Additional Compensation

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Additional Compensation
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Office of Academic Personnel

• Stephanie Jordan x3445 stephanie.jordan_at_ap.ucsb.ed
  u
• Intercampus transfers, additional compensation
• Emily Parsons x5429 emily.parsons_at_ap.ucsb.edu
• Social Sciences, Bren School, Education,
  Humanities and Fine Arts (except depts listed
  below)
•  
• Kathy Upton x5428 kathy.upton_at_ap.ucsb.edu
• Physical Sciences, Creative Studies, Academic
  Programs, Engineering, Depts of Art, Dramatic
  Arts/Dance, English, MATP, Religious Studies
•  
• Cindy Doherty x8332 cindy.doherty_at_ap.ucsb.edu
• General policy questions

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Agenda

• What is additional compensation?
• Compensation from outside the University
• Additional compensation during the Academic Year
• Additional compensation during the Summer
• Helpful hints
• Quiz

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What is Additional Compensation?

• Reference APM 660, Red Binder Section VI-10

• During the summer quarter, allowed for an
  academic employee paid on a 9/12 basis. Maximum
  of 3/9ths per summer.
• Can be paid even if a person is on leave without
  salary.

• Any salary paid to an academic appointee by the
  University in excess of their full-time salary.
• During the academic year, only for duties not
  directly related to the employees recognized
  University duties. Limits vary dependent on kind
  of payment and type of academic appointment held.

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Compensation from outside the University

• APM 025, Red Binder I-29
• Conflict of Commitment and Outside Professional
  Activities
• All senate faculty must report
• 39 day limit
• Categories
• I Appear to be conflict Prior approval
  required. Must report
• II Unlikely to be a conflict. Must report
• III No conflict. Allowed, not reported.

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Additional Compensation during the Academic Year

• University Extension Off Campus Studies
  teaching
• Faculty consultant services
• Lectures and similar services
• Extramural Funding
• Housing allowance
• Administrative stipends

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University Extension Off Campus Studies teaching

• Reference APM 662, appendix B-1 Red Binder
  VI-17
• Teaching beyond the regular assigned teaching
  load that takes place through the Extension or
  Off Campus Studies program
• Counts towards the 39 day limit. A day equals
  six contact or podium hours.
• Input done by Extension or OCS
• During the summer, counts towards the 3/9ths
  limit
• DOS code is ACX
• Title code is 3570 University Extension Teacher

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Faculty Consultant Services

• Reference APM 664 Red Binder VI-17
• Consulting or participation in projects that do
  not fall within the normal duties of the
  individual.
• Rate is negotiated. Limited to daily rate when
  state funds are used, or the daily rate plus 30
  if grant funding is used.
• Daily Rate
• 9 month employees, annual salary divided by 171.
• 11 month employees, annual salary divided by 236.

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Faculty Consultant Services(continued)

• Allowed during both the academic year and the
  summer months. Can overlap with other payments
  in summer.
• During the summer, the compensation counts toward
  the 3/9ths maximum.
• The DOS code is FCA
• Title Code is 3700 Faculty Consultant
• Indicate days used in comments, use full month
  for payment

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Sample faculty member
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Faculty Consultant
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Faculty Consultant
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Intercampus one-time payments

• Reference APM 666 Red Binder VI-15
• Lectures or similar services given on another UC
  campus.
• Can not be paid from state funds.
• Allowed up to 1,500 per event, total of 10 of
  the faculty members annual salary.
• Payments during the summer count toward the 3/9th
  limit.
• Payments are made using a one-time intercampus
  payment form. No PPS entry is involved. Payment
  is issued by the home campus.

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Intercampus Payment FormsWhere do they go?
Is your department the host or the home
department?
Prepare an Intercampus Payment form by contacting
home campus for information on home campus
appointment. Fund source must be authorized for
payment. Send form to Academic Personnel office
(UCSB).
Assist host campus in completing form by
supplying information as requested.
Host
Home
Academic Personnel office will forward the
original form to the department for approval.
Academic Personnel office will review form and
forward to Academic Personnel office at home
campus.
Once approved, return form to Academic Personnel,
who will forward to accounting for payment.
Home department will sign form and forward to
payroll for payment.
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Extramurally Funded Research

• Red Binder VI-14
• Release to grant grant funds used in place of a
  portion, or all, of the regular state funded
  salary for a limited amount of time.
• May be referred to as course buy-out
• Not additional compensation.
• Use Professional Research title, the same basis
  and at the same pay rate as the Professor
  appointment (9/12). Professor title
  distributions reduced to accommodate the Research
  appointment.
• DOS code is REG.

