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

Describes the different types of jobs 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 APP 9-52 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 job the faculty member should hold. We have created  the “Summer Salary Worksheet“. Instructions for completion of the worksheet and the use in the process is 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 effort versus non-effort bearing summer salary.

STEP 1: Identify the faculty member’s type of summer job

The first step in processing summer additional compensation is to identify whether the faculty member is earning summer salary categorized as effort bearing or non-effort bearing. Effort bearing can be identified as a faculty member who is performing sponsored research paid with a contract or grant that requires effort to be tracked and reported. Non-effort bearing is defined as a faculty member who is performing research or service that does not require effort to be tracked or reported. (e.g.,Chair’s summer ninth)

STEP 2: Identify the action needed to take in UCPath for the summer job

Once the type of work is determined, the next step is to identify the type of action the initiator has to process for the faculty member or other non-senate academic’s summer salary. Effort bearing summer salary jobs are entered as a Concurrent Job via a SmartHR Template. A Concurrent Job will allow the department to assign a separate Researcher position to the Faculty member and set the compensation based on their current pay. Non-effort bearing summer salary jobs are eligible to recieve Additional Pay under existing job (e.g.,Professorial job, Chair job).

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 Summer Salary Worksheet

Once the salary is calculated for academic-year faculty, the department needs to complete the Summer Salary Worksheet. This worksheet assists the initiator in performing the calculations for appropriate pay.

STEP 5: Obtain Authorization

For academic-year faculty, the Summer Salary 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 UCPath.

B. Academic Year Faculty

Jobs for Senate Faculty

  1. Faculty Summer Research Jobs: 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 job code and pay rate for their academic appointment. (For example: An Associate Professor with the Job Code of 001200 should be employed during the summer using the title of Associate Researcher, with the Job Code of 003215.) A list of these job codes may be found in the Salary Scales Section. The Description of Earn Code of ACR (Additional Compensation Research) should be used to identify these jobs.
    1. Research jobs 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 Jobs: Department Chairs and Program Directors may receive compensation for summer administrative service. Such jobs should be paid using their 1/9th equivalent professorial job code and pay rate under the administrative job as additional pay.
    Payment for administrative service is normally charged to the department’s account and fund and must be paid on sub-2. The Earn Code of ACA (Additional Compensation – Administrative) should be used to identify these appointments.
    The maximum amount of summer salary to be earned on administrative jobs 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 jobs.

Jobs 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 job has been renewed for the full academic year. The Earn Code of ADC (Additional Compensation – General) should be used to identify and pay all summer research jobs for these appointees.

If the duties are administrative (no research) and “by agreement” in nature, the summer job should be paid using an appropriate title (e.g., one in the Specialist series), and the Earn Code of ACA (Additional Compensation – Administrative) 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 an Earn 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 Summer Salary Worksheet to assist you.

For the summer of 2020, the service period is as follows:

Service Period: June 15 through September 25

Working Days: (Monday, Tuesday, Wednesday, Thursday, and Friday, including holidays occurring on any one of these days.)
Example:In 2020, for instance, the working days are:

June 15-30
12 days (12/19 = 0.6316)
July 01-31
23 days (23/19 = 1.2105)
August 01-31
21 days (21/19 = 1.1053)
September 01-25
19 days (19/19 = 1.0000)
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 2020 example, in the month of June, 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 Summer Salary Worksheet:For any additional compensation paid to an academic-year appointee using the "57-Day Service Period Method," it is necessary to prepare an Summer Salary Worksheet.

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 UCPath 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 Summer Salary 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 UCPath initiator to use as a guide for preparing the PayPath Action or Concurrent Job. The worksheet provides audit information and department back-up for accurate transaction(s).
Processing Extensions on the Summer Salary Worksheet:When processing extensions of summer additional compensation jobs, departments should begin with a copy of the original Summer Salary Worksheet. Add the new information and adjust the totals, then make the appropriate number of copies and distribute them.
C. Fiscal Year Faculty
  1. Jobs for Senate Faculty: Faculty who are currently employed on administrative jobs 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 jobs (no later than June 1). Refer to APM Policy 600-14-d.
    1. Summer Research Jobs: 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 Deans and Directors of Organized Research Units:The maximum amount allowed for these titles not in the Senior Management Group is 1/11th or 1/12th[1] 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 Earn 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 jobs also require pre-approval and are in lieu of vacation. The Earn Code of ACS (Additional Compensation – Summer 403) is used to identify and pay these jobs.
        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 Jobs: Fiscal-year faculty may also earn a twelfth month funded through Summer Sessions. Such jobs also require preapproval and are in lieu of vacation. The maximum amount allowed is 1/12th for Deans or 1/11th or 1/12th[1] for other eligible fiscal-year faculty.
      The Earn Code of ASN (Additional Compensation – Summer-No 403) 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 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. Jobs 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 job.
    The Earn Code for an approved job will depend on the duties associated with the job. For Summer Sessions, the Earn Code of ASN (Additional Compensation – Summer-No 403) would be appropriate. For special projects, departments may use either ACN (Additional Compensation – General – 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 Earn 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 jobs 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 15 through September 25).
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 or 1/12th[1] 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
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: Summer Salary Additional Compensation Earn Codes

The following Description of Earn codes should be used for all additional summer compensation

ACAAdditional Compensation - Administrative
Used for all academic-year eligible faculty who serve in an administrative capacity (e.g., Chair) during the summer. Payment is at the 1/9th rate of pay. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
ACRAdditional Compensation - Research
Used for academic-year eligible faculty who are paid for summer additional compensation for research; payment is at the 1/9th rate. For AY academic appointees eligible for the employer/employee 403(b) contribution on summer salary.
AFR
Additional Compensation - FY Research
Used for exceptional payment of one-twelfth of annual salary for FY academic appointees for research performed in lieu of vacation days; 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.

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[1] 1/11th, if the individual was appointed prior to July 1, 2014 or 1/12th, if the individual was appointed on our after July 1, 2014. “Appointment” refers to when the individual became a fiscal year appointee.

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