Office of the Vice Chancellor for Academic Personnel
April 27, 2016
DEANS, DEPARTMENT CHAIRS, AND DIRECTORS
Re: 2016-2017 Summer Policy
Enclosed is the 2016-2017 edition of the Summary of Policy and Procedure Governing
Summer Quarter and Vacation Employment.
The service period for appointees on academic year appointments is from June 20,
2016 to September 16, 2016. The daily pay rate is 1/57th of 3/9ths of the individual’s annual
salary as of July 1, 2016. Please note that summer payments from June 20th to June 30th are
paid at the rate prior to a July 1st merit or range adjustment. Please review the attached policy and the instructions for computation of payments and
provide a copy to all individuals who will receive summer compensation of any kind through
your unit. A post audit of all summer compensation payments will be performed in order to
assist departments in complying with the regulations. Department Chairs and Directors should
direct questions regarding the payment of summer compensation to the appropriate Dean’s
Office.
Pursuant to APM 600-14-c, all Fiscal Year Appointees may receive additional
compensation of up to one-twelfth (1/12) of the annual salary for teaching, research, or service
performed during vacation. Please see the new form, “Additional Compensation for Fiscal
Year Appointees” available on the Academic Personnel website.
The 2016-2017 Summer Policy is available online at:
https://www.apo.ucla.edu/compensation/summer-ninths
Thank you,
Academic Personnel
Enclosure
2016-2017
SUMMER QUARTER AND VACATION EMPLOYMENT POLICY
POLICY GUIDELINES
SUMMER QUARTER
ACADEMIC STATUS
PAY BASIS AND RATE
Professorial Series - Academic Year
Regular, In-Residence, Acting,
Visiting and Adjunct
1/9th rate (maximum 3/9ths of annual rate);
Appointee required to hold a nine-month
appointment in an eligible title during the
2016-2017 Academic Year to qualify for 1/9th
pay status.
Non-Professorial - Academic Year
Lecturers, Demonstration Teachers,
Academic Coordinators and
Academic Administrators
1/12th of eleven-month Professional
Research rate appropriate to the individual's
research qualifications per month worked.
VACATION EMPLOYMENT
ACADEMIC STATUS
PAY BASIS AND RATE
Professorial Series - Fiscal Year
Regular, In-Residence, Acting,
Visiting and Adjunct
During the period of accrued vacation,
individual qualifies for 1/12th of annual rate in
effect during the month worked. Equivalent
vacation to be surrendered. Chancellor’s
prior approval is required.
An individual may not receive compensation for more than 57 working days for
research, teaching and/or administrative service.
Total compensation from all sources for service during the summer period may
not exceed 3/9ths of an individual's nine-month salary rate (“effort base”). Payments
covered under this policy include research, teaching, administrative compensation,
intercampus lectures or other consulting services, and summer session payments.
University Extension payments, and payments made in connection with Self-Supporting
Program teaching are also included.
Payments of stipends for academic
administrative service (and honorariums), are not included in the compensation.
Individuals compensated during the summer from more than one department need to
exercise care that payments made and service performed in each department are
coordinated and do not overlap or exceed limitation.
2016-2017 Summer Policy | Page 1
2016-2017
SUMMER QUARTER AND VACATION EMPLOYMENT POLICY
I.
DEPARTMENT OF HEALTH & HUMAN SERVICES (DHHS) SALARY
LIMITATION
Under the Fiscal Year 2016 Consolidated Appropriations Act, salaries that are directly
charged to contracts, grants and cooperative agreements funded by the National
Institutes of Health (NIH), the Substance Abuse and Mental Health Services Administration
(SAMHSA), Agency for Healthcare Research and Quality (AHRQ) awards and other DHHS
awards, are limited to the level of the Executive Level II of the Federal Executive Pay Scale.
