| Quarter | 9/9 | Pay Period | 9/12 | Pay Period |
| Fall | October November December |
10/01/Y1 to 12/31/Y2 |
July August September October |
07/01/Y1 to 10/31/Y1 |
| Winter | January February March |
01/01/Y2 to 03/31/Y2 |
November December January February |
11/01/Y1 to 02/28/Y2 |
| Spring | April May June |
04/01/Y2 to 06/30/Y2 |
March April May June |
03/01/Y2 to 06/30/Y2 |
| Title | Pay Basis |
Sick Leave |
Vacation Leave | Leave Code |
| Nine Month Teaching Titles | 9 | No | No | N |
| Eleven Month Teaching Titles | 11 | No | Yes | E |
| Research Series | 11 | Yes | Yes | D |
| Academic Administrator | 11 | Yes | Yes | D |
| Academic Coordinator | 11 | Yes | Yes | D |
| Specialist Series | 11 | Yes | Yes | D |
| Assoc Univ Librarian | 11 | Yes | Yes | D |
| Asst Univ Librarian | 11 | Yes | Yes | D |
| Librarian | 11 | Yes | Yes | D |
| Continuing Education Specialist | 11 | Yes | Yes | D |
| Cooperative Extension Service Appt | 11 | Yes | Yes | D |
Sick Leave is accrued at the rate of approximately one day per month
based on a 100% appointment. Appointments of 50% or more accrue at a proportionate rate
and appointments of less than 50% do not accrue.
Vacation is accrued at the rate of approximately two days per month based on a 100% appointment. Appointments of 50% or more accrue at a proportionate rate and appointments less than 50% do not accrue.
C11.3 Academic Salary Review Reason Codes and Effective Dates
Academic actions such as merits, promotions, and renewal actions always have an effective date of July 1, XXXX. In order to become effective on this date, dossiers reflecting these actions must be processed well in advance (the prior year) of this effective date. Each year the Academic Personnel Office issues a listing of deadlines for each type of Academic action called the "Summary of Deadlines." This summary indicates for each type of action, the specific date when dossiers must be received by the Academic Personnel Office in order to become effective on July 1 of the following year.
The review codes and dates serve several purposes. Each year the Academic Personnel Office compiles various lists of reviews that are to be effective the following July. These lists alert the departments and Deans offices as to actions that will require a dossier to be processed over the next several months. Actions are extracted from the system according to their "academic review date and type." This allows departments and dean's offices to review the number of pending actions and their dossier due date to the Academic Personnel Office in accordance with the published "Summary of Deadlines."
In addition to identifying pending actions, these codes and dates also serve to help identify yearly merit and promotion action pools. This type of valuable information is important for various ad-hoc reporting needs as well as for affirmative action statistics. These codes also enable us to monitor decelerated actions that may be subject to a five-year review.
| Review Reason Code | Code Interpretation Assistant Professor Series Only |
| T | Conduct renewal process for next two year term during this year. Please note that a merit increase normally coincides with a renewal action. |
| A | Conduct 4th Year Appraisal during this Academic Year |
| L | Conduct 8-Year Limit Review during this Academic Year |
| R | Conduct 8-Year Limit Review for Non-Ladder Ranks |
| Review Reason Code | Code Interpretation |
| M | Indicates the effective date of the next normal merit increase for Associate/Full Professors; For Assoc Professors the next normal merit is in two years; for Full Professors, normal merits are every three years until Step V is reached. |
| P | Indicates the effective date of when normal promotion to Full Professor should occur. |
| S | Indicates when advancement to Steps VI, VII, VIII, IX and Above Scale should occur. For advancement from Steps VI through IX, indicate a three year interval. For advancement from Step 9 to Above Scale, indicate a four year interval. |
| X | Indicates when an Above Scale individual can be advanced further. Indicate a four year interval. |
| C | Use this code for Lecturers (NSI) who have three year appointments. Indicate the begin date of the next three year term. |
| O | Use the code with the appropriate date for all other Academic Titles such as Academic Coordinators, Academic Administrators, and Specialists. |
| W | Use this code when appointment is made Without Salary and Without Step. |
| Code | Code Interpretation |
| N | No academic credentials |
| H | High School diploma or equivalent |
| T | Trade or Craft certificate |
| A | Associate Degree |
| B | Bachelor's Degree |
| M | Master's Degree (M.A., M.S.) |
| P | Professional Degree (M.L.S, J.D., M.S.W., etc) |
| D | Doctorate (Ph.D, D.Sc., M.D., D.Pharm., D.L.S., Ed.D,etc) |
| Code | Code Interpretation |
| A | Employed by Industry |
| B | Student |
| C | Employed by State of California |
| D | Employed by DOE Labs |
| E | Employed by other Governmental Agency |
| F | Self Employed |
| G | Not Employed |
| H | Employed by Stanford |
| I | California Institute of Technology |
| J | Employed by USC |
| K | Employed by State University/College |
| L | Other California University/College |
| M | Other University/College |
| N | Do not use |
| O | Do not use |
| P | Do not use |
| R | Other Foreign University/College |
C11.6
Quarters/Semester/Months in 8-Year Rule
| Year | Action | Data - 9 month appointment | Data - 11 month appointment | Data-11 month-2 year term appointment |
| 1 | Appointment | 06 | 12 | 24 |
| 2 | No Action | 24 | ||
| 3 | Renewal | 12 | 36 | 48 |
| 4 | No Action | 48 | ||
| 5 | Renewal | 18 | 60 | 72 |
| 6 | No Action | 72 | ||
| 7 | Renewal | 24 | 84 | 96 |
| 8 | No Action | 96 |
For all appointments to the Assistant Rank, except for the Professional
Research Series, there is a service limit of 8 years.
