University of California, San Diego. Summer Session Summer Session: Andrea Olaguer,

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1 University of California, San Diego Summer Session 2015 PAYROLL PROCEDURES MANUAL For Hiring and Appointing Instructors of Record and Departmental Instructional Support Summer Session: Andrea Olaguer, Academic Personnel: Mary Baran, Graduate Division: Graduate Employment Coordinator, Becky Burrola, UCSD Summer Session 9500 Gilman Drive, MC 0079 La Jolla CA Revised 5/13/15

2 Table of Contents 2015 Summer Session Dates and General Information Summer Session Highlights Enrollment Bonus and Cap PPS Sub Codes DOS Codes INSTRUCTORS OF RECORD Monthly Payroll Timetable Instructor Types Non-Regular UCSD Faculty Defending PhD Candidates Recalled Emeriti Visiting Faculty Fiscal Year Academic or Staff Compensation Full vs. Contingent and Methods of Calculation Compensation for Associates-In Faculty Compensation Limits Bonuses Enrollment and Science Lab Summer Graduate Teaching Scholars (SGTS) Mentor Payments Deductions Taxes DCP/Benefits Safe Harbor Benefits Appointment Letters Sample Instructor of Record Appointment Letter Payroll/PPS/DOS Codes Paydates for Special Session Courses Summer DOS Codes Monthly Deadline Schedule-Timekeeping and PPS Entry Sample Payroll Worksheets for 1st Session Sample Payroll Worksheets for 2nd Session PPS Entry Fields Sample PPS Screen w/fields Data Entry Guidelines for Instructors of Record Sample Professor PPS Screen Sample Lecturer PPS Screen Sample Visiting Professor PPS Screen Sample Associate-In PPS Screen Error Correction/Late Payments/Adjustments Page 2

3 Table of Contents Continued INSTRUCTIONAL SUPPORT Bi-Weekly Payroll Timetable Compensation for Instructional Support Hiring and Payroll Graduate Students Timekeeping Separation Undergraduate Students Eligibility Separation Non-Student Student Academic Title Rates Examples of Summer Session Pay - 5 Week Sessions Examples of Summer Session Pay - Non 5-Week Session Bi-Weekly Deadline Schedule-Timekeeping and PPS Entry Sample Academic Student Employee (ASE) Appointment Letter Sample Instructional Support Worksheet Data Entry Guidelines for Teaching Assistants and Non-Student Tutors Sample Teaching Assistant-50% PPS Screen Sample Teaching Assistant-25% PPS Screen Data Entry Guidelines for Graduate and Undergraduate Tutors and Readers Sample Tutor Graduate-50% PPS Screen Sample Tutor-Undergraduate-33% PPS Screen Sample Reader Graduate-25% PPS Screen Sample Reader Undergraduate-25% PPS Screen Page 3

4 UCSD 2015 Summer Session 1 st SESSION: June 29 August 1 2 nd SESSION: August 3 September 5 SPECIAL SESSION: June 15 September 18 Welcome to Summer Session Payroll Procedures. The purpose of this manual is to help you understand and prepare your department s Summer Session payroll. Questions are welcome. You may call Summer Session Business Services at at any time. Summer Session Contacts: Becky Arce, Director, barce@ucsd.edu, Andrea Olaguer, Business Services, aolaguer@ucsd.edu, Renée Lee, Student Services, r5lee@ucsd.edu, Nallely Garcia, Administrative Services, nallely@ucsd.edu, GENERAL INFORMATION Summer Session Payroll covers instructors of record and instructional support. Summer is the 57 service-day period beginning June 15 through Sept 18. [See APM 600, Appendix 1 for additional information; Summer Session calculates the salaries and bonuses for instructors of record for the departments in compliance to APM 600, 661, and Article 23, Unit 18 MOU. Departments are responsible for hiring and payroll processing for instructional support. Salary scale information for TAS, readers, and tutors is included in this manual. See page 36. Departments enter salary information into PPS for instructors of record on monthly payroll, and for instructional support on bi-weekly payroll. Each academic department has a unique index number with 20290A funds for Summer Session payroll. Please contact Summer Session Business Services at if you re not sure what your department s index number is. Note: These index numbers will show a negative balance until the end of the calendar year, when they are zeroed-out after all fiscal processing is completed. Instructors may teach one or two 3- to 6-unit courses per session, up to four courses in Summer Session. This includes special session courses without exceeding 100% workload during a session. Three courses taught consecutively are allowed in special session, i.e. language courses. Key continuing highlights for Summer Session 2015 are described on page 5: Enrollment bonus and cap PPS DOS codes Departments should review PANs, Timekeeping, and DOPES to ensure accurate payments have been issued. Summer Session reviews each department s DOPES. Page 4

