EDB Instructions for Entering Summer Salary Online

Attachment II

Choose the “EAPP” screen.

EAPP Appointment and Distribution

FIELD

DATA INFORMATION

Appointment Number

The appointment number uniquely identifies an appointment and its 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 the summer is calculated over either a 9 month period or an 11 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 employment. EXAMPLE: 9/9 or 11/12.

Appt Begin Date

Enter the effective date the summer research appointment will begin. Summer salary 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 salary 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 employment.

EXAMPLE:
Assistant Professor/Assistant Research - 3225
Associate Professor/Associate Research - 3215

Professor/Research - 3205

Grade

Do not enter any data in this field. Staff use only.

Percent 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.

Ann/Hr Rate

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.

Rate

Enter an “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 salary to be issued.

Leave Accrual Code

Enter “N.” Leave is not accrued based on summer research.

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
Number

The distribution number uniquely identifies a payroll distribution associated 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,
Account, Cost
Center, Fund,
Project, Sub

(1) Enter the number 4 which represents the UC campus location, Los Angeles. (2) Enter the six digit department account number. (3) Enter two digit alpha/numeric cost center code if applicable. (4) Enter five digit fund 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 salary.

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 salary will begin. Summer salary 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 salary 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.

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 11 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 field. The most commonly used DOS codes for summer salary 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.