For a new (9-month) appointment with a two year term, enter 06, which is the number of quarters to be counted toward the 8 year limit. When the renewal occurs, you will need to increase this number to 12 when you process the action online.
For a new (11-month) appointment with a two year term, enter 24, which is the number of months to be counted toward the 8 year limit. When the renewal occurs, you will need to increase this number to 48 when you process the action online.
DO NOT REMOVE ANY OF THE "8-YEAR RULE" INFORMATION WHEN A PROMOTION OCCURS
TEACHING DAY BASIS PAYMENTS
When an academic year employee works fewer than the full number of days in the quarter, it is necessary to calculate the total amount due to the employee for the quarter and adjust the percent of time paid in order for the system to correctly pay the employee. More than one distribution will have to be set up and appropriate comments will need to be made.
Teaching day basis payments are calculated as follows:
For Example: The spring quarter Y1/Y2 ran from 3/26/Y2 to 6/13/Y2 for a total of 58 teaching days. An academic year employee who worked from 4/28/Y2 to 6/13/Y2 would teach a total of 35 days.
(Monthly rate) x (percent of time) x (number of months in quarter) = Quarterly total.
$3225.00 x .50 = 1612.50 x 3 = $4837.50
Calculate the daily rate
Quarterly total / number of teaching days in the quarter = Daily rate
$4837.50 / 58 = $83.41
(Daily rate) x (actual days employee is being paid for) = Total amount due for the quarter
$83.41 x 35 = $2919.35
Total amount due for the quarter / Monthly Rate = Percent of time
2919.35 / 3225.00 = .9052
The total % of time you want to pay the employee is .9052. The appointment Percent is .5000. For the month of May, the distribution percent will be .4052 and for the month of June it will be .5000 to pay the employee a total of .9052. To check your calculations, multiply out the amounts for each month and make sure that the total is the amount that the employee needs to be paid.
May - $ 3225.00 x .4052 = $1306.77
June - $ 3225.00 x .5000 = $1612.50Total - $2919.27 (the amount is off .08 due to rounding)
The EAPP screen below shows how the appointment and distribution should be set up on the EDB in order to correctly pay the employee in the previous example.
PPEAPP0-E0907 EDB Entry/Update AHIR 06/19/YY 14:47:21
Appointments/Distributions Userid: ABCDE
ID: 602614674 Name: BRUIN,JOE COLLEGE Pri Pay:
PAF Gen No: Pg 01 of 01
Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept
10 5 09 09 0501Y2 0630Y2
Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv
1102 VISITING PROFESSOR 0.50 F A MO E N
Dist Actions L Acct CC Fund Proj S FTE Dis %
11 4 660500 19900 0 ACCOUNTING SERVICES 0.4052
Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP
0501Y2 0531Y2 3225.00 REG
Dist Actions L Acct CC Fund Proj S FTE Dis %
12 4 660500 19900 0 ACCOUNTING SERVICES 0.5000
Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP
0601Y2 0630Y2 3225.00 REG
Next Func: ID: Name: SSN:
U0001 Input accepted
===>
PF: 1-Help 2-Jump 5-Cancel
PF: 9-Update 10-PrevFunc 11-NextFunc
|
Comments should be entered on the Comments Entry screen prior to the
final update. For the example above, the comments screen is displayed below:
UCECOM0-E0863 PostAuth Notification 06/19/YY 14:53:00
Comments Entry Userid: ABCDE
Page 01 of 01
App: EDB Tran: AHIR Userid: ABCDE Date: 06/19/YY Time: 14:33:25
PER - HIRE (MULTIPLE) 602614674 BRUIN, JOE COLLEGE
Description of Content:
---------------------------------- Comments -----------------------------------
ABCDE Appoint on a Teaching Day Basis to teach Star Gazing 101 replacing
Professor Tycho Bache who is ill. The employee is to be paid
on a teaching day basis. The Actual period of service is 4/28/Y2
to 6/13/Y2.
3225.00 x .50 = 1612.50 x 3 = 4837.50.
4837.50/58 days = 83.41 x 35 = 2919.35 which is the total amount
due to this employee for the spring quarter.
Next Func:
===>
F: 1-Help 3-Return
F: 9-Update 10-NotfPrep 11-Detail
|
It is important that the actual period of service is reflected in the
PAN for the official record.