5 2015 Summer Session Highlights Enrollment Bonus and Cap The following enrollment bonuses continue for Summer 2015: Enrollment of 1 50 students does not qualify for a bonus Each enrollment from is calculated at $20 per student Each enrollment over 200 is calculated at $10 per student with no maximum PPS Sub Codes All instructors of record and TAs will be paid on Sub 0; no timekeeping required. All Readers and Tutors will be paid on Sub 2; positive time reporting required. Instructors of Record [Professors and Lecturers] Dates at the appointment level must reflect the entire Summer Session period: 06/15/15 09/05/15 Dates at the distribution level must reflect one of two pay periods: 07/01/15 07/31/15 or 08/01/15 08/31/15 PAN Comments must include the actual course dates, the course salary, and bonus payment Instructors of Record [Associates-In] Dates at the appointment level must reflect the entire Summer Session period: 06/29/15 08/01/15 or 08/01/15 09/05/15 Dates at the distribution level must reflect one of two pay periods: 07/01/15 07/31/15 or 08/01/15 08/31/15 PAN Comments must include the actual course dates, the course salary, and bonus payment Instructional Support [Teaching Assistants, Tutors, Readers] Dates at the appointment level should reflect one of two Summer Session dates: 06/29/15 08/01/15 or 08/01/15 09/05/15 Dates at the distribution level should reflect one of two pay periods: 07/01/15 07/31/15 or 08/01/15 08/31/15 PAN Comments must include the actual course dates and course salary DOS Codes SSC must be used only for UC ladder rank Professors and the LSOE series SST must be used for all non-ladder rank instructors and TAs including: Lecturers in Summer Session (title code 1550), Visiting Professors, Visiting Lecturers, Recall, Adjunct Professors, Associates-In, TAs, non-student Tutors serving as TAs, and graduate students who require positive time reporting/sub-2 (Readers and Tutors) Reference Summer Session payroll chart for complete listing of course dates and associated pay periods, sample PPS screen shots, and detailed DOS code information. Page 5

6 INSTRUCTORS OF RECORD MONTHLY PAYROLL TIMETABLE - SUMMER SESSION 2015 INCLUDES ALL FACULTY (INSTRUCTORS OF RECORD) AND TEACHING ASSISTANTS (TAS) APRIL 21 Salary type determined for Global Seminar Program Instructors JUNE 4 Salary type determined for 1 st Session and Special Session 11 Last day for Summer Session to cancel 1 st Session and Special Session courses for low enrollment 15 Start of Special Session 29 Start of 1 st Session 29 Departments must have signed appointment letters by this date from TAs before they begin working in 1 st Session and Special Session JULY 1 Payroll start date for 1 st Session 3 HOLIDAY 6 Student enrollments for 1 st Session courses are captured for bonus calculation 7 Salary type determined for 2 nd Session 7 Salary type updated for 1 st Session Global Seminar Programs whose instructors were contingent on April 21 9 Last day for Summer Session to cancel 2 nd Session courses for low enrollment 13 Summer Session provides departments with final Payroll Worksheet for July 31 Paydate 22 Deadline Timekeeping entries for July 31 Paydate 23 Deadline PPS entries for July 31 Paydate 31 End of 1 st Session; Payroll end date for 1 st Session 31 PAYDATE for 1 st Session and early Special Session Instructors and TAs AUGUST 1 Payroll start date for 2 nd Session 1 1 st Session separation date for visiting instructors not holding any other UCSD appointment 3 Start of 2 nd Session; 3 Departments must have signed appointment letters by this date from TAs before they begin working in 2 nd Session and Special Session 7 Student enrollments for 2 nd Session courses are captured for bonus calculation 7 Salary type updated for 2 nd Session Global Seminar Program whose instructors were contingent on April Deadline Timekeeping entries for Sept 1 Paydate 25 Deadline PPS entries for Sept 1 Paydate SEPTEMBER 1 PAYDATE for 2 nd Session and later Special Session Instructors and TAs (includes courses ending Sept 5) 5 2 nd Session ends 5 2 nd Session separation date for visiting instructors not holding any other UCSD appointment 7 HOLIDAY 18 End of Special Session 23 Deadline Timekeeping entries for October 1 Paydate 24 Deadline PPS entries for October 1 Paydate OCTOBER 1 PAYDATE for later Special Session Instructors and TAs (includes courses ending Sept 5) Page 6

7 SUMMER SESSION INSTRUCTORS INCLUDE: UCSD ladder-rank faculty Lecturers with security of employment (LSOE, LPSOE) Unit 18 lecturers Adjunct faculty Visiting professors and lecturers from both domestic and foreign academic institutions UCSD or UC graduate students teaching upper- and lower-division courses as Associates-In Graduate Student (proposed to teach as an Associate-In) appointment files must be entered in the Academic Student Employment System (ASES) and approved by the Graduate Division. Graduate students must have advanced to candidacy by the date the appointment file is submitted. May 29 is the deadline to submit all appointment files to ASES for 1 st and 2 nd Session. Starting May 30, graduate students proposed to teach upper-division courses must be additionally approved by the Educational Policy Committee (EPC). Occasionally, on an exceptional basis, other UCSD academic (non-faculty) employees and staff may be approved to teach during the summer as Lecturer in Summer Session. Are paid on the monthly pay schedule and do not require timekeeping. Cannot exceed a 100% appointment for all UCSD summer commitments. Cannot exceed the 33% maximum summer compensation for all UCSD Summer commitments. INFORMATION REGARDING INSTRUCTORS WHO ARE NOT REGULAR UCSD FACULTY: Appointment files for the following categories must be submitted to the Summer Session SharePoint website, Approval from the AVCDUE Office is required for the faculty to teach in Summer DEFENDING PHD CANDIDATES PhD candidates who defend and pass before June 12 may be hired as visiting lecturers provided they have completed their interviews with the Graduate Division and have no outstanding issues. Summer Session must have verification that their paperwork is complete and they have been awarded their PhD. The department should then submit all required visiting instructor paperwork to Summer Session for the instructor. Proposed instructors who are PhD candidates but have not defended and/or are not enrolled in Spring quarter or have been withdrawn by the department must be reviewed and approved by both the Graduate Division and the Associate Vice Chancellor of Undergraduate Education. RECALLED EMERITI INSTRUCTORS The department must submit a request to recall the individual (recall form) and provide course/instructor evaluations showing evidence of good teaching. Use the following title codes for faculty recalls: 1700 Professor Recall 1702 Research Recall Total annual recall compensation from all UC sources may not exceed 43% of the annual salary at the time of retirement, adjusted to the current pay scale. This annual rate is also used to calculate the summer session salary. Page 7