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Title Codes for Release to Grant

• Salary Scale Tables 13 3
• Professional Researcher
• 9/12 basis
• General Engineering
• Asst. Researcher 3223 1985
• Assoc. Researcher 3213 1983
• Researcher 3203 1981

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Release to Grant (Screen 1)
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Release to Grant (Screen 2)
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Release to Grant (Screen 3)
20
Housing Allowance

• Given as part of start-up for rental deposit or
  down-payment.
• Does not count as additional compensation.
• DOS code FHA, PRQ code of EA
• Title code 3993

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Housing Allowance
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Administrative Stipends

• Reference Red Binder VI-17
• Department Chairs and Directors.
• Approved on an annual basis by the Executive Vice
  Chancellor or Vice Chancellor for Research
• Paid as a stipend, DOS code STP
• 7/1 through 06/30 on an 11/12 basis.

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Title Codes for Chair and Director Stipends

• 0900 Director
• 0910 Assoc. Director
• 1096 Dept. Chair
• 1095 Acting Dept. Chair
• 1094 Dept. Vice-Chair

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Chair Stipend
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Additional Compensation During the Summer

• Dates, charts and other important things to know
• Extramurally funded research
• Start-up or other state funded summer payments
• Summer Session teaching

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Dates for 2011 Additional Compensation
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Summer Months 2011
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Which Chart To Use
Source of F/V Time funds
Chart code code Extramural 1 V Z other
non- 19900 19900 2 F R
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CHART 1 - "19-DAY CHART" (Daily Factors) Red
Binder VI-12     of Working of Working
Days used Dist days used Dist.
  1 .0526 13 .6842 2 .1053 14
.7368 3 .1579 15 .7895 4 .2105 16
.8421 5 .2632 17 .8947 6 .3158 18
.9474 7 .3684 19 1.0000 8 .4211 20 1.0526
9 .4737 21 1.1053 10 .5263 22 1.1579 11
.5789 23 1.2105 12 .6316
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CHART 2 PARTIAL MONTH PAYMENTS (Actual Working
Days)   Red Binder VI-13   Days per Month
20 21 22 23
20 21 22 23
Hours per Month 160 168
176 184 160 l68 176
184   Days Worked
Days Worked 1 .0500 .0476 .0455
.0435 13 .6500 .6190
.5909 .5652   2 .1000 .0952
.0909 .0870 14 .7000
.6667 .6364 .6087   3 .1500
.1429 .1364 .1304 15 .7500
.7143 .6818 .6522   4
.2000 .1905 .1818 .1739 16
.8000 .7619 .7273
.6957   5 .2500 .2381 .2273 .2174
17 .8500 .8095 .7727
.7391   6 .3000 .2857 .2727
.2609 18 .9000 .8571
.8182 .7826 7 .3500 .3333
.3182 .3043 19 .9500 .9048
.8636 .8261   8 .4000
.3810 .3636 .3478 20 1. 0000
.9524 .9091 .8696   9
.4500 .4286 .4091 .3913 21
1.0000 .9545
.9130   10 .5000 .4762 .4545 .4343 22
1.0000 .9565   11
.5500 .5238 .5000 .4783 23
1. 0000   12
.6000 .5714 .5455 .5217
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Extramurally Funded Research

• References APM 667, Red Binder VI-14
• Non-state funds, 19-day chart
• Each day during the summer only used once (up to
  100). Summer Session, Faculty Consultant and
  housing allowance exceptions.
• Variable payment sub, Researcher title on a 9/9
  basis at the equivalent rank and step.
• Dos code is ACR

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Extramurally Funded Research(continued)

• 3/9ths is equal to 57 working days (month is
  equal to 19 working days).
• Time is reported and may be in excess of 100 for
  a month (distribution line will not necessarily
  reflect percentage reported).

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Title Codes for Summer 1/9ths

• Salary Scale Table 14 Professional Researcher
• 9/9 basis
• 3225 Asst Res 1/9th
• 3215 Assoc Res 1/9th
• 3205 Res 1/9th

• Salary Scale Table 3
• Professor (Eng)
• 9/9 basis
• 1986 Asst Res Eng 1/9th
• 1984 Assoc Res Eng 1/9th
• 1982 Res Eng 1/9th

1608 Lecturer SOE 1/9th
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Grant Funded 1/9th (Screen 1)
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Grant Funded 1/9th (Screen 2)
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Grant Funded 2/9th (Screen 1)
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Grant Funded 2/9th (Screen 2)
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Time Reporting

• For 19 day summer salary does NOT pay
  automatically. (Variable - Z)
• in Dist. Line is for your information and pps
  history.
• Print out comments screen and report time based
  on those calculations each month.

