Guidance for administration of non-student academic personnel in UCPath

UCPath guidance for non-student academic personnel

Academic Affairs provides the following guidance to assist with the administration of non-student academic personnel in UCPath.

 

Comp rate codes

Following is a list of the most common comp rate codes for academic personnel:

UCPath Code

Description

UCANNL

Base Salary; system-wide step rate

UCHRLY Hourly: system-wide step rate

UCMIN

Base salary on minimum scale

UCHSX

Health Sciences: X component

UCHSP

Health Sciences: Prime component

UCHSN

Health Sciences: Y component (not firm; will be reduced by amount of range to X and prime)

UCHSY

Health Sciences: Y component (firm; will not be reduced by amount of range to X and prime)

UCABVE

Above Scale salary

UCHSAX

Health Sciences: Above scale X

UCHSAP

Health Sciences: Above scale prime

UCGCY

Negotiated Salary Trial Program (NSTP) negotiated pay component (firm, manual range adjustment required when employee is on a half-step*)

UCGCYN

Negotiated Salary Trial Program (NSTP) negotiated pay component (not firm, reduces in range adjustment)

UCWOS

Without salary

Following is a list of comp rate codes for off-scales and for what purpose they are used:

UCPath Code

Description

Range adjustment eligibility

APHID code

UCOFF1

Traditional off-scale.

Eligible for range adjustment

Recruitment, Retention, Special-RA

UCDEC9

To be used only if a second traditional off-scale is needed

Eligible for range adjustment

Recruitment, Retention, Special-RA

UCHSO1

Health Sciences off-scale. Extremely rare, and exceptional

Eligible for range adjustment

Recruitment, Retention, Special-RA

UCHD91

Health Sciences: To be used only if a second traditional off-scale is needed

Eligible for range adjustment

Recruitment, Retention, Special-RA

UCOHR1

Hourly: Traditional off-scale

Eligible for range adjustment

Recruitment, Retention, Special-RA

UCDEC5

Step Plus half-step increments

Not eligible for automatic range adjustment - requires manual update, if applicable*

Increment

UCHD51

Health Sciences: Step Plus half-step increments

Not eligible for automatic range adjustment - requires manual update, if applicable*

Increment

UCOFF2

Typically used for Step Plus Supplements or other special off-scale not eligible for range adjustment

Not eligible for automatic range adjustment - requires manual update, if applicable*

Supplement or REX

UCHSO2

Health Sciences: Typically used for Step Plus Supplements or other special off-scale not eligible for range adjustment

Not eligible for automatic range adjustment - requires manual update, if applicable*

Supplement or REX

UCOHR2

Hourly: Typically used for Step Plus Increments, Supplements or other special off-scale not eligible for range adjustment

Not eligible for automatic range adjustment - requires manual update, if applicable*

Increment, Supplement, or REX

UCOFF3

Decreasing off-scale that decreases by the amount of a range adjustment

Decreases by the amount of the range adjustment

REX

UCHSO3

Health Sciences: Decreasing off-scale that decreases by the amount of a range adjustment

Decreases by the amount of the range adjustment

REX

UCOHR3

Hourly: Decreasing off-scale that decreases by the amount of a range adjustment

Decreases by the amount of the range adjustment

REX

*Academic Affairs will coordinate file submission for mass update of this salary component      

 

Contingent Workers

Following is a list of titles considered contingent workers in academic personnel:

Contingent Worker (CWR) Job Codes and Descriptions
Job Code Description CWR Job Code
002081 CLIN ASSOCIATE-FY CWR007
003296 RES FELLOW (WOS) CWR021
003298 RES ASSOC (WOS) CWR022
003299 VIS SCHOLAR (WOS) CWR015
003730 VIS GRADUATE (WOS) CWR003
003731 VIS UNDERGRADUATE (WOS) CWR016

 

Faculty Administrators - Full-time

When appointing an academic as a full-time faculty administrator (dean, vice provost, etc), be sure to leave the compensation in place on the underlying academic appointment (e.g., professor) and place the academic jobs in Faculty Abeyance. This will prevent pay on the underlying academic appointment and still allow us to continue to range adjust the academic appointments.

