APP 9-51: Summer Salary — Appointments and Salary Calculations

Describes the different types of appointments that a faculty member or other academic appointee may hold during the summer service period and the procedures to follow for calculating the applicable salary. Refer to Appendix I and II for a summary of the steps in the overall process.

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A. Overview

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 “Additional Compensation Worksheet” and the “Additional Compensation Worksheet, Word version“. 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

The first step in processing summer additional compensation is to identify whether the faculty member is currently paid as an academic-year appointee (9-month basis) or as a fiscal-year appointee (11-month basis). This is called the “pay basis.” The method used to calculate the salary will vary according to the type of pay basis. Normally, faculty on the general campus have academic-year appointments. Academic administrators, such as Associate Deans, have fiscal-year appointments.

STEP 2: Identify the type of summer appointment needed

Once the pay basis is determined, the next step is to identify the type of appointment that a faculty member or other non-senate academic will hold during the summer service period. While the majority of appointments are made in research titles, there are faculty who receive compensation for administrative service during the summer. Non-senate academic-year appointees may also be employed or receive additional compensation during the summer. Determining the correct appointment type will enable the department to calculate the salary appropriately.

STEP 3: Calculate the salary

Depending on the pay basis of the faculty member’s current appointment, summer salary is calculated using either the “57-Day Service Period Method” or the “Calendar-Month Method.” Both methods for calculating salary are explained in the sections that follow. For fiscal-year faculty, vacation usage must also be reported in order to receive summer salary.

STEP 4: Complete the Additional Compensation Worksheet

(PDF version – cannot be used for faculty subject to the NIH cap, or the Word version) Once the salary is calculated for academic-year faculty, the department needs to complete the Additional Compensation Worksheet. This worksheet assists the preparer in performing the calculations for appropriate pay.

STEP 5: Obtain Authorization

For academic-year faculty, the Additional Compensation Worksheet may be used to obtain appropriate approval authorization for summer appointments. This form is not used for fiscal-year faculty. Refer to Section C, Fiscal-Year Faculty, for instructions on obtaining authorization for these appointments. Once the appointment is approved, it may be entered into the Online PPS Entry/Update System. See APP 9-52 for instructions for PPS Preparers and Time Keepers.

B. Academic Year Faculty

Appointments for Senate Faculty

  1. 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.
    1. Research appointments are limited in each case by the terms of the supporting contract or grant. See APP 9-50-D, Limitations, for more information.
    2. The authority for employment for a third summer month, or 12th month, has been re-delegated to the deans.
  2. 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 9-50-D for limitations on these appointments.

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 APA (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.

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.
HOW TO COMPUTE SUMMER SALARY PAYMENTS
Using the "57-Day Service Period Method"
Identify the Service Period:The summer service period is based on increments of 19 working days with a maximum of 57 working days from the end of spring quarter to the beginning of fall quarter. Use the "Additional Compensation Worksheet ", PDF version (cannot be used for faculty subject to the NIH cap), or Word version to assist you.

For the summer of 2018, the service period is as follows:

Service Period: June 16 through September 23

Working Days: (Monday, Tuesday, Wednesday, Thursday, and Friday, including holidays occurring on any one of these days.)
Example:In 2018, for instance, the working days are:

June 16-29
10 days (10/19 = 0.5263)
July 02-31
22 days (22/19 = 1.1579)
August 01-31
23 days (23/19 = 1.2105)
September 03-23
15 days (15/19 = 0.7895)
In future years, refer to the Pay and Service Period Chart located in Volume Two of the Academic Personnel Procedures Manual for the current service period dates. Then use the guide to determine the service period for each calendar month.
Calculate the Salary:Percentages of time for June, July, August, and September are calculated using the basic increment of 19 days. To determine the appropriate time factor for the number of days worked, refer to Appendix III, Daily Time Factors - Academic-Year Appointees.