This limit on salary is now mandated for all DHHS awards including, among others, the
Centers for Disease Control (CDC), and the Health Resources and Services Administration
(HRSA). The 2016 Consolidated Appropriations Act (H. R. 2029), signed into law on
December 18, 2015, restricts the amount of direct salary which may be paid to an
individual under an HHS grant, cooperative agreement or applicable contract to a rate of
no greater than Executive Level II of the Federal Executive Pay Scale. Unless specifically
disallowed by a DHHS agency program, all DHHS awards will be subject to the Executive
Level II annual salary rate. The Executive Level II rate was increased by 1% effective January
10, 2016. As a result, the salary cap for Fiscal Year 2015 (October 1, 2014 – September 30,
2015) should be applied based on the Executive Level II rate at the time the salary was
earned:


between October 1, 2015 and January 9, 2016 is capped at $183,300, and
between January 10, 2015 and September 30, 2015 is capped at $185,100.
The DHHS salary cap may be imposed on some programs for non-profit sponsors and
certain State of California grant programs. Please check the sponsor guidelines regarding
their policy on the use of the current or previous NIH salary caps.
Executive Level II compensation is $185,100 per year as of January 10, 2016. This means that
summer salary payments to an individual supported by NIH, SAMHSA, AHRQ or other funds
to which this cap is applied, should be calculated using the rate of $15,425 ($185,100/12),
for full-time effort.
While supplementation of DHHS-capped salaries paid to University of California faculty is
allowable, it is subject to the availability of funds and is not an entitlement. Only fund
sources other than state general funds, or contract and grant funds may be used for
supplementation. Payment of supplements should be made as a by-agreement amount
(BYA) using Title Code 3998 (Salary Supplementation).
Additional information about the DHHS/NIH salary cap can be accessed at:
https://grants.nih.gov/grants/guide/notice-files/NOT-OD-16-045.html
http://grants.nih.gov/grants/policy/salcap_summary.htm 2016-2017 Summer Policy | Page 2
2016-2017
SUMMER QUARTER AND VACATION EMPLOYMENT POLICY
II.
BENEFIT CHARGES
Summer Compensation is subject to a 6.20% OASDI matching employer charge until the
employee’s earnings reach the amount of $118,500 during the 2015 calendar year. In
addition, all payments are subject to a 1.45%* Medicare charge. Both the employee and
the department will be assessed the OASDI and Medicare charges. The department will be
assessed Workers Compensation and Unemployment Insurance charges. The percentage
factor depends on fund source.
*The employee contribution to Medicare increases to 2.35% on any income paid after an employee’s year to
date earnings exceeds $200,000. III. RETIREMENT CONTRIBUTIONS
Compensation that many academic appointees receive for summer session teaching or
summer research is not considered “Covered Compensation” for determining University of
California Retirement Plan (UCRP) benefits. Since summer salary can be a significant portion
of an academic appointee's annual earnings, The Regents have determined that some
coverage for retirement purposes is appropriate. Therefore, an employer and employee
contribution to the Defined Contribution Plan Pretax Account based on those summer
earnings has been approved by The Regents, to be effective with summer salary payments
made on or after July 1, 2004.
The total contribution rate will be 7% of eligible summer salary, based on an employee's
pretax contribution of 3.5% and an employer pretax contribution of 3.5%. The employer's
contribution will be attributed to the same funding source that provides the academic
appointee’s summer salary.
Additional information on this new policy can be accessed online under APM 190
Selected Presidential Policies, Appendix G at:
http://www.ucop.edu/academic-personnel/_files/apm/apm-190-g.pdf
IV. SUMMER SESSIONS SERVICES
Individuals employed for a full load (100% of full time) in Summer Sessions are not eligible
for additional employment during the period of Summer Sessions service. Joint service
in Summer Sessions and on other funding may not exceed a total of 100% of full time or
3/9ths of an individual's nine-month salary rate.
V. EXTRAMURAL FUNDING
Summer Quarter and vacation employment supported from extramural funds is limited
in each case by the terms of the supporting contract or grant and in accordance with
agency’s policy. Employing units and Principal Investigators bear responsibility for
determining that proposed summer quarter or vacation employment conforms with
2016-2017 Summer Policy | Page 3
2016-2017
SUMMER QUARTER AND VACATION EMPLOYMENT POLICY
contract or grant terms or that the appropriate approvals are secured in advance of
service. It is assumed that any individual employed against extramural funds will not be
absent from the site of the research or teaching programs for vacation or other
purposes during the period for which compensation is to be paid.