 

Faculty Administrators - Part-time

When appointing an academic as a part-time faculty administrator (department chair, associate dean), only the stipend should be paid on the part-time faculty administrator job. Do not change the compensation on the academic jobs (e.g., professor). The compensation on the faculty administrator job should have zero compensation and pay the stipend through Additional Pay. Do not use UCWOS on the administrator job because it will stop payment of the Additional Pay.

 

Fair Labor Standards Act (FLSA) mismatch

The Service Channel is responsible for coordinating the review of dual employment FLSA mismatches and working with hiring managers and employees as needed to keep them informed about the FLSA designation, and the impact a change may have on both the department(s) as well as the employee.  In some instances, a notice to the union may be required if the position is represented and the FLSA designation will change.  In this situation, the hiring process will likely require additional time. The Service Channels have guidelines to determine FLSA for part-time employees with multiple positions. If the FLSA Alignment Guidelines do not address a specific mismatch, then the Service Channel will submit a “Form to Request an FLSA Status Determination” to the FLSA Alignment Committee.  The FLSA Alignment Committee will then conduct a review of all current job titles and descriptions to determine the most appropriate FLSA designation for all positions combined. More information can be found on the HR - Fair Labor Standards Act website.

 

Leave of Absence/Extended Absence

Use the Delegation of Authority for Leaves of Absence to determine which leaves of absence require data entry in UCPath.

 

Recall Appointments

All recall appointments require a position/job in UCPath. All recall appointments require an annual pay rate and a position/job FTE (percentage of appointment). Following is a list of all the recall job codes (please use the Recall Title Code Guide to select the correct title code):

  • 001699            RECALL TEACHG NON-SENATE
  • 001700            RECALL TEACHG
  • 001701            RECALL HCOMP
  • 001702            RECALL FACULTY
  • 003802            RECALL NON-FACULTY ACAD
  • 003812            RECALL NON-FACULTY ACAD NEX

 

"Reports To"/Supervisor

For academics employees, use the following guidance to assign the appropriate Reports To/Supervisor:

Non-student Academic Type

Supervisor

Academics who do not have an official supervisor (i.e., professors) and/or serve as Principal Investigator on their own funding (i.e., professional researchers)

Department chair or equivalent academic unit head*

Academics who report to another academic, such as a Principal Investigator who would approve their non-exempt time sheet

Academic supervisor, likely the Principal Investigator**

Librarian

Librarian reports to designated Librarian-Supervisor

Librarian-Supervisor reports to Associate University Librarian

Associate University Librarian reports to University Librarian

University Extension

Dean-University Extension

Senate and Non-Senate Emeriti

Department chair or equivalent academic unit head*

Faculty Recall

Department chair or equivalent academic unit head*

Non-Faculty Recall

May be the Department Chair or another Academic (such as a Principal Investigator).
-Department chair or equivalent academic unit head*
-Academic supervisor, likely the Principal Investigator**

Vice Chair

Department chair or equivalent academic unit head*

Department Chair

Dean

Associate Dean

Dean

Director (divisional academic program)

Dean

ORU Director

Vice Chancellor for Research

Dean and other Full-time Faculty Administrators

Provost

Other part-time faculty administrator

Appropriate administrator (Dept Chair, Dean, etc.)*

Associate Vice Chancellor (full-time or part-time)

Appropriate Vice Chancellor

Other administrative stipends

Appropriate administrator (dept chair, dean, etc)*

*Select the faculty administrator appointment/job (e.g., department chair) as the Reports To position, not the underlying faculty/academic job (e.g. Prof)

 

**If the Principal Investigator also holds a faculty administrator job (e.g., director or department chair), select the underlying faculty/academic job (e.g. Prof) as the Reports To position, not the faculty administrator appointment.