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NIH Cap

• Rate maximum changes each January 1 and is
  dependent on start date of award set by NIH
• January 1, 2011 monthly maximum is 16,641.67 so
  only effects faculty with salary over 149,775.
• Less than 3/9th max on NIH pay with ARC.
• NIH supplement uses dos code AAC, TC 3998

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NIH Salary Cap (Screen 1)
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NIH Salary Cap (Screen 2)
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NIH Salary Cap (Screen 3)
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Start-Up and Other 19900 Summer Payments

• Chart 2 is used 1/9th is the same as one month.
  The entire month is used at the 1/9 rate, sub 0.
• Fixed pay, no time reporting.
• Dos code is ACR.
• Commitment may be made over multiple summers.
• Can be awarded in terms of 1/9ths or flat amount
  but always paid on percentage basis.

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Start-Up(1/9th in one month)
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Start-Up 1/9th Over Two Months Calculations

• June 11-30
• 14 days of a 22 day month at 100 time .6364
• 8,644.44 .6364 5501.32
• 1.00- .6364 .3636 remaining to be paid
• July 1-12
• 8 days of a 21 day month at 100 .3810 (too
  much)
• .3636/.3810 .9543
• 8,644.44 .9543 (for the period of 7/1-7/12
  .3810) 3,143.02
• 5501.32 3,143.22 8,644.54 1/9th
• If the two months have the same number of days,
  the split will work evenly at 100 time (i.e.
  Two 22 day months to pay 1/9th use 22 days)

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Start-Up( 1/9th over two months)
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Flat rate on 19900

• If less than 1/9th rate, use full month at a
  reduced percentage (see example paying 6,000)
• If more than 1/9th rate, use full month at 100
  and a portion of next month using partial month
  methodology.

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Start-Up( flat amount)
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Summer Session Teaching

• Reference APM 661-14 Red Binder VI-17
• Payments count towards the 3/9ths maximum that
  may be earned during the summer.
• Days can overlap.
• Payments are figured on the 06/30 pay rate, paid
  as flat amount based on Summer Session formula
• DOS Code SSC or SST depending on DCP contribution
  status.
• Trade outs are without salary so no impact on
  summer 1/9ths total
• Summer Session staff has access and enters into
  PPS

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Helpful Hints

• The title used must correspond to the type of
  additional compensation being paid.
• For summer 1/9th payments, use the 9/9 pay rate
  rather than the 9/12 pay rate.
• The basis paid over fields for most additional
  compensation should be 9/9.
• Payments may be either MA or MO. Each faculty
  member should be consulted prior to payment of
  summer compensation.
• Make sure the correct chart is used to do the
  calculation.

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More Helpful Hints

• If the payment is on a variable sub, the F/V code
  must be variable, and on line time reporting must
  be completed. Be sure to report correct
  percentage (not necessarily the distribution
  percentage).
• PPS entry as well as tracking of summer money
  must be coordinated between departments.
• Entry of Department Chair and Director stipends
  should not be processed prior to approval of the
  appointment and compensation.
• Housing allowance and Chair/Director stipends
  should not be counted against the summer 3/9ths
  total.

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Quiz

• In which of the following situations might a
  faculty member earn additional compensation?
  (There is more than one right answer.) How would
  each be paid?
• Professor Smith teaches an evening class through
  Extension.
• Professor Jones mentors two graduate students on
  their theses.
• Professor Davis is an invited speaker at a
  consortium at another UC campus.
• Professor Martinez of Statistics is asked by Film
  Studies to assist in designing and implementing a
  statistical survey on some aspect of film
  studies.
• Professor Chang is awarded a grant that will
  supply him with 33 of his salary for one
  quarter.

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Quiz

• Professor Harris serves as Department Chair for
  his department.
• Professor Kanobi serves on a search committee for
  her department.

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Quiz

• Your department has asked Professor Seismic, from
  UC Davis to give a lecture on Earthquakes in the
  21st Century to a group of UCSB students.
• By what method will Professor Seismic get paid?
• Who will initiate payment?
• Which of the following is true?
• It is acceptable to pay Professor Seismic 2500
  for his lecture.
• It is acceptable to pay Professor Seismic using
  state funds.
• The payment will count towards Professor
  Seismics 3/9th limit.

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Quiz

• Can a faculty member hired 07/01/11 be paid
  3/9ths in addition to their housing allowance
  over the summer of 2011? How about during the
  summer of 2012?

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Quiz

• 4. You have heard rumors that Professor Jones
  will be the new Department Chair. What do you
  need prior to entry into PPS?
• A letter from Professor Jones indicating how much
  compensation he is expecting for serving as
  Chair.
• A letter from the Executive Vice Chancellor
  approving the appointment and compensation for
  the Chair.
• A petition signed by the graduate students in
  your department agreeing to the appointment

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Quiz

• 5. What chart should be used when paying
• A summer 1/9th from start-up?
• A summer 1/9th from a research grant?
• Faculty consultant services?