19 days = 1/9th 38 days = 2/9ths 57 days = 3/9ths

As reflected in the working days available in this 2018 example, in the months of June and September, only a fraction of 1/9th can be earned. In July or August, more than 100 percent can be earned. However, while it is possible to exceed 100 percent in these months, it is not permissible to exceed a total of 3/9ths for the summer service period. (The fractions for all summer additional compensation may not add up to more than 3.0000.)
Complete the Additional Compensation Worksheet:For any additional compensation paid to an academic-year appointee using the "57-Day Service Period Method," it is necessary to prepare an Additional Compensation Worksheet (PDF version, Word version). Departments may modify the form to accommodate specific needs and differences in their School's organizational structure.

The purpose of using the worksheet is to record what portion of the summer service period the faculty member is working, as well as to provide the necessary information for Online PPS Preparers to process the payments. The form may also be used to obtain approval for the appointment and to provide the unit with an appropriate audit trail. Each department should decide, in consultation with the Dean's Office, what internal documents are to be used for obtaining authorization for the proposed appointment.

Enter the appropriate information for the faculty member on the Additional Compensation Worksheet. Obtain the faculty member's signature and route the worksheet for the appropriate approval. Requests for employment for a twelfth month must be approved by the Dean.

After the appointment is approved, the worksheet should be given to the departmental Online PPS Preparer to use as a guide for preparing the Data Gathering Form. The worksheet and the Data Gathering Form together provide audit information and department back-up for accurate online time reporting. Complete instructions for processing summer employment actions into the Online Entry/Update System may be found in APP Section 9-52.
Processing Extensions on the Additional Compensation Worksheet:When processing extensions of summer additional compensation appointments, departments should begin with a copy of the original Additional Compensation Worksheet (PDF version - cannot be used for faculty subject to the NIH cap, or the Word version). Add the new information and adjust the totals, then make the appropriate number of copies and distribute them. Finally, complete a new Employee Data Gathering Form based on the revised Additional Compensation Worksheet.
C. Fiscal Year Faculty
  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 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.
    1. 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 9-50-D, Limitations, for more information.

      1. Associate or Assistant Deans and Directors of Organized Research Units:The maximum amount allowed for these 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 pre-approval and are in lieu of vacation. The DOS Code of SSC (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 for Research.
    2. 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.
  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 and Provost, 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 AMN (Additional Compensation – Miscellaneous – No 403(b) Contribution) or AFR (Additional Compensation – One-Eleventh or One-Twelfth Pmt for Research [FY Appointees]) depending on the funding source and the nature of the project. Refer to Appendix V 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.
HOW TO COMPUTE SUMMER SALARY PAYMENTS
Using the "Calendar-Month Method"
Identify the Service Period:Administrators who forfeit their vacation for summer research appointments may be employed for one calendar month of the available working days from the end of spring quarter to the beginning of fall quarter (e.g., June 18 through September 21).
Calculate the Salary:Percentage of time is reported as 100 percent for any one calendar month.

For appointees who split their summer additional compensation over two months, the total percent for both months may not exceed 100 percent. Refer to Appendix IV, Daily Time Factors - Fiscal-Year Appointees, to calculate the appropriate percentages for each partial month.

For fiscal-year administrators who receive permission to work in lieu of vacation, total earnings from summer additional compensation may not exceed 1/11th of the annual professorial equivalent salary rate.
Submit a Written Request for Approval:Once the service period is determined and the salary calculated, this information should be combined in a written request justifying the additional compensation. The Dean has authority for approval of all requests from administrators in the School for a twelfth month of employment. All requests should include a statement indicating the number of vacation hours to be used when employed in the research or Summer Sessions appointment.
Appendix I: Academic Year - Summary of Procedures