 

Reporting relationships for Senior Management Group members varies. All Vice Chancellors report directly to the Chancellor. The Provost & Executive Vice Chancellor and the Chief Campus Counsel also report directly to the Chancellor. The University Librarian, Vice Provost – I&ET, and the Dean for University Extension report directly to the Provost. The Chiefs at UC Davis Health report either directly to the Vice Chancellor – Human Health Sciences or to the Chief Executive Officer.

Near Relatives:  If the supervisor/Reports To is a near relative, the third party designated in the Near Relatives Identification and Approval Form should be listed as the employee’s supervisor.

 

Short Work Break Limits

The UCPath Short Work Break (SWB) process refers to placing an employee on, or returning them from, a short work break. The action of SWB can be used to stop pay for an employee in the system for a temporary period of time, but allows them to remain on active status. This process applies to both staff and academic employees.

Locations request SWB changes through UCPath via PayPath. Approval Workflow Engine (AWE) will allow locations to capture and route the requests for approval prior to being written to the UCPath database.

While on a SWB, the employee may be eligible to continue certain benefits. Depending on the type of the SWB, the employee may be required to pay both the employee and employer portions to continue medical, dental and/or vision coverage. Employee records on SWB should be monitored on a regular basis.

UCPath users should refer to the Job Aid in Workforce Administration -> PayPath Transactions -> Job Aid: Short Work Break Matrix. Following table includes some of the specifics for non-student academic personnel:

Type Action  Action Reason Description Criteria Policy Reference Scenarios
Unit 18- Benefits Bridge Eligible SWB BEN Used to put a Unit 18 employee off pay status in between quarters/ semesters of active employment. The employee is eligible to request a Benefits Bridge. Limited to 3 consecutive months. Non-Continuing Unit 18 titles must have an approved job to which they will return at the end of the SWB, otherwise a termination should occur.  http://ucnet.universityofcalifornia.edu/labor/bargaining-units/ix/docs/ix_2011-2015_sl08_benefits.pdf A lecturer with fall and spring teaching appointments.
Unit 18- Benefits Bridge Not Eligible SWB U18 Used to put a Unit 18 employee off pay status in between quarters/ semesters of active employment. The employee is not eligible to request a Benefits Bridge. Limited to 12 consecutive months. Non-Continuing Unit 18 titles must have an approved job to which they will return at the end of the SWB, otherwise a termination should occur.  http://ucnet.universityofcalifornia.edu/labor/bargaining-units/ix/docs/ix_2011-2015_sl08_benefits.pdf A lecturer with recurring 9/9 appointments (e.g. works every fall quarter)
University Extension (UNEX) SWB UNX Used to put a UNEX Teacher off pay status in between periods of active employment.  Limited to 6 consecutive months. Must only be used when there is an approved job/contract to which they will return at the end of the SWB, otherwise a termination should occur.   A UNEX Teacher with two contracts with a break in service between them.
Variable Appointment SWB VAR Used to put an exempt academic employee with a highly variable schedule off pay status in between periods of active employment. Limited to 12 consecutive months. Used during periods of inactivity for exempt academic appointees with intermittent service (e.g. seasonal or on-call).    An on-call or seasonal researcher or librarian.
Research Funding Bridge SWB RFB Used to place an employee that is awaiting research funding on SWB.  Limited to 4 consecutive months. Used when the employee is not working and there is an approved reappointment that is pending the arrival of contract/grant funding. There must be proof of incoming funding.   A researcher's appointment (job) ends June 30. A reappointment has been approved effective July 1, but the funding supporting the new project does not begin until October 1. 

 

Summer Salary

Following is guidance on how to enter into UCPath summer salary for research, teaching, or administrative service.