8 VISITING FACULTY The Academic Affairs Associate Vice Chancellor and Dean of Undergraduate Education (AVCDUE) must approve visiting faculty proposed to teach in Summer Session. An instructor is not considered visiting if s/he has an academic appointment at UCSD in the current academic year; Fall 2014, Winter 2015, or Spring If an instructor is inactive or separated, a rehire packet must be completed, approved, and entered into PPS before the instructor can begin teaching Summer Session. The department is required to submit a complete appointment file to the Summer Session SharePoint website for review by the AVCDUE for any proposed visiting faculty (including those who have taught previously for UCSD Summer Session). A complete appointment file consists of: an Academic Appointment Summary Form for Temporary Employees a comprehensive cover memo from the academic department chair, college provost, or divisional dean; fully supporting the instructor s qualifications and justifying the requested title and salary for summer; a summary of course evaluations, either CAPEs or from the home campus the instructor s current CV and a signed BIO/BIB; and course evaluations, either CAPEs or from the home campus. Visiting faculty (professor or lecturer) compensation should be proposed at a rate that would not create an inequity with another UCSD instructor during the academic year and should follow a Professor Series scale or the Unit 18 Lecturer scale. Visa Status: International visiting instructors must hold appropriate visa status to be eligible for payment. All offers of appointment are contingent upon documentation of employment eligibility in compliance with the Immigration Reform and Control Act of An instructor cannot teach on a tourist visa and late visa applications sometimes result in the instructor not being able to teach in Summer Session. Visa Applications: Visiting instructors are encouraged to initiate their visa applications well in advance of the start of Summer Session, preferably as soon as their course has been approved. Assistance can be obtained from the UCSD Scholar s Office at Visitors not holding any other UCSD appointment must be separated at the end of their Summer Session teaching appointment. FISCAL YEAR ACADEMIC OR STAFF INSTRUCTORS Fiscal year academic and staff employees may teach in Summer Session by exception only. An exception memo from the department chair (endorsed by the principal investigator, if applicable) is required. Departments are responsible for including completed exception requests with the appointment file, as a separate document or addressed in the Chair Memo. The exception must state how the individual s primary appointment will be adjusted to accommodate the Summer Session assignment to avoid exceeding 100% appointment. Acceptable accommodations are: Reduction in staff appointment, when 40 hrs per week = 100% time Page 8

9 To teach one course (50%), the employee s regular appointment must be reduced to 50% (20 hrs staff time, 20 hrs teaching). Add the Summer Session 50% for the appropriate session dates. The Summer Session and staff appointments should not exceed 100%. Usage of accrued vacation or furlough time. The employee should claim 20 hrs vacation or furlough for each week in the session (100 hours total per 5-week session), in addition to their regular salary. Accrued vacation hours must be used to account for time spent in the classroom regardless of the time of day the course is offered. A maximum of 1/11 of the annual salary may be earned. Academic departments are responsible for ensuring that the payroll records are correctly adjusted. Please review APM 661/662 for additional policies on fiscal-year appointees. COMPENSATION Summer Session instructors are paid per course on the monthly payroll. Salaries are calculated by Summer Session Business Services and in compliance to APM 600, 661, and Article 23 of the MOU. The maximum salary for teaching any Summer Session course, excluding bonuses, is $10,000. All Summer Session appointments are considered by-agreement. Use the following DOS codes: SSC for UCSD Ladder Rank Faculty and Lecturers SOE and PSOE with 9/12 and 9/9 appointments. SST for Unit 18 lecturers, visiting instructors, Associates-In, instructional support, and graduate students who require positive time reporting/sub 2 (Readers and Tutors). It is the faculty member s and department s responsibility to ensure that their total summer compensation does not exceed the 3/9 limit (or 33% limit). The academic department should audit payroll records to ensure that their instructors maximum compensation is in compliance with these guidelines and make the appropriate adjustments to the instructor s appointments. Summer Session should be copied with these adjustments, summer-payroll@ucsd.edu. (See Faculty Compensation Limits, below.) COMPENSATION TYPES AND METHODS OF CALCULATION FULL VERSUS CONTINGENT SALARY The Summer 2015 method for determining whether an instructor is paid a full or contingent course salary is the same as in Summer Summer Session takes two enrollment snapshots to calculate the course salary at the highest amount. 1 st Enrollment Snapshot: April 21 for Global Seminar Program courses June 4 for 1 st Session and Special Session courses July 7 for 2 nd Session The full course salary will be paid if enrollment in a course is 15 or greater on the 1st Enrollment Snapshot dates listed above. Note: The full course salary will be paid even if enrollment decreases from 15 on the 2 nd Enrollment Snapshot date. The maximum compensation offered for any course is $10,000. A contingent course salary will be offered if enrollment is 14 or fewer, at a per-student rate of $100 per unit, per enrollment, not to exceed the full course salary or the maximum of $10,000 on the 1 st Enrollment Snapshot date. Note: The contingent course salary amount determined on the 1 st Enrollment Snapshot date will not decrease even if enrollment decreases on the 2 nd Enrollment Snapshot date. Page 9