VI. SABBATICAL ELIGIBILITY ACCRUALS
No sabbatical credit is earned for Summer Quarter service and research.
VII. FELLOWSHIPS AND AWARDS
Recipients of Faculty Career Development Awards for summer compensation may
accept additional summer employment other than during the period of the award.
Total compensation from all sources, including the amount of the award, may not
exceed 3/9ths of the annual salary.
VIII. PAYROLL PROCESSING
Summer compensation is paid on the monthly pay cycle and is included with
the faculty member’s regular salary. Departments are required to make timely online
entries for all summer compensation. See Attachment I “Web Instructions for Entering
Summer Quarter and Vacation Employment Online” (or Attachment II “EDB Instructions
for Entering Summer Quarter and Vacation Employment Online”). For payment
instructions, see Attachment III “Payroll Processing for Summer Compensation.”
IX. SITE OF RESEARCH OTHER THAN UCLA
Prior approval from the Dean is required to ensure that the site of research is in
accordance with the terms of the contract or grant. If the employing unit does not
report to a Dean, then the advance approval of the Vice Chancellor of Academic
Personnel, is required.
Payments for academics being appointed from other UC campuses, should be
processed using an “Intercampus One-Time Payment Form.” This form can be accessed
from the Academic Personnel Office website at:
https://www.apo.ucla.edu/compensation/honoraria/uc-one-time-payments
X. OTHER RESTRICTIONS
Advance approval of the Vice Chancellor of Academic Personnel, is required on all
appointments funded from 19900 funds exceeding 2/9ths and on all 1/12th vacation
payments. Please complete the “Additional Compensation for Fiscal Year Appointees”
form and forward to the Academic Personnel Office.
2016-2017 Summer Policy | Page 4
2016-2017
SUMMER QUARTER AND VACATION EMPLOYMENT POLICY
INSTRUCTIONS FOR COMPUTATION OF PAYMENTS MADE
FROM ALL SOURCES
2016 WORKING DAYS
MONTH
WORKING DAYS
TIME FACTOR
June
9
.4737
July
21
1.1053
August
23
1.2105
September
12
.6316
Definition of a Working Day: Monday, Tuesday, Wednesday, Thursday, and Friday including
holidays occurring on any one of these days.
Service Period: Any 57 working days from June 20, 2016 to September 23, 2016.
TIME FACTORS FOR NUMBER OF DAYS WORKED
PER MONTH FOR ACADEMIC YEAR FACULTY
# OF
DAYS
WORKED
TIME
FACTOR
# OF
DAYS
WORKED
TIME
FACTOR
# OF
DAYS
WORKED
TIME
FACTOR
1
.0526
9
.4737
17
.8947
2
.1053
10
.5263
18
.9474
3
.1579
11
.5789
19
1.0000
4
.2105
12
.6316
20
1.0526
5
.2632
13
.6842
21
1.1053
6
.3158
14
.7368
22
1.1579
7
.3684
15
.7895
23
1.2105
8
.4211
16
.8421
The use of the daily-rate factor is mandatory; the calendar month basis should not be used.
2016-2017 Summer Policy | Page 5
Attachment I
WEB INSTRUCTIONS FOR ENTERING SUMMER
QUARTER AND VACATION EMPLOYMENT ONLINE
Step 1: On the Main Menu select "Change Existing Employee Record"
Step 2: Go to "6. Appointments & Distributions Screen"
Step 3: Next, "Add Appointment"
FIELD
DATA INFORMATION
Action Code
Select the action codes that identify the activity or change of information
that is occurring at the appointment level. Since this is Additional
Employment, enter the action code "13 - ADDITIONAL EMPLOYMENT."
This field will be populated with the next available appointment number.
Appointment
Number
Appointment
Type
Basis
Paid Over
Enter the code "5." The Type code for all Academic Appointments is "5."
This is the number of months (either nine or eleven) that the appointee is
expected to perform service. Enter "09" for an Academic Year appointment
or enter "11" for a Fiscal Year appointment.
