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The procedures in this section are designed to assist department staff who prepare summer salary appointments for faculty and who obtain the appropriate authorization. Refer to Appendix I for a summary of the steps in the overall process. Note: Information for department staff who are responsible for PPS entry/update and time reporting may be found in APP Section 9-52.
9-51. Additional Compensation - Appointments and Salary Calculations A. OVERVIEW OF SUMMER SALARY PAYMENT PROCESS Included in this overview are the steps required to determine the type of summer appointment the faculty member should hold. We have created two worksheets for use by departmental staff to assist them in this process. They are the "Summer Service Calculation Guide" (Appendix III) and the "Additional Compensation Worksheet" (Appendix IV). Instructions for completion of the worksheets and their use in the process are described in this section. Department staff will need to contact their faculty to determine if and when they plan to work in the summer. Once that determination is made, there are specific procedures to use for calculation of the salary which differ for academic-year and fiscal-year faculty. STEP
1: Identify the faculty member's pay basis STEP
2: Identify the type of summer appointment needed STEP
3: Calculate the salary STEP
4: Complete the Additional Compensation
Worksheet STEP
5: Obtain Authorization 1. Appointments for Senate Faculty a. Faculty Summer Research Appointments The majority of faculty who receive summer salary are employed to work on sponsored research projects during the summer service period. Professors who work on research projects during the summer should be appointed on the 1/9th equivalent research title code and pay rate for their academic appointment. (For example: An Associate Professor with the Title Code of 1200 should be employed during the summer using the title of Associate Researcher, with the Title Code of 3215.) A list of these title codes may be found in the Salary Scales Section. The Description of Service (DOS) Code of ACR (Additional Compensation Research) should be used to identify these appointments. Research appointments are limited in each case by the terms of the supporting contract or grant. See APP Section 9-50-D, Limitations, for more information. The authority for employment for a third summer month, or 12th month, has been redelegated to the deans. b. Administrative Appointments Department Chairs and Program Directors may receive compensation for summer administrative service. Such appointments should be paid using their 1/9th equivalent professorial title code and pay rate. (For example: An Associate Professor, Title Code 1200, should be paid using Title Code 1203.). A list of these title codes may be found in the Salary Scales Section. Payment for administrative service is normally charged to the department's account and fund and must be paid on sub-2. The DOS Code of ACA (Additional Compensation - Administrative) should be used to identify these appointments. The maximum amount of summer salary to be earned on administrative appointments cannot exceed 2/9ths of the professorial equivalent annual base. Academic-year administrators may, with permission, receive a third ninth of additional salary on a research title. Refer to APP Section 9-50-D for limitations on these appointments. NOTE: If the amount is "by agreement" in nature, the length of the appointment must be adjusted in order to pay the agreed upon amount. The DOS Code of ACA (Additional Compensation - Administrative) should be used. (See APP Section 9-51, Appendix VII.) 2. Appointments for Non-Senate Academics Other academic-year appointees may be employed during the summer service period. Unlike faculty, these appointees are not eligible to receive additional summer compensation paid at the 1/9th rate. Instead, they are paid at the 1/12th rate. Any additional compensation for a third month must be paid from extramural sources and receive prior approval from the Dean. All summer earnings may not exceed a total of 3/9ths of an employee's annual salary from all funding sources. An appointee may receive summer additional compensation if their current appointment has been renewed for the full academic year. The DOS Code of ACM (Additional Compensation - Miscellaneous) should be used to identify and pay all summer research appointments for these appointees. If the duties are administrative (no research) and "by agreement" in nature, the summer appointment should be paid using an appropriate title (e.g., one in the Specialist series), and the DOS Code of ABA (Additional Compensation - By Agreement) to identify and pay these employees. NOTE: Appointees who do not hold full time academic-year (09/12) appointments during the summer service period are not eligible for additional compensation. They must be appointed to an appropriate title, and a DOS code of REG should be used to identify and pay these employees. 3. Salary Calculations - The "57-Day Service Period Method" Payment of summer additional compensation for academic-year professorial appointees conducting research or performing administrative duties, regardless of the funding source, shall be determined using the "57-Day Service Period Method." Professorial appointees are allowed to earn additional compensation during the summer period. The maximum service period for pay entitlement is 57 service days. The 57-day period must fall between the end of the service period of the preceding spring quarter and the beginning of the service period of the following fall quarter. NOTE: There are often more than 57 days between the end of the spring quarter service period and the beginning of the fall quarter service period. The days in excess of the maximum 57 are days in which faculty are expected to perform duties as required to fulfill commitments to the University and to sponsoring agencies.