10 2 nd Enrollment Snapshot: July 6 for 1 st Session and Special Session courses July 6 for Global Seminar Program 1 st Session courses whose instructors were contingent on April 21 Aug 7 for 2 nd Session Aug 10 for Global Seminar Program 2 nd Session courses whose instructors were contingent on April 21 The full course salary will still be paid even if enrollment decreases from 15 on the 1 st Enrollment Snapshot date. The maximum compensation offered for any course is $10,000. A higher contingent course salary will be offered if enrollment increases from the 1 st Enrollment Snapshot date, at a per-student rate of $100 per unit, per enrollment, not to exceed the full course salary or the maximum compensation of $10,000. Graduate students are paid full salaries and are not offered contingent appointments, in compliance with Article 23 of the UAW contract. Cancellation policy: the University reserves the right to cancel the course and the teaching appointment if course enrollment is fewer than 10 on: June 11 for 1 st Session July 9 for 2 nd Session Special Session courses are 10 business days from the start of the course. METHODS OF CALCULATION Compensation for instructors is calculated using their UCSD academic year salary as of June 30 of the current fiscal year even if a merit or promotion is awarded on July 1. Compensation is calculated at 8.5% for three- to six-unit courses, 4.25% for two-unit courses, and 2.125% for one-unit courses. For visiting faculty, compensation is based on the annual salary approved by the Associate Vice Chancellor and Dean of Undergraduate Education. Different formulas are used, depending on the type of AY appointment: Full salary per-course rates are determined as follows: Example: annual salary is $100,000 per year 100,000 x.085 = $8,500 per course Contingent compensation is calculated by taking the per-unit/per-enrollment rate and multiplying it by the number of students enrolled on June 4 or July 7. This rate cannot exceed the full salary that would be paid for the course with no contingency (8.5% of the instructor s academic year salary, or the $10,000 course maximum). Example: a four-unit course has 13 enrollments $55,453 annual salary x 8.5% = $4,714 course salary 4 x $100 = $400 per enrollment 400 x 13 = $5,200 However, 8.5% of the instructor s salary is $4,714; therefore, the maximum course salary is $4,714. Fiscal year academic and staff salaries must be first converted to academic year salaries before the formula is applied: Page 10

11 Example: annual salary is $100,000 per year 100,000 x.86 = 86,000 then 86,000 x.085 = $7,310 per course Global Seminar Program faculty are eligible for compensation at a flat rate of $15,000 (two courses at $7,500 per 4-unit course). For Summer 2015, enrollment is captured for each program on April 21, If enrollment is 15 or greater, the instructor will be paid the full rate of $15,000. If enrollment is less than 15 on April 21, 2015, instructors for repeat programs will be paid a contingent amount of $1,000 per student. This amount will not decrease. If enrollment increases to 15 or more after the 100% refund deadline (July 7 for 1 st Session and August 10 for 2 nd Session), the instructor will be paid the full rate of $15,000. If enrollment is less than 15 on April 21, 2015, instructors for new programs will be paid the full rate of $15,000. Emeriti faculty salaries are calculated on the last salary on record before retirement, with current range adjustments. Use title codes 1700 or 1702 for recalled professors and researchers. Instructors who have AY salaries at $117,647 or above have reached the maximum of $10,000 per course. Associates-In: all graduate student employees are all paid at the rate determined by the ASE contract. Rates are posted by the Graduate Division in October at For 2015: Base annual salary is $46, % = $3,914 course salary Title code 1506 Courses with low enrollment may be cancelled by Summer Session. Information and policies regarding Associates-In teaching upper division courses can be found at: Courses.pdf. Please contact the Graduate Division at with any questions regarding pay for graduate students. FACULTY COMPENSATION LIMITS Academic faculty may earn up to 3/9 (or 33%) additional compensation in the summer from all sources, including Summer Session teaching. This includes course salaries, bonuses, and other compensation (research, mentoring, contract and grant money, other stipends). Faculty and their home departments are responsible for monitoring the total compensation from all sources of compensation from UCSD during the summer to ensure that the 3/9 (33%) is not exceeded. BONUSES Two types of Summer Session bonuses are possible, based on eligibility of the course: Enrollment bonus Science Lab bonus Enrollment Bonus Enrollment bonuses for Summer 2015 will be calculated as follows: As in past years, the first 50 enrollments do not qualify for the bonus Each enrollment from 51 to 200 is calculated at $20 per student Page 11