This is the number of months over which the appointee will receive salary.
Salary for summer research is calculated over either a 9-month period or an
11-month period. Enter "09" for those receiving salary calculated on the
1/9th basis or "12" for those receiving on an 11th-month basis for vacation
research.
EXAMPLE: 9/9 or 11/12
Title/Title
Code
Enter the four digit title code. Use only those title codes that represent
summer research.
EXAMPLE:
Assistant Professor/Assistant Research - 3225
Associate Professor/Associate Research - 3215
Professor/Research – 3205
Duration
Begin Date
End Date
Grade
Do not enter any data in this field.
Enter the effective date the summer research appointment will begin.
Summer research generally begins on the first workday after the service
ends for the Spring quarter.
This is the last full day that pay or funding is active. Summer research
appointments generally end on the last workday before the service for the
Fall Quarter begins.
Do not enter any data in this field.
continued on next page
2016-2017 Summer Policy | Page 6
% Full Time
Fixed/
Variable
Rate Code
Schedule
Time
Leave
*ADD DIST
Action
Code
FAU
Dist %
Pay Begin
Date
Pay End
Date
Step
Rate/
Amount
DOS
Enter the percentage of time expected to be worked in the appointment.
Enter an "F" if the appointment is fixed, and a "V" if time worked will vary. If
funding/salary is from Sub 0 funds, only an "F" should be used. For salary
using Sub 2, 5, or 7, an "F" or "V" is acceptable.
Enter "A". This is the code that identifies whether the amount indicated in
the Annual/Hourly Rate field is to be paid monthly.
This identifies the frequency of when pay is to be issued. Enter "MO" for
monthly. An appointee can have only one pay schedule.
Enter "Z" if salary is from Sub 2, 5 or 7. When "Z" is used, time will have to be
entered online for positive time reporting in order for the salary to be issued.
Enter "N." Leave is not accrued based on summer research.
Select the appropriate appointment number to add the distribution line.
Select "No Action Code Needed." An Action code at the Appointment
level is the only one needed.
Enter "4" in the "LOC" field which represents the UC campus location, Los
Angeles. Enter the six digit department account number. Enter the two digit
alpha/numeric cost center code if applicable. Enter the five digit fund
number. Enter the code that has been set up to track a specific project.
Enter the Sub account number. This will either be 0, 2, 5 or 7 for academic
appointments reflecting summer research.
Enter the % of time the faculty member will be paid from the funding.
Enter the date summer research will begin. Summer research generally
begins on the first workday after the service for the Spring quarter ends.
This is the last full day that pay or funding is active. Summer research
appointments generally end on the last workday before the service for the
Fall quarter begins.
This field indicates the salary level within the rank. The step should agree
with the faculty member's regular appointment.
All Academic Year rates (Regular, In-Residence, Acting, Visiting and
Adjunct) are calculated by dividing the annual rate by 9 for the monthly
rate. Lecturers and Demonstration Teachers who change to the Professional
Research Series should use the Published Scale rates for the Research Series.
All Fiscal Year Professorial rates are calculated by dividing the annual rate
by 12 for the monthly rate. All faculty who are paid as Deans in the Senior
Management Group titles for the current academic year are calculated by
dividing the annual rate by 12 for the monthly rate.
This is the Description of Service Code. The most commonly used DOS
codes for summer research are:
ACA - Additional Compensation Administrative
ACR - Additional Compensation Research
AFR - 1/12th Vacation Research
Prequisite
Work Study
Program
Off/Above
Scale
Do not enter any data in this field.
Do not enter any data in this field.
An "O" identifies that the salary rate is Off-Scale. An "A" identifies that the
salary rate is Above-Scale. If the faculty member's regular appointment is
Off-Scale or Above-Scale, indicate an "O" or "A" accordingly.
2016-2017 Summer Policy | Page 7
Attachment II
EDB INSTRUCTIONS FOR ENTERING SUMMER QUARTER
AND VACATION EMPLOYMENT ONLINE
Choose the “EAPP” screen.