Summer Salary for Faculty Administrative Positions

Scenario/example: AY Faculty member is appointed as a Department Chair and is compensated 2 ninths for department chair position and a stipend for their service.
How to enter in UCPath: Employee already has a full-time Professorial job and must be hired into a concurrent job for the department chair position.

  • Add a new position, if needed, using the 001096 (Department Chair) job code. Set Salary Admin Plan = BYA, Grade = Blank, and FTE = 0.0.

  • Use the UC_CONC_HIRE_AC SmartHR template to hire the Appointee into a concurrent job. This job will have no compensation on Job but paid Additional Compensation (Stipend and Summer Salary) for the department chair work. The stipend must be paid on the Earnings Code STP. Summer Salary must be paid on the Earnings Code for part time administrators - DIF.

  • Additional compensation may be setup on the UC_CONC_HIRE_AC template OR, if the job had already been added, in PayPath.

Senate Faculty Summer Sessions Teaching

Scenario/example: Faculty Member is appointed to Summer Sessions Teaching Position for an 8-week Summer Session
How to enter in UCPath:

  • Add summer sessions compensation as Additional Compensation on the appropriate senate faculty job (e.g., 001100, 001200, 001300) using the correct Earnings Code (usually ACS).

  • Additional Pay should be calculated and prorated prior to entering into PayPath or One-time pay.

  • If the professor is owed the same amount in consecutive months, use PayPath to establish recurring Additional Compensation.

  • If the professor is owed different amounts each month, use One-Time Additional Compensation to enter separate payments for each month.

  • Recall that in both PayPath and One-Time Additional Compensation, the exact amount to be paid to the professor should be entered in the 'earnings' field.

  • Fiscal year faculty must forfeit vacation hours in order to accept the Summer Session payment, or report APM 025 days. The # of vacation hours to debit will depend on the number of working hours in the month; refer to the Payroll Calendar. Prorate the vacation debit for partial 1/12th payments.

  • Special consideration: If senate faculty is terminating from professorial job then a new job will need to be created for the summer session. The HIRE transaction could be submitted and the additional pay for Summer Salary can be added directly on the TBH. If the faculty member conducts both effort bearing summer research and summer sessions teaching, then two jobs are required (e.g., one for the summer research and the other for summer sessions teaching).

Non Senate Faculty and Non Faculty Summer Sessions Teaching

Scenario/Example: Non-Senate Faculty Member is appointed to Summer Sessions Teaching Position
How to enter in UCPath:

  • Add a position, if needed, with the appropriate job code (i.e., 001550 Lecturer in Summer Session). Salary Admin Plan = BYA, Grade = Blank, and FTE = 0.0.

  • Hire the appointee into the position using the UC_FULL_HIRE_AC or UC_CONC_HIRE_AC OR UC_REHIRE_AC template based on if the appointee is a new hire, a concurrent hire, or a rehire. Leave the compensation rows blank. Note: When adding the second job via TBH, the summer session amount can be added directly in the template.

  • Depending on the situation, additional compensation can be established at the time of hire on the Hire template, or through the PayPath or One-time Additional Compensation screens using the correct Earnings Code (usually ASN).

  • If the appointee is owed the same amount in consecutive months, use PayPath to establish recurring Additional Compensation.

  • If the appointee is owed different amounts each month, use One-Time Additional Compensation to enter separate payments for each month.

  • Recall that in both PayPath and One-Time Additional Compensation, the exact amount to be paid to the appointee should be entered in the 'earnings' field.

  • Fiscal year appointees will need to reduce their percent effort on their primary job or forfeit vacation hours in order to accept the Summer Session payment. The # of vacation hours to debit will depend on the number of working hours in the month; refer to the Payroll Calendar. Prorate the vacation debit for partial 1/12th payments.

  • As of summer 2017, job code 1550 is not eligible for special summer salary 403B contribution - use ASN Additional Comp-Summer-No DCP.