12 Each enrollment from 201 and above is calculated at $10 per student, with no maximum limit. Example: Course total enrollment = students: no bonus students: 150 x $20 = $3, and above: 35 x $10 = $350 Total enrollment bonus $3,350 The enrollment-based bonuses are calculated on the first business day after the 100% refund of student fees deadline for each session: 1 st Session: July 6 2 nd Session: Aug 7 Special Session: dates vary depending upon the course s start date (see Summer Session website for calendar) Science Lab Bonus On a per-course basis, instructors teaching eligible courses with a 1.5 workload and an enrollment of at least 20 students may receive the course salary plus a science lab bonus, with total course compensation equaling times the course salary. Example: 60,000 annual salary x.085 = 5,100 course salary (8.5% of annual) 5,100 x = 9,563 = total course compensation 9,563 5,100 (course salary) = 4,463 (lab bonus) SUMMER GRADUATE TEACHING SCHOLARS PROGRAM: MENTOR PAYMENTS Mentor payments are deposited into research accounts for the instructor. Departments are responsible for providing Summer Session with the Research Index# to be used for depositing the payment. Please contact Summer Session s Business Services at with these requests or visit The Graduate Division will process the graduate student scholars awards. DEDUCTIONS Taxes The tax rate for compensation during summer depends on appointment type and DCP eligibility. Additional compensation during the summer is governed by APC-661, Appendix 1, APM 190 Appendix G, and PPM Unit 18 lecturers, instructors with a concurrent fiscal-year appointment, associates-in, emeriti faculty, appointees who have not worked at UCSD at any point in during the academic year (visiting faculty), staff who teach during the summer, researchers, and current under-graduate and graduate students employed as instructional support will be taxed based on W-4 allowances and the standard monthly tax tables. Important - please note that this may place an instructor into higher federal and state tax brackets, resulting in a greater rate of tax withholding. This is due to the respective tax agency s regulations that do not allow any consideration for summer salary being seasonal. It is recommended that instructors Page 12

13 consult an outside financial advisor to assist them in making any changes to their W-4 withholding allowances to avoid excess tax withholdings. DCP / Benefits Summer Salary Defined Contribution Plan UC professors and Lecturers with Security of Employment are eligible for a special Defined Contribution Plan benefit on summer salary. Compensation that many academic appointees receive for summer session is not considered covered compensation for determining UCRP benefits. Therefore, the Defined Contribution Plan contains a provision to provide employer and employee contributions to the Pretax Account based on eligible summer salary. The total contribution rate is 7 percent, comprising an employee pretax contribution of 3.5 percent and employer pretax contribution of 3.5 percent. For more details, please see the Defined Contribution Plan Summary Plan Description at the At Your Service website: Safe Harbor UCSD Payroll deducts a total of 8.45% (7% DCP; 1.45% Medicare) from all summer wages. This is a mandatory contribution that is taken out in lieu of Social Security. Employees can request a disbursement of the DCP funds after they are separated from UCSD. Non-residents on an F-1 (on-campus employment of 20 hours per week or less) or J-1 Visa do not contribute. For additional information, please visit the websites listed below. BENEFITS Summer Session appointments are not considered benefits-eligible appointments. The hours worked during Summer Session do not contribute towards the hours required to maintain benefits eligibility. For more information on benefits eligibility, please contact your department s HR representative. Page 13

14 APPOINTMENT LETTERS Summer Session s all instructors of record an appointment letter for each course. Appointment letters include: the session in which they are appointed: 1 st, 2 nd sessions or special (sometimes referred to as 3 rd session), and dates of instruction; course ID, full course title, and number of units; explanation of salary calculation (full or contingent and determination date) and course salary; the link with employment information pertinent to the instructor s title; and instructions for accepting the teaching appointment with an reply. Instructors have 10 days to reply by with their acceptance to summer-payroll@ucsd.edu. Instructors may not be entered into the payroll system, nor are they permitted to teach, until Summer Session has received the instructor s acceptance. Copies of appointment letters are sent to department chairs/college provosts/divisional deans, and MSOs. Please forward any acceptances to Summer Session that are inadvertently sent to the department. Page 14