Academic Year Method: 57-Day Service Period

  1. Gather Information.
    1. During April, determine the available number of working days for each month in the summer service period. (Use the “Additional Compensation Worksheet” (PDF version, cannot be used for faculty subject to NIH cap) or the “Additional Compensation Worksheet” (Word version) to assist you.)
    2. Inform your faculty and find out:
      1. If they plan to work and when (which months and/or dates).
      2. What fund sources will be used.
  2. Prepare the “Additional Compensation Worksheet” (PDF version, cannot be used for faculty subject to NIH cap) or the “Additional Compensation Worksheet” (Word version).
  3. Obtain approvals on Additional Compensation Worksheet. Be sure your departmental time keeper receives copies of the approved worksheets.
    NOTE: Department or school policy may also require letters requesting exception for twelfth month employment.
  4. Prepare for PPS Online Entry/Update.
    1. Complete an Employee Data Gathering Worksheet
      1. Set up the appropriate number of appointment lines. Remember, there may be more than one line if:
        • there is more than one title code being used, such as both an administrative and research appointment.
        • the appointee received a promotion.
        • the appointee is paid by both a grant subject to a funding CAP and another fund source.
      2. Set up the appropriate number of distribution lines under each appointment. There may be more than one salary distribution line if:
        • there is non-continuous service.
        • there are multiple funding sources.
        • the appointee received a merit increase.
    2. For faculty affected by a funding CAP:
      1. Set up an appointment separate from any other additional compensation appointment(s).
        • use the appropriate research title code and correct step.
        • complete the off-scale indicator on the distribution line.
        • enter the maximum Annual Salary and Monthly Pay Rate for the affected funding source. (See APP 9-50, Appendix I.)
      2. Set up an additional appointment for the Salary Supplementation component of the capped salary.
        • use Title Code 3998 – “Salary Supplementation.”
        • use the same dates as for the appropriate research appointment.
        • set up a separate distribution line for each month of supplemented summer additional compensation. (See APP 9-50, Appendix I.)
Appendix II: Fiscal Year - Summary of Procedures

Fiscal Year Method: Calendar-Month

  1. Gather Information
    1. During April, find out from your faculty
      1. If they plan to work and when (which months and/or dates).
      2. What fund sources will be used.
  2. Verify the number of vacation hours that will need to be used. Inform the faculty member.
  3. Obtain the letter requesting the exception for twelfth month employment. Be sure it includes a statement about the vacation usage and the number of hours to be used.
    1. Letters for Assistant or Associate Deans should be addressed to Deans
    2. Letters for Directors of ORU’s should be addressed to the Vice Chancellor for Research.
  4. After approval, prepare for PPS Online Entry/Update.
    1. Complete an Employee Data Gathering Worksheet Form.
      1. Set up the appropriate calendar-month appointment line. (Remember, if using two partial months, be sure that the total percent of time in the two months combined equals 100 percent.)
      2. Set up the salary distribution line. There may be more than one line if: there is non-continuous service.
        • there are multiple funding sources.
        • the appointee received a merit increase.
    2. For fiscal-year faculty affected by a funding CAP:
      1. Using an individual Employee Data Gathering Worksheet for each faculty member, set up an appointment separate from any other additional compensation appointment(s).
        • Use the appropriate research title code and correct step.
        • Complete the off-scale indicator on the distribution line.
        • Enter the maximum Annual Salary and Monthly Pay Rate for the affected funding source (See APP 9-50, Appendix I.)
      2. Set up an additional appointment for the Salary Supplementation component of the capped salary. use Title Code 3998 – “Salary Supplementation.”
        • use the same dates as for the appropriate research appointment.
        • set up a separate distribution line for each month of supplemented summer additional compensation. (See APP 9-50, Appendix I.)
    3. Obtain Approval.
      1. Be sure to enter the appropriate information on the IDOC and annotate the Comments field of your PAN notification.
      2. Be sure the departmental timekeeper receives a copy of any IDOC for which vacation leave usage must be reported.
Appendix III: Daily Time Factors - Academic Year Appointees
No. of Service Days in Duty Status for Pay Entitlement Per Month1/3 Summer Period (19 Days) 2/3 Summer Period (38 Days)Full Summer Period (57 Days)
1.0526.0526.0526
2.1053.1053.1053
3.1579.1579.1579
4.2105.2105.2105
5.2632.2632.2632
6.3158.3158.3158
7.3684.3684.3684
8.4211.4211.4211
9.4737.4737.4737
10.5263.5263.5263
11.5789.5789.5789
12.6316.6316.6316
13.6842.6842.6842
14.7368.7368.7368
15.7895.7895.7895
16.8421.8421.8421
17.8947.8947.8947
18.9474.9474.9474
191.00001.00001.0000
20n/a1.05261.0526
21n/a1.10531.1053
22n/a1.15791.1579
23n/a1.21051.2105

To calculate payment, after determining the length of the service period, take the percent appropriate to the number of service days in the month, and multiply that percent by the 1/9th salary rate.