 Summer Research 1/12th - Full-Time Faculty Administrators

Scenario/Example: Additional compensation issued to full-time Faculty Administrators or Deans for performing research in lieu of vacation
How to enter in UCPath: Appointee has a full-time Faculty Administrator position and intends to engage in summer salary research paid from a fund that requires effort reporting or payroll certification. This research will be in lieu of vacation. A concurrent job must be added to pay and track the summer salary research.

  • Add a position, if needed, with the appropriate fiscal year non-represented ladder rank research title (e.g. 003201). Salary Admin Plan and Grade should be set to the normal values for the professor's rank (e.g., not BYA). The FTE on the position should be adjusted based on the percentage that the appointee should be paid. (E.g., if the professor should be paid 95% of 1/12, their FTE should be .95).

  • Use the UC_CONC_HIRE_AC SmartHR template to hire the Appointee into a concurrent job. Compensation should be entered on the job record as an annual amount with the compensation frequency UC_11 or UC_12. The system will prorate the professor's monthly pay.

  • On the Earns Dist/Addl Pay tab, add JED using the 'Earnings Distribution Type' = by % and the Earnings code AFR. Usually, JED should be 100% distributed to AFR.

  • The appointee should report vacation usage equal to the amount of summer research days on their timesheet, so that the balances are updated. UCPath will not automatically track or calculate vacation usage.

  • The appointee's pay check at the end of the month will include compensation from their primary job(s) and additional compensation for the summer research. The summer salary will be percentage-based and issued under a separate job at the on the UC_FY comp frequency. The total combined monthly compensation will be up to 200%.

  • The # of vacation hours to debit will depend on the number of working hours in the month; refer to the Payroll Calendar. Prorate the vacation debit for partial 1/12th payments.

Summer Salary for Research that requires effort reporting or payroll certification for FY Faculty

Scenario/example: Faculty member is working on a research grant and plans to take 1/11 OR 1/12 in August.
How to enter in UCPath: Appointee has a full-time FY Professorial job and intends to engage in summer salary research paid from a fund that requires effort reporting or payroll certification. A concurrent job must be added to pay and track the summer salary research.

  • Add a position, if needed, with the appropriate fiscal year non-represented ladder rank research title (e.g., Research title equivalent to professorial; 003201). Salary Admin Plan and Grade should be set to the normal values for the professor's rank (e.g., not BYA). The FTE on the position should be adjusted based on the percentage that the appointee should be paid. (E.g., if the professor should be paid 95% of 1/12, their FTE should be .95).

  • Use the UC_CONC_HIRE_AC SmartHR template to hire the Appointee into a concurrent job. Compensation should be entered on the job record as an annual amount with the compensation frequency UC_11 or UC_12. The system will prorate the professor's monthly pay.

  • On the Earns Dist/Addl Pay tab, add JED using the 'Earnings Distribution Type' = by % and the Earnings code AFR. Usually, JED should be 100% distributed to AFR.

  • An extended absence record needs to be created for the Professorial and any other FY positions (e.g., _in the AES) for the duration of the summer research. Manage Accruals also must be used to enter "Take" for vacation hours - one row for every day must be added in Manage Accruals. UCPath will not automatically track or calculate vacation usage.

Summer Salary for Research that requires effort reporting or payroll certification for AY Faculty

Scenario/example: Faculty member is working on a research grant and plans to take 1.0 ninth in July, .75 ninths in August and 0.5 ninths in Sept.
How to enter in UCPath: Appointee has a full-time AY Professorial job and intends to engage in summer salary research paid off of a fund that requires effort reporting or payroll certification. A concurrent job must be added to pay and track the summer salary research.

  • Add a position, if needed, with the appropriate academic year non-represented ladder rank 1/9th research title (e.g., Research title equivalent to professorial; 003205). Salary Admin Plan and Grade should be set to the normal values for the professor's rank (e.g., not BYA). The FTE on the position should be adjusted based on the percentage that the appointee should be paid during the first month of summer salary. For this example, the FTE should be 1.0.