15 UNIVERSITY OF CALIFORNIA, SAN DIEGO BERKELEY DAVIS IRVINE LOS ANGELES MERCED RIVERSIDE SAN DIEGO SAN FRANCISCO UCSD SANTA BARBARA SANTA CRUZ OFFICE OF SUMMER SESSION 9500 GILMAN DRIVE, MAIL CODE 0079 LA JOLLA, CALIFORNIA #1 LwC wev. 1/15 February 25, 2015 Jack Wilson Psychology SUBJECT: 2015 Summer Session Appointment Sample Appointment Letter 1 st Session Cictitious information for example purposes only Course, Units: PSYC2, 4 Units Session, Dates: 1 st Session, 06/29/15 to 08/01/15 Maximum Course Salary based on course enrollment: $8,271 Course Enrollment 15 or more on 07/06/15: $8,271 Course Enrollment students: $400/student - see below Course Enrollment less than 10 students: Course may be cancelled Enrollment Bonus if more than 50 students are enrolled: Enrollment Bonus if more than 200 students are enrolled: Enrollment snapshot, 07/06/15, rate $20/student Enrollment snapshot, 07/06/15, rate $10/student Paydate: 07/31/15 e-grades due to Registrar: 08/04/15 I am pleased to confirm your appointment to teach in the 2015 Summer Session at the University of California, San Diego. You are assigned to teach the following course in 1 st Session: PSYC2, General Psychology: Biological Foundations, 4 Units. The period for which you are appointed is 06/29/15 to 08/01/15. Normal compensation for one 4-unit course summer session is 8.5% of your nine-month UCSD teaching salary as of June 30, 2015, to a maximum of $10,000, excluding any bonus. Compensation per course is calculated by student enrollment. Summer Session takes two snapshots of enrollment to calculate your salary at the highest amount. Specific details are available at the Summer Session website, 2015 Guidebook link referenced below, Page 20. Your salary will be calculated as follows: First Enrollment Snapshot: 06/04/15 If enrollment is 15 or greater you will be paid the full course salary of $8,271. If enrollment is 14 or fewer you will be paid at a contingent rate of $400 per student, not to exceed $8,271. Cancellation of Appointment: 06/11/15 If you want to cancel your teaching appointment, please contact your department Chair by 06/08/15. The department will contact Summer Session to decide if a new instructor can be assigned or if the course will be cancelled. If enrollment is fewer than 10 students on 06/08/15, Summer Session reserves the right to cancel the course and your appointment to teach this course. You will be notified by Summer Session by 06/11/15 if your course is cancelled due to low enrollment. Second Enrollment Snapshot: 07/06/15 If enrollment has increased from the 06/04/15 snapshot, your salary will increase $400 per student up to your maximum of $8,271. Enrollment Bonus: 07/06/15 Additionally, you may be paid a bonus if enrollments in your course on 07/06/15 exceed 50 students: a $20 bonus per student may be paid for enrollments and a $10 bonus per student may be paid for enrollments above 200. Page 15

16 Sample Appointment Letter 1 st Session (continued) Fictitious information for example purposes only In addition to the 8.5% of your annual salary used to determine the per course (4-unit) compensation, the University policy for summer compensation also has a total maximum compensation allowed for teaching Summer Session. The maximum is 33% (or 3/9) of an instructor s academic year salary for all activities engaged in during the three-month summer period. This includes any teaching bonuses awarded based on enrollment, lab bonuses, mentoring, or any other bonus. It is the department s and faculty member s responsibility to ensure that their combined research, teaching, and other sources of summer salary do not exceed the limit. Summer Session will monitor your summer appointments to insure you do not exceed the maximum. The 2015 Guidebook containing the policies and procedures pertaining to summer instruction is available at the Summer Session website, The relevant compensation policies for summer teaching are set forth in APM 660, 661, and 662, as well as PPM Summer Session compensation is subject to state and federal taxes and all other deductions as required by law and University regulations. All offers of appointment are contingent upon documentation of employment eligibility in compliance with the Immigration reform and Control Act of This appointment is subject to all rules and regulations of the University of California and UC San Diego. Beginning March 19, 2015, information regarding course scheduling such as the days, times and location of your course can be viewed at Students begin enrolling in courses on April 13, Please accept the terms of this appointment within 10 days of this letter by replying to this with the following statement: I, Jack Wilson, accept the terms of the appointment letter dated February 25, 2015 to teach PSYC2. Date: If you have questions, please contact Andrea Olaguer at (858) or summer-payroll@ucsd.edu. I hope you have a pleasant and rewarding summer. Becky Arce, Director (858) barce@ucsd.edu cc: Department Chair/College Provost/Divisional Dean, MSO Page 16

17 PAYROLL / PPS / DOS CODES PPS Implementation: For Summer 2015, all instructors of record will be paid on sub 0. No timekeeping is required. Instructor paychecks will be issued on two dates only: July 31 Sept 1 Follow the instructions on the payroll worksheets provided by Summer Session. Payroll for Summer Session instructors and instructional support should be charged to your department s specific Summer Session index number. Information regarding the session, paydate, index number and sub is included on the worksheet. For Summer Session only, the appointment line for each session should show: 50% for teaching one course during the session, or 100% for teaching two courses in the same session. These appointment percentages will not affect the rate of pay. PPS entries for instructors now use sub 0. On the Appt line for all instructors, use 6/15/2015 as the start date; 9/5/2015 as the end date. Note: On the Appt line for Associates-In, use 6/29/15 8/1/15 for 1 st Session and 8/1/15 9/5/15 for 2 nd Session. Paydates follow the regular campus monthly payroll schedule for st Session paydate: July 31 On Dist line, use start date 7/1/2015, end date 7/31/ nd Session paydate: Sept 1 On Dist line, use start date 8/1/2015, end date 8/31/2015 See the PAN comments on the following PPS screen shots for Special Session pay instructions. Use the following chart to determine the paydate for Special Session courses: JULY 31 PAYDATE Starts Ends 6/29/2015 7/18/2015 7/20/2015 8/8/2015 SEPT 1 PAYDATE 6/29/2015 8/22/2015 6/29/2015 9/5/2015 8/10/2015 8/29/2015 Instructors whose courses overlap monthly paydates should be paid only once. The paydate should be within one week of the end of the course. Example: an instructor s special session course starts on June 29 and ends July 18: the paydate will be July 31. Page 17

