Summer Session Summer Salary for Lecturers

This job aid describes how to initiate payments to Lecturers in Summer Session.

The Lecturer in Summer Session title is used for non-Senate appointees who teach in Summer Session, including Unit 18, visiting titles, and instructors hired only for the summer.

Create a position using the Job Code = 001550 and FTE = 0

Add funding for the new position using a Blank Earn Code row or rows; all earnings will be from the ACS Earn Code

1. Hire the Summer Lecturer using the appropriate hire template:

New Hire
Rehire
Concurrent Hire

2. On the Job Data tab:

The Job Compensation section should be left blank; do not enter any Comp Rate Codes or Amounts
When you save the transaction, the system will warn you that FTE is 0; click OK
Note in your Comments to UCPC that the employee’s job compensation should be 0 and that the employee will be paid via Additional Pay.
Do not enter additional pay on the Additional Pay tab
You must wait until the day after the Hire template has been approved by UCPC before entering the additional pay
An overnight process runs after approval to assign the appropriate Pay Group that determines the Earn Codes an appointee may be paid on

3. Use PayPath to enter Summer Lecturer salary as a flat-rate amount on the Additional Pay tab:

Effective Date = the date the additional pay should start
Earnings Code = ACS
Enter the appropriate End Date
Pay Period Amt = the amount that will be issued each month

Note: This amount will prorate. It is recommended that you use full pay period dates in the Effective Date and End Date fields. Please review the How to Submit One Time and Recurring Additional Pay Job Aid on the UC San Diego UCPath Job Aid webpage.

Reason = New Additional Pay
Goal = the total amount you want to pay over the full earnings period (from begin date to end date)

Note: If you forget to enter an End Date, the payment will be a recurring payment. The payments will stop once the Goal Amount has been distributed. This is to be used as a safety net to avoid overpayment.

Enter Job Data Comments that explain the full scope of your PayPath action

Special Handling for Cancelling Additional Pay

You cannot delete a pending one-time payment or completely stop a new recurring additional pay on your own. Submit the Recurring Additional Pay Change Request Form to UCPath Center to request the cancellation.

Summer Session for Visiting Professors

Add the Summer Session payment as Additional Pay on the existing Visiting Professor title. Start at Step #4 in the instructions above.

Special Handling for Staff or Fiscal Year Academics Who Teach in Summer Session

Process the hire using the Concurrent Hire template

The FTE of the staff or FY academic job must be reduced during the summer service period dates by an amount equivalent to the teaching contract appointment percentage. Note: FTE on the Lecturer in Summer Session position/job in UCPath will remain 0 since the payment is being issued via Additional Pay
Alternatively, FY academics may choose to forfeit accrued vacation leave, equivalent to the Summer Session payment amount, in lieu of reducing their FTE
Contact Summer Session if that option is requested for assistance calculating the required vacation leave forfeiture
This option will only be allowed if the employee has already accrued a sufficient vacation balance prior to the beginning of the teaching contract
A Unit 18 Lecturer appointed on the 09/12 basis (pay period 7/1-6/30) may work as a Lecturer in Summer Session. Though the pay periods will overlap, the service periods will not. In such cases, the Lecturer in Summer Session would be processed as a Concurrent Hire. The standard 3/9ths summer salary limit for academic year appointees would apply

Next Steps

The UCPath Payroll Processing Calendar deadline for Template transactions is the Employee Data Change deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.
The UCPath Payroll Processing Calendar deadline for PayPath transactions is the Stop Processing PayPath & Position Mngt(5:00 PM) deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.
UCPC processing for template transactions is 1-5 business days
You must wait until the day after the Hire template has been approved by the UCPC before entering the additional pay. An overnight process runs after approval to assign the appropriate Pay Group that determines the Earn Codes an appointee may be paid on
Additional Pay must be entered and approved by the Employee Data Change deadline.

System Steps: How to Initiate Teaching, Research, and Administrative Summer Salary for Professors, Teaching Professors, or Recall Appointees

This job aid describes how to initiate various types of summer salary transactions for Professors, Professors of Teaching, and Recalls.

Pre-Process

Departments are responsible for:

Confirming summer salary plans with their faculty
Ensuring the faculty member’s summer salary does not exceed the 3/9ths limit from all sources
Entering all teaching and research summer salary; faculty administrative summer salary will be initiated by the department that houses the administrative position
Coordinating with other departments/units that may be funding a portion of the summer salary
Coordinating with Summer Session on payment dates and amounts
Looking the employee up on the Person Organizational Summary page to check for other active jobs at UCSD or other campuses
Submitting transaction in time for approval before the Employee Data Change deadline on the Payroll Processing Calendar
Important Note: Additional Pay must be entered and approved by the Employee Data Change deadline. Additional pay may be entered in advance of the intended pay period.

System Steps

These system steps summarize the special steps needed to hire Professors and Professors of Teaching for Summer Salary.

Summer Research

Summer salary for research requires effort reporting and must be issued on a separate job in UCPath

1. Create a position using the appropriate AY – 1/9 Job Code and FTE if one does not exist. If a position from the previous summer does exist, it may be re-used. Update it with the new job code and grade if the faculty member has been promoted.

Reference the job code list to determine the appropriate job code UCOP Job Code List
The FTE is the pay percentage that will be issued each month the job is active; FTE must be changed each month the pay percentage differs
Updating FTE is a PayPath transaction

2. Add funding for the position using a Blank Earn Code row or rows; all earnings will be from the ACR Earn Code

3. Hire the Summer Researcher using the appropriate template:

Use the UC-Rehire_AC template and the Academic Concurrent Hire action reason if the faculty member has received research summer salary in prior years. After you click save and submit, you will be prompted to choose an Empl Record to re-use.
Use the UC_CONC_HIRE_AC template and the Academic Concurrent Hire action reason template only if the individual has not previously received research summer salary. This will create a new Empl Record.

