Web Instructions for Entering Summer Employment

Attachment I

Step 1: On the Main Menu select "Change Existing Employee Record"

Step 2: Go to "6. Appointments & Distributions Screen"

Step 3: Next, "Add Appointment"

FIELDDATA 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."  

Appointment Number
 

This field will be populated with the next available appointment number.

Appointment 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 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
 
Do not enter any data in this field. 

Begin Date


 

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.

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.

Grade

Do not enter any data in this field.

% Full Time

Enter the percentage of time expected to be worked in the appointment.

Fixed/Variable


 

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.

Rate Code


 

Enter "A". This is the code that identifies whether the amount indicated in the Annual/Hourly Rate field is to be paid monthly.

Schedule


 

This identifies the frequency of when pay is to be issued. Enter "MO" for monthly. An appointee can have only one pay schedule.

Time


 

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.

Leave


 

Enter "N." Leave is not accrued based on summer research.

*ADD DISTRIBUTION

Select the appropriate appointment number to add the distribution line.

Action Code
 
Select "No Action Code Needed". An Action code at the Appointment level is the only one needed.
 

FAU


 

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.

Dist %

Enter the % of time the faculty member will be paid from the funding. 

Pay Begin Date
 

Enter the date summer research will begin. Summer research generally begins on the first workday after the service for the Spring quarter ends.

Pay 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.

Step


 

This field indicates the salary level within the rank. The step should agree with the faculty member's regular appointment.

Rate/Amount

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.


 

DOS


 

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

Do not enter any data in this field.

Work Study Program

Do not enter any data in this field.

Off/Above-Scale

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.