18 Late payroll adjustments will be accepted in Sept for the October 1 paydate. For late or missed payroll after Sept, please call the Summer Session Business Services, , for approval before submitting payroll -- Summer Session performs fiscal analyses and closes books in October. SUMMER DOS CODES DOS Code: SSC (Ladder Rank) Use only for UC ladder rank faculty (Professor series, Lecturer with Security of Employment series) Eligible for special summer DCP Contribution Not UCRP covered compensation Not benefits eligible DOS Code: SST (Non-ladder Rank) Use for all non-ladder rank instructors including: Lecturers in Summer Session (title code 1550), Visiting Professors, Adjunct Professors, Associate-In Use for graduate students paid via a flat rate/sub-0: Associates-In, TAs, non-student Tutors serving as TAs, and graduate students who require positive time reporting/sub-2 (Readers and Tutors) Not eligible for special summer DCP Contribution Not UCRP covered compensation Not benefits eligible Page 18

19 Pay Period Dates Monthly Deadline Schedule (Updated 01/13/15) Timekeeping Entry PPS Entry Deadline to Stop Direct Deposit (10:00a.m.) Payday 07/01/15-07/31/15 07/22/15 07/23/15 07/29/15 07/31/15 08/01/15-08/31/15 08/24/15 08/25/15 08/27/15 09/01/15 09/01/15-09/30/15 09/23/15 09/24/15 09/29/15 10/01/15 10/01/15-10/31/15 10/21/15 10/22/15 10/28/15 10/30/15 11/01/15-11/30/15 11/22/15 11/23/15 11/25/15 12/01/15 12/01/15-12/31/15 12/22/15 12/23/15 12/29/15 01/04/16 Pay Period Dates Biweekly Deadline Schedule (Updated 01/13/15) Timekeeping Entry PPS Entry Deadline to Stop Direct Deposit (10:00a.m.) Payday 05/24/15-06/06/15 06/10/15 06/11/15 06/15/15 06/17/15 06/07/15/06/20/15 06/24/15 06/25/15 06/29/15 07/01/15 06/21/15-07/04/15 07/08/15 07/09/15 07/13/15 07/15/15 07/05/15-07/18/15 07/21/15 07/22/15 07/27/15 07/29/15 07/19/15-08/01/15 08/05/15 08/06/15 08/10/15 08/12/15 08/02/15-08/15/15 08/19/15 08/20/15 08/24/15 08/26/15 08/16/15-08/29/15 09/01/15 09/02/15 09/04/15 09/09/15 08/30/15-09/12/15 09/16/15 09/17/15 09/21/15 09/23/15 09/13/15-09/26/15 09/29/15 09/30/15 10/05/15 10/07/15 Page 19

20 SAMPLE PAYROLL SPREADSHEETS Date: 05/08/15 Department: Psychology Summer Session Payroll Index# [AAANNNN] - See Payroll Spreadsheet Provided by Summer Session Fund: 20290A Paydate: 07/31/15 Sub: 0 Appt Line PRELIMINARY PAYROLL SPREADSHEET 1ST PAYDATE All information fictitious, for example only. Separate Distribution Lines PPS Entry Field Appt Ann/Hr Rate Name Faculty Type Title DOS Code Code Appt Begins Appt Ends Session CourseID %Full Paydate Begins Paydate Ends Course Salary Lab Bonus Enr Bonus Total Salary (U,V,W) Jacobs Luke GradStud 1506 SST 06/29/15 08/01/15 1st PSYC /29/15 07/31/15 $3,914 $0 Jack Wilson LRF 1100 SSC 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $8,271 $0 Jones Ca rl LNSF 1550 SST 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $2,800 $0 Stone Sandra Vist Prof 1108 SST 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $5,600 $0 Date: 07/08/15 Department: Psychology Summer Session Payroll Index# [AAANNNN] - See Payroll Spreadsheet Provided by Summer Session Fund: 20290A Paydate: 07/31/15 Sub: 0 Appt Line FINAL PAYROLL SPREADSHEET 1ST PAYDATE All information fictitious, for example only. Separate Distribution Lines PPS Entry Field Appt Ann/Hr Rate Name Faculty Type Title DOS Code Code Appt Begins Appt Ends Session CourseID %Full Paydate Begins Paydate Ends Course Salary Lab Bonus Enr Bonus Total Salary (U,V,W) Jacobs Luke GradStud 1506 SST 06/29/15 08/01/15 1st PSYC /29/15 07/31/15 $3,914 $0 $0 $3,914 Jack Wilson LRF 1102 SSC 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $8,271 $0 $240 $8,511 Jones Ca rl LNSF 1550 SST 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $4,000 $0 $0 $4,000 Stone Sandra Vist Prof 1108 SST 06/15/15 09/05/15 1st PSYC /29/15 07/31/15 $7,140 $0 $0 $7,140 Page 20

