Policy and Procedure for Summer Employment

2016-2017
Policy and Procedure Governing
Summer Quarter and Vacation Employment


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.

 

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, 2015 – September 30, 2016) 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, 2016 and September 30, 2016 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

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 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.

Any questions, please contact May Nishiyama at x68004

 

Web page updated May 10, 2016