EAPP – Appointment and Distribution
FIELD
DATA INFORMATION
Appointment
The appointment number uniquely identifies an appointment and its
Number
associated data. Tab to the command line [====>] and enter “add xx.” The
cursor is now positioned in the “actions” field.
Actions
This area is reserved for action codes that identify the activity or change of
information that is occurring at the appointment level. Since this is additional
employment, enter the action code “13.”
Pgm
Data cannot be entered into this display only field. The Program code for all
Academic Appointments is “A.”
Type
Enter the code “5.” The Type code for all Academic Appointments is “5.”
Basis
This is the number of months (either nine or eleven) that the appointee is
expected to perform service. Enter “09” for an Academic Year appointment
or enter “11” for a Fiscal Year appointment.
Paid Over
This is the number of months over which the appointee will receive salary.
Salary for summer research is calculated over either a 9 month period or an
12 month period. Enter “09” for those receiving salary calculated on a 1/9th
basis and “12” for those receiving on an 11-month basis for vacation
research. EXAMPLE: 9/9 or 11/12.
Appt Begin
Enter the effective date the summer research appointment will begin.
Date
Summer research generally begins on the first workday after the service ends
for the Spring quarter.
Appt End Date This is the last full day that pay or funding is active. Summer research
appointments generally end on the last workday before the service for the
Fall quarter begins.
Dur
Do not enter any data in this field. This is a temporary appointment only.
Title Code
This is a four digit code. Use only those title codes that represent summer
research.
EXAMPLE:
Assistant Professor/Assistant Research - 3225
Associate Professor/Associate Research - 3215
Professor/Research - 3205
Grade
Percent Full
Time
Do not enter any data in this field. Staff use only.
Enter the percentage of time expected to be worked in the appointment.
continued on next page
2016-2017 Summer Policy | Page 8
Fixed/
Variable
Ann/Hr Rate
Rate
Schedule
Time
Enter an “F” if the appointment is fixed, and a “V” if time worked will vary. If
funding/salary is from Sub 0 funds, only an “F” should be used. For salary using
Sub 2, 5 or 7, an “F” or “V” is acceptable.
DO NOT ENTER ANY DATA IN THIS FIELD. The system will derive this amount
from the distribution line. This will be the full annual rate for the position
regardless of the appointment percent of time.
Enter an “A.” This is the code that identifies whether the amount indicated in
the Annual/Hourly Rate field is to be paid monthly.
This identifies the frequency of when pay is to be issued. Enter “MO” for
monthly. An appointee can have only one pay schedule.
Enter “Z” if salary is from Sub 2, 5 or 7. When “Z” is used, time will have to be
entered online for positive time reporting in order for salary to be issued.
Enter “N.” Leave is not accrued based on summer research.
Leave Accrual
Code
Press <F2> to jump down to the [Next Function] field and then press the <New Line> key to get
to the command line to enter the special command [ADD xx]. The cursor will then be
positioned in the [Actions] field.
Distribution
The distribution number uniquely identifies a payroll distribution associated
Number
with an appointment.
Actions
This area is reserved for action codes that identify or change the information
that is occurring at the distribution level. This action is an additional
employment, the recording of the action has already taken place by the
selection of action code “13” which was entered at the appointment level;
therefore no action code is required at this level.
Location,
(1) Enter the number 4 which represents the UC campus location, Los
Account, Cost Angeles. (2) Enter the six digit department account number. (3) Enter two
Center, Fund,
digit alpha/numeric cost center code if applicable. (4) Enter five digit fund
Project, Sub
number. (5) Enter the code that has been set up to track a specific project.
(6) Enter the sub account number. This will either be 0, 2, 5 or 7 for academic
appointments reflecting summer research.
FTE
DO NOT ENTER ANY DATA IN THIS FIELD. NOT USED AT UCLA.
Distribution %
This is a five digit field containing four decimal places. Enter in the % of time
the faculty member will be paid from the funding (i.e. 1.0000 for 100% or .5000
for 50%).
Pay Begin
This action is an additional employment; the date should reflect the date the
summer research will begin. Summer research generally begins on the first
workday after the service for the Spring quarter ends.