21 SAMPLE PAYROLL SPREADSHEETS Date: 05/08/15 Department: Psychology Summer Session Payroll Index# [AAANNNN] - See Payroll Spreadsheet Provided by Summer Session Fund: 20290A Paydate: 09/01/15 Sub: 0 PRELIMINARY PAYROLL SPREADSHEET 2nd PAYDATE All information is fictitious, for example only. Appt Line Separate Distribution Lines Appt Ann/Hr Rate PPS Entry Field Name Faculty Type Title DOS Code Code Appt Begins Appt Ends Session CourseID %Full Paydate Begins Paydate Ends Course Salary Lab Bonus Enr Bonus Total Salary (U,V,W) Jacobs Luke GradStud 1506 SST 08/03/15 09/05/15 2nd PSYC /03/15 08/31/15 $3,914 $0 Jack Wilson LRF 1100 SSC 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $8,271 $0 Jones Ca rl LNSF 1550 SST 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $2,800 $0 Stone Sandra Vist Prof 1108 SST 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $5,600 $0 Date: 08/11/15 Department: Psychology Summer Session Payroll Index# [AAANNNN] - See Payroll Spreadsheet Provided by Summer Session Fund: 20290A Paydate: 09/01/15 Sub: 0 FINAL PAYROLL SPREADSHEET 2nd PAYDATE All information is fictitious, for example only. Appt Line Separate Distribution Lines Appt Ann/Hr Rate PPS Entry Field Name Faculty Type Title DOS Code Code Appt Begins Appt Ends Session CourseID %Full Paydate Begins Paydate Ends Course Salary Lab Bonus Enr Bonus Total Salary (U,V,W) Jacobs Luke GradStud 1506 SST 08/03/15 09/05/15 2nd PSYC /03/15 08/31/15 $3,914 $0 $0 $3,914 Jack Wilson LRF 1102 SSC 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $8,271 $0 $240 $8,511 Jones Ca rl LNSF 1550 SST 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $4,000 $0 $0 $4,000 Stone Sandra Vist Prof 1108 SST 06/15/15 09/05/15 2nd PSYC /03/15 08/31/15 $7,140 $0 $0 $7,140 Page 21

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24 DATA ENTRY GUIDELINES FOR INSTRUCTORS OF RECORD PLEASE NOTE: Instructors who teach both sessions 1 and 2 are not separated between sessions 1. Log into PPS 2. Choose a PPS screen or bundle to navigate through screens: EAPC for instructors with an active appointment RHIR for rehiring instructors who have been separated in PPS HIRE for new hires 3. Enter EAPC, RHIR, or HIRE in the Next Func field along with either the employee ID number or name 4. Press F9 or navigate to the command line and type Add A then press Enter key Special Note on Benefits: The BELI code on the EPER screen is changed to 5 to stop benefits in these situations: Lecturers with a 9/9 appointment Instructors with 9/12 or 11/12 appointment that ends on 6/30 When completing the HIRE or RHIR bundle Graduate students (Associates-In) are not eligible for benefits Appointment Line for SALARY and BONUS (if applicable) Type 5 Basis (leave blank) Pd Ovr (leave blank) Appt Begin All sessions: June 15 Appt End All sessions: Sept 5 Dept 6-digit department code Title Enter title code from payroll worksheet % Full Enter percentage of time: use 50% for one course or 100% or two courses F/V F (fixed) Annually Enter total Summer Session compensation (salary + applicable bonus or stipend) Rt B (By-agreement) Sch MO (Monthly) Time N (no time sheet produced, not necessary) Lv N (No Leave Accrual) Distribution Line for BASE SALARY Index Your index (funding source 20290A) Sub 0 Dist % (leave blank) Pay Begin 1 st Session: July 1 2 nd Session: Aug 1 Special Session: see chart on page 17 Pay End 1 st Session: July 31 2 nd Session: Aug 31 Special Session: see chart on page 17 Rate/Amt Enter course salary amount only from payroll worksheet Page 24

25 DOS code: SSC for ladder rank faculty with 9/12 or 11/12 appointment, lecturers SOE & PSOE SST for lecturers (title code 1550), visiting or emeriti faculty, Graduate Students as Associates-In, and graduate students who require positive time reporting/sub-2 (Readers and Tutors) Distribution Line for BONUSES and MENTOR STIPENDS (if applicable) Index Your index (funding source 20290A) Sub 0 Dist % (leave blank) Pay Begin 1 st Session: July 1 2 nd Session: Aug 1 Pay End 1 st Session: July 31 2 nd Session: Aug 31 Rate/Amt Enter bonus or mentor stipend amount only from payroll worksheet DOS code SSC for ladder rank faculty and lecturers LSOE and SOE; SST for lecturers (title code 1550), visiting or emeriti faculty, Graduate Students as Associates-In, and graduate students who require positive time reporting/sub-2 (Readers and Tutors) 5. Press F5 to update the transaction, then F10 to enter comments. Comments are required before PPS will allow you to update your action. Suggested comments: Appt to teach (Course) in Summer (1 st Session, 2 nd Session, or Special Session). One-time by-agreement payment on (Pay Day). Base salary, Bonus amount. 6. Once you have added your comments, press F5 to complete the transaction. Pages 26 through 29 show several examples of Instructor Payroll screen shots. Pages 30 through 32 offer several ways to correct errors. Page 25