If an employee left early and is being paid on a teaching day basis, the steps to calculate the total amount due to the employee would be the same. The difference would be that the first month would be paid at the normal percentage and the second month would have an adjusted percentage. For example, if the previous employee had worked from 3/26/Y2 to 5/13/Y2, he would still be due pay for 35 days. The difference would be that he would be due pay for April and May and the month of May would be adjusted.
The EAPP screen below shows how the appointment and distribution should be set up on the EDB in order to correctly pay an employee paid on a teaching day basis who is leaving prior to the end of the quarter.
PPEAPP0-E0907 EDB Entry/Update AHIR 06/19/YY 14:47:21
Appointments/Distributions Userid: ABCDE
ID: 602614674 Name: BRUIN,JOE COLLEGE Pri Pay:
PAF Gen No: Pg 01 of 01
Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept
10 5 09 09 0401Y2 0531Y2
Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv
1102 VISITING PROFESSOR 0.50 F A MO E N
Dist Actions L Acct CC Fund Proj S FTE Dis %
11 4 660500 19900 0 ACCOUNTING SERVICES 0.5000
Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP
0401Y2 0430Y2 3225.00 REG
Dist Actions L Acct CC Fund Proj S FTE Dis %
12 4 660500 19900 0 ACCOUNTING SERVICES 0.4052
Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP
0501Y2 0531Y2 3225.00 REG
Next Func: ID: Name: SSN:
U0001 Input accepted
===>
PF: 1-Help 2-Jump 5-Cancel
PF: 9-Update 10-PrevFunc 11-NextFunc
|
Once again comments should be entered prior to the final update. For
this example, the comments screen is displayed below:
UCECOM0-E0863 PostAuth Notification 06/19/YY 14:53:00
Comments Entry Userid: ABCDE
Page 01 of 01
App: EDB Tran: AHIR Userid: ABCDE Date: 06/19/YY Time: 14:33:25
PER - HIRE (MULTIPLE) 602614674 BRUIN, JOE COLLEGE
Description of Content:
---------------------------------- Comments -----------------------------------
ABCDE Appoint on a Teaching Day Basis to teach Star Gazing 101 replacing
Professor Tycho Bache who is ill. Professor Tycho Bache is expected
to return on May 14, YYY2. The employee is to be paid on a teaching
day basis. The Actual period of service is 3/26/Y2 to 5/13/Y2.
3225.00 x .50 = 1612.50 x 3 = 4837.50.
4837.50/58 days = 83.41 x 35 = 2919.35 which is the total amount
due to this employee for the spring quarter.
Next Func:
===>
F: 1-Help 3-Return
F: 9-Update 10-NotfPrep 11-Detail
|
| GENERAL CAMPUS YYY1-Y2 TEACHING DAYS SERVICE | ||||||||||||||||||||
| FALL QUARTER | SERVICE PERIOD | 9/22/Y1 - 12/12/Y1 | ||||||||||||||||||
(TEACHING DAYS = 58) |
|
Pay Period 7/1/Y1-10/31/Y1 |
||||||||||||||||||
| WINTER QUARTER | SERVICE PERIOD | 1/2/Y2-3/21/Y2 | ||||||||||||||||||
| (TEACHING DAYS = 58) |
|
Pay Period 11/1/Y1-2/28/Y2 for 1/9th payments |
||||||||||||||||||
| SPRING QUARTER | SERVICE PERIOD | 3/26/Y2-6/13/Y2 | ||||||||||||||||||
| (TEACHING DAYS = 58) |
|
Pay Period 3/1/Y2-6/30/Y2 for 1/9th payments |
||||||||||||||||||
| LAW SCHOOL YYY1-Y2 TEACHING DAYS SERVICE | ||||||||||||||||||||
| FALL SEMESTER | SERVICE PERIOD | 8/21/Y1-12/19/Y1 | ||||||||||||||||||
| (TEACHING DAYS = 86) |
|
Pay Period 7/1/Y1-12/31/Y1 for 1/12th payments |
||||||||||||||||||
| SPRING SEMESTER | SERVICE PERIOD | 1/7/Y2-5/22/Y2 | ||||||||||||||||||
| (TEACHING DAYS = 98) |
|
Pay Period 1/1/Y2-6/30/Y2 for 1/12th payments |
||||||||||||||||||
| MEDICAL SCHOOLS YYY1-Y2 TEACHING DAYS SERVICE ** | ||||||||||||||||||||
| FALL SEMESTER | SERVICE PERIOD | 8/4/Y1-12/13/Y1 | ||||||||||||||||||
| (TEACHING DAYS = 95) |
|
Pay Period 7/1/Y1-12/31/Y1 for 1/12th payments |
||||||||||||||||||
| SPRING SEMESTER | SERVICE PERIOD | 1/2/Y2-6/12/Y2 | ||||||||||||||||||
| (TEACHING DAYS = 97) |
|
Pay Period 1/1/Y2-6/30/Y2 for 1/12th payments |
||||||||||||||||||
** The Law & Medical School dates are subject to change.
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