Pay End
This is the last full day that pay or funding is active. Summer research
appointments generally end on the last workday before the service for the
Fall quarter begins.
Step
This field indicates the salary level within the rank. The step should agree with
the faculty member's regular appointment.
O/A Indicator
An “O” identifies that the salary rate is Off-Scale. An “A” identifies that the
salary rate is Above-Scale. If the faculty member's regular appointment is
Off-Scale or Above-Scale, indicate an “O” or “A” accordingly.
continued on next page
2016-2017 Summer Policy | Page 9
Rate/Amount
DOS
All Academic Year rates (Regular, In-Residence, Acting, Visiting and Adjunct)
are calculated by dividing the annual rate by 9 for the monthly rate.
Lecturers and Demonstration Teachers who change to the Professional
Research Series should use the Published Scale rates for the Research Series.
All Fiscal Year Professorial rates are calculated by dividing the annual rate
by 12 for the monthly rate. All faculty who are paid as Deans in the Senior
Management Group titles for the current Academic Year are calculated by
dividing the annual rate by 12 for the monthly rate.
This is the Description of Service Code field. The most commonly used DOS
codes for summer research are:
ACA - Additional Compensation Administrative
ACR - Additional Compensation Research
AFR - 1/12th Vacation Research
Press <F9> key to complete the action and update the record.
2016-2017 Summer Policy | Page 10
Attachment III
PAYROLL PROCESSING
FOR SUMMER COMPENSATION
Summer compensation is paid on the Monthly pay cycle and is included with the faculty
member's regular salary. The pay schedule code to be used should be “MO” and the time code
should be “Z.” The time code of “Z” will allow positive time reporting of summer ninths on the
Time Input Roster.
Time Input Rosters are available for online entry of time for approximately 10 days during the
month. The Schedule for Updating the PPS online (available on the Payroll website at
www.finance.ucla.edu/payroll) provides the dates that are applicable for each month. If an
appointee’s summer compensation distribution does not appear on the Time Input Roster, then
EDB must be updated with the correct ACA or ACR appointment and distribution. If EDB is
updated on or prior to the “Last Day to Update EDB and Have the Change Appear on the
Roster,” the time for the summer ninth distribution may be entered on the roster the next day.
Refer to the PTR User Guide, Section C2.0 for instructions on entering time on the Roster.
If the appointment is added to EDB after the “Last Day to Update EDB and Have the Change
Appear on the Roster” but prior to the pay compute for the current monthly payday, process an
EDAP transaction for the ACA or ACR payment and schedule it for the current monthly payday.
If the appointment is added to EDB after the Pay Compute for the current monthly payday,
process an EDAP transaction for the ACA or ACR payment and schedule it for a future payday.
Refer to the PTR User Guide, Section D, page D1.0 for general instructions on processing EDAT
transactions and page D2.0 for specific instruction on processing EDAP transactions.
2016-2017 Summer Policy | Page 11
University of California, Los Angeles
ADDITIONAL COMPENSATION FOR FISCAL YEAR APPOINTEES
All Fiscal Year Appointees may receive additional compensation of up to one-twelfth (1/12) of the annual salary for
teaching, research, or service performed during vacation. This is effective for appointments made July 1, 2014 or later
(see APM 600-14-c). A corresponding number of accrued vacation days must be deducted. Please complete the
information requested below and submit the completed form to Academic Personnel, 3109 Murphy Hall, 140701.
1. APPOINTMENT INFORMATION
Name:
ID#
Title:
Dept:
Dates of Service Period:
Number of Vacation Hours Deducted:
Monthly Payrate:
Fund/Cost Center/Account/Project # (FAU):
2. JUSTIFICATION
Please indicate the academic purpose served (i.e. research, special research projects).
3. CONTACT INFORMATION
Contact Name
Phone
Department/Unit
E-mail
4 . A P P R O V A LS
Employee’s Signature
Date
Chair’s Authorization
Date
Dean’s Authorization
Date
Vice Chancellor’s Approval
Date
ACADEMIC PERSONNEL OFFICE ACTION
APO 5/15