Appendix IV: Daily Time Factors - Fiscal Year Appointees
Number of Working Days20-Day Month 21-Day Month22-Day Month23-Day Month
1.0500.0476.0455.0435
2.1000.0952.0909.0870
3.1500.1429.1364.1304
4.2000.1905.1818.1739
5.2500.2381.2273.2174
6.3000.2857.2727.2609
7.3500.3334.3182.3043
8.4000.3810.3636.3478
9.4500.4286.4091.3913
10.5000.4762.4545.4348
11.5500.5238.5000.4783
12.6000.5714.5455.5217
13.6500.6190.5909.5652
14.7000.6667.6364.6087
15.7500.7143.6818.6522
16.8000.7619.7273.6957
17.8500.8095.7727.7391
18.9000.8571.8182.7826
19.9500.9048.8636.7826
201.0000.9524.9091.8696
21n/a1.0000.9545.9130
22n/an/a1.0000.9565
23n/an/an/a1.0000
Appendix V: Description of Service Codes

The following Description of Service codes should be used for all additional summer compensation (ASC)

ACRAdditional Compensation - Research
Used for academic-year professorial faculty who are paid on title codes designated for summer additional compensation for research; payment is at the 1/9th rate. A percent of time must be used with this DOS code. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
ARCAdditional Compensation – Research –Agency-Capped Salary (Used with appropriate 09/12 research title code)
Used to identify agency capped salaries for academic-year professorial faculty receiving summer additional compensation for research. For AY academic appointees eligible for the employer/employee 403(b) contribution to summer salary.
AAC
(formerly "ABR")
Additional Compensation – Research – Agency-Capped Salary, Above Cap Portion – Flat Amt (aka By Agreement)
Used for supplement to agency-capped salaries (subject to funding restrictions). Normally used only with available non-federal or non-state funding sources. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
ACAAdditional Compensation - Administrative (Used with appropriate 09/09 professorial title code)
Used for all academic-year professorial faculty who serve in an administrative capacity (e.g., Chair) during the summer. A percent of time must be used together with a 1/9th rate of pay. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
APA
(formerly "ABA")
Additional Compensation – Other
Used occasionally for faculty who participate in special administrative assignments or projects for a specific salary. This DOS may not be used with any extramural funding source. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
ACMAdditional Compensation - Miscellaneous
Used for any additional summer compensation for academic-year appointees providing non-Summer Session services (curriculum development, COSMOS, etc.) who are paid on title codes eligible for summer additional compensation. Not to be used for summer research or administrative work. A percent of time must be used with the DOS code. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
AMN
(formerly "ACU")
Additional Compensation – Miscellaneous – No 403(b) Contribution
Used for any additional summer compensation for academic appointees (AY or FY) providing non-Summer Session services (curriculum development, COSMOS, etc.) who are paid on title codes eligible for summer additional compensation. A percent of time must be used with the DOS code. For academic appointees NOT eligible for the employer/employee 403(b) contribution on summer salary.
AFR
(formerly "OEN")
Additional Compensation – One-Eleventh or One-Twelfth Pmt for Research (FY Appointees)
Used for exceptional payment of one-eleventh or one-twelfth of annual salary for FY academic appointees for research performed during vacation period; appropriate number of accrued vacation days must be charged. For fiscal year academic appointees – FY are NOT eligible for the employer/employee 403(b) contribution on summer salary.
SSCAdditional Compensation – Teaching & Summer Sessions
Used for academic appointees teaching in Summer Sessions. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
SSTAdditional Compensation – Teaching & Summer Sessions
Used for UC academic appointees or staff teaching in Summer Sessions. For AY academic appointees and staff NOT eligible for the employer/employee 403(b) contribution on summer salary.

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