1. Appointments for Senate Faculty Faculty who are currently employed on administrative appointments and paid on a fiscal-year basis may elect to work all or part of their vacation on research programs or in Summer Sessions. This includes faculty administrators, such as Deans, who are currently paid in the Senior Management Program or faculty administrators, such as Associate Deans, who are paid on a 9/11 split professorial and administrative pay basis. A letter of justification must be filed and approved well in advance of the appointment (no later than June 1). Refer to APM Policy 600-14-d. a. Summer Research Appointments Summer employment supported from extramural funds is limited in each case by the terms of the supporting contract or grant. Refer to APP Section 9-50-D, Limitations, for more information. (1) Deans For administrators who are paid as Deans in Senior Management Group titles, the maximum amount allowed is 1/12th of the Dean's annual salary. The academic-year Professional Research title code appropriate to the individual should be used. In addition, the research appointment should be made "off-scale" since the salary does not match an annual or monthly salary rate on the scale. All employment for a twelfth month must be funded from extramural sources. The DOS Code of ACR (Additional Compensation - Research) should be used to pay and identify these appointments. Memos of justification should be addressed to the Executive Vice Chancellor and sent to Academic Personnel. (2) Associate or Assistant Deans and Directors of Organized Research Units The maximum amount allowed for titles not in the Senior Management Group is 1/11th of the equivalent annual fiscal-year professorial rate. The academic-year Professional Research title code appropriate to the individual should be used. All employment for the twelfth month must be funded from extramural funding sources. The DOS Code of ACR (Additional Compensation - Research) should be used to identify and pay these appointments. A twelfth month may also be funded through Summer Sessions. Such appointments also require preapproval and are in lieu of vacation. The DOS Code of SST (Summer Sessions-Teaching) is used to identify and pay these appointments. Memos of justification should be addressed and sent to the Dean. For Directors of Organized Research Units, the memos should be sent to the Vice Chancellor of Research and Graduate Studies. b. Summer Sessions Appointments Fiscal-year faculty may also earn a twelfth month funded through Summer Sessions. Such appointments also require preapproval and are in lieu of vacation. The maximum amount allowed is 1/12th for Deans who are paid in the Senior Management Group title or 1/11th for other eligible fiscal-year faculty. The DOS Code of SST (Summer Sessions - Teaching) should be used to identify and pay these appointments. Memos of justification for Deans should be addressed to the Executive Vice Chancellor and sent to Academic Personnel. For Assistant or Associate Deans, memos should be addressed and sent to the Dean. Directors of Organized Research Units should forward their requests to the Vice Chancellor for Research and Graduate Studies. 2. Appointments for Non-Senate Academics In general, non-Senate fiscal-year appointees are not eligible to earn additional compensation. In rare and compelling circumstances, exceptions have been made in order to provide instruction for Summer Sessions or for service on special campus outreach programs. Any exception for additional employment is approved in lieu of all or part of the appointee's accrued vacation. Before arrangements are finalized, departments should contact Academic Personnel for advice on the request for exception. If circumstances warrant the exception, a written request, addressed to the Executive Vice Chancellor, should be prepared and forwarded. Such requests should justify the need for the exception and acknowledge the forfeiture of the appropriate amount of vacation hours. The memo with recommendation from the Principal Investigator, if applicable, the Chair, and Dean should be forwarded to Academic Personnel at least one month prior to the begin date of the proposed appointment. The DOS Code for an approved appointment will depend on the duties associated with the appointment. For Summer Sessions, the DOS Code of SST (Summer Sessions - Teaching) would be appropriate. For special projects, departments may use either ABA (Additional Compensation - By Agreement) or ACM (Additional Compensation - Miscellaneous) depending on the funding source and the nature of the project. Refer to Appendix VII for a complete listing of applicable DOS codes.
3. Salary Calculations - The "Calendar-Month Method" For all fiscal-year administrative appointees who earn summer additional compensation, the "Calendar-Month Method" of calculation is used. The "Calendar-Month Method" is also used for academic-year appointees not eligible to receive payment at a 1/9th rate. Any summer additional compensation paid to these individuals must be paid on non-state funds.
References - University Policy: |