Note: UCPath will not prorate additional pay for partial months unless the employee is terminating or going on a leave without pay mid-pay cycle.

4. On the Job Data tab:

In the Pay Components section, use the following Comp Rate Codes as applicable:
- UCANNL: Use this code if the annual scale rate that will be derived is based on Step
- UCOFF1: Use this code to manually enter annual market off-scale component
- UCDEC5: Use this code to manually enter annual bonus off-scale component
- UCGCYN: Use this code to manually enter NSP annual negotiated salary component
- UCABVE: Use this code to manually enter annual rate (Above Scale Appointees will use this in lieu of UCANNL as there is no scale rate)

Note: There are separate codes for tapered (UCOFF3) or prevailing wage off-scales (UCOFF2)

5. Comp Frequency will default to UC_9M; this will automatically calculate the 1/9th rate for the combined salary components

6. Enter Expected Job End Date as the last day of the month in which the employee will be paid for this summer salary job

7. Select the End Job Automatically checkbox so the summer job will be automatically terminated and avoid overpayment

8. On the Earns Dist tab:

Select By Percent

Use Earn Code ACR on the Earns Dist tab and enter the full (100%) monthly Comp Rate; for NSP participants, the monthly amount in Job Earnings Distribution for Earn Code ACR is the monthly total of all compensation rates on the summer research job.

Note: If you do not use job earnings distribution for summer salaries, the earnings will be mistakenly coded as REG. This will be flagged as dual employment and cause delays. In addition, faculty receive a special 403B benefit for summer salary that will be missed if ACR is not used.

9. Update position funding, if needed

Once the concurrent hire has been processed by UCPC, update the funding if an MCOP worksheet must be used
This would apply to anyone who will be paid on an NIH or CIRM salary cap as well as for all NSP participants.

Summer Teaching

Summer salary for teaching should be added as additional pay to the existing job

Add funding for the Summer Teaching pay on the employee’s existing position using earn code ACS
Use PayPath to enter Summer Teaching salary as a flat-rate amount on the Additional Pay tab:

Effective Date = the date the additional pay should start
Earnings Code = ACS
Enter the appropriate Pay Period Begin and End Dates
Pay Period Amt = the amount that will be issued each month

Note: This amount will not be prorated. For example, if you enter $10K for the period 7/1 – 8/15, it will pay $20K; $10K in July and $10K in August. If prorated amounts are needed, these must be entered as separate one-time additional pay rows.

Reason = New Additional Pay
Goal = the total amount you want to pay over the earnings period (from begin date to end date)
If you forget to enter an Earnings End Date, the payment will be recurring payment; the payments will stop once the Goal Amount has been distributed
This is to be used as a safety net to avoid overpayment
Enter Job Data Comments that explain the action

Summer Administrative Work

Summer salary for administrative work should be added as additional pay to the existing administrative job

Follow the same procedures as Summer Teaching, listed above, but use Earnings Code = ACA

Vist the Faculty Administrator Transaction page for more detailed information.

Recalled Faculty

Emeritus faculty can be recalled to teach in Summer Session.

Note: The total effort for the summer service period, or any given month in the summer, may not exceed 43%. If the Summer Session payment exceeds 43% for one month, the payment may be spread over a two-month period instead.

To issue summer salary for recall teaching, do the following:

Create position, with 0 FTE and BYA salary plan, on the Recall Professor Job Code 1700
Hire using a Concurrent Hire Template
Do not click or tab into Compensation section on the Job Data tab; no Comp Rate Codes or Amounts should be entered on job
When you submit the template transaction, the system will warn you that FTE is 0; click OK Summer teaching payment is entered as flat-rate amount on the additional pay tab as noted above, except the Earn Code for Recalls is ASN.
Note in your Comments to UCPC that the employee’s job compensation should be 0 and that the employee will be paid via Additional Pay.

Faculty Taking a Fall Quarter on Leave Without Pay

Because the Fall Quarter pay period overlaps the summer pay period, additional pay for summer teaching cannot be issued on the professorial job in “leave no pay” status

Note:

Summer research will not be affected as long as that job is not placed on leave
Summer administrative pay may be affected if the administrative job is also put on leave, which is generally the case

To issue summer salary for teaching or administrative service when the faculty member will be on a Fall leave without pay, do the following:

Create a position using the appropriate Professor-AY-1/9th or Prof of Teach-AY-1/9th Job Code (see UCOP Job Code List), FTE = 0, and with the BYA salary plan
Hire using a Concurrent Hire Template
Do not click or tab into Compensation section on the Job Data tab; no Comp Rate Codes or Amounts should be entered on job
When you submit the template transaction, the system will warn you that FTE is 0; click OK Summer teaching payment is entered as flat-rate amount on the additional pay tab as noted above with Earn Code = ACS (ACA for administrative service)
Note in your Comments to UCPC that the employee’s job compensation should be 0 and that the employee will be paid via Additional Pay.

Special Handling for Cancelling Additional Pay

Next Steps

The UCPath Payroll Processing Calendar deadline for template and PayPath transactions is the Employee Data Change Deadline.
UCPC processing for template transactions is 1-5 business days.
You must wait until the day after the Hire template has been approved by the UCPC before entering the additional pay. An overnight process runs after approval to assign the appropriate Pay Group that determines the Earn Codes an appointee may be paid on.
Additional Pay must be entered and approved by the Employee Data Change deadline.

System Steps - How to Process Full-Time Faculty Administrator Summer 1/12ths

Visit How to Process Faculty Administrator Hires, Stipends, and Administrative Summer Salary for Full-time Faculty Administrators for instructions.