  • Use the UC_CONC_HIRE_AC SmartHR template to hire the Appointee into a concurrent job. In this example, the effective date should be 7/1. Compensation should be entered on the job record as an annual amount with the compensation frequency UC_9M. The system will prorate the professor's monthly pay. The 'Expected Job End Date' field should be set to the first day after summer pay ends. The 'End Job Automatically' checkbox should be checked, so that the summer salary job is automatically terminated at the end of the summer.

  • On the Earns Dist/Addl Pay tab, add JED using the 'Earnings Distribution Type' = by % and the Earnings code ACR. Usually, JED should be 100% distributed to ACR.

  • If the professor's FTE will change during each month of the summer, submit PayPath transaction(s) to adjust their FTE. In this example, two PayPath transactions should be submitted: 1. Effective 8/1 with FTE = .75; 2. Effective 9/1 with FTE = .5. Transactions in PayPath (E-102) with different effective dates must be submitted separately. If two jobs were established to pay summer salary, both may need to be adjusted. At the end of the summer, all summer salary jobs should be terminated.

Summer salary (not subject to effort reporting or payroll certification) for a professor on Leave without Pay

Scenario/Example: Faculty member is on LWOP and receives summer salary during the summer
How to enter in UCPath: Jobs on leave without pay cannot disperse pay through the compensation rows on the job or through recurring additional compensation. If a professor is owed summer salary and their professorial job is on LWOP, two options are available:

  • Submit the summer salary as multiple one-time payments (not recurring) on the professor's primary job.

  • Create a second position/ job for the employee, process a concurrent hire, with zero regular compensation, and add the recurring additional pay to the concurrent job. Depending on the type of work being performed, the earning code may be one of the following:
    ACR - Research
    ACA - Administration
    ACS - Teaching
    ACN - Other

Summer Salary for Research that does NOT require effort reporting or payroll certification (ex. startup funds/private research funds)

Scenario/example: New Faculty member is paid out 2 summer ninths over the summer from initial complement startup funds
How to enter in UCPath: Ensure the appointee has an active professorial job (e.g., 001100, 001200, 001300). If the professor is new to UCD and is receiving startup funds, they may need to be hired in UCPath.

  • Depending on the situation, additional compensation can be established at the time of hire on the Hire template, or through the PayPath or One-time Additional Compensation screens using the correct Earnings Code (usually ACR).

  • If the appointee is owed the same amount in consecutive months, use PayPath to establish recurring Additional Compensation.

  • If the appointee is owed different amounts each month, use One-Time Additional Compensation to enter separate payments for each month.

  • Recall that in both PayPath and One-Time Additional Compensation, the exact amount to be paid to the appointee should be entered in the 'earnings' field.

  • Note: Example: Funding Manager should have already been notified (via E-308 AWE) that the additional pay amount has been submitted along with the concurrent hire information. This is a location business process that is defined per BU.

 

Temporary $0.00 Pay for Academic Researchers

Following is guidance on how to enter into UCPath situations where an academic researcher (professional researchers, project scientists, and specialists) lowers their pay to $0, but still conducts work. In these cases, it is expected that additional funding will be forthcoming. In UCPath, it is best if this situation is processed as two separate actions (concurrent appointments):

1. Place the original paid appointment on Short Work Break.

  • There is no expectation that the appointee will perform work under the original appointment while on Short Work Break.
  • There is reasonable assurance that the appointee will be returning to work after a period off pay status.
  • No pay is generated.
  • This will preserve the parameters of the appointment (FTE, pay rate, pay group, comp rate code, rank, step, salary, etc.)

2. Add a concurrent WOS appointment.

  • The appointee can perform services/work under the WOS appointment.
  • The appointee has agreed to perform services for no pay under the WOS appointment.

3. When funding returns,

  • Return from Short Work Break to resume pay.
  • End the WOS appointment.

For all other titles (e.g., adjunct professor) that may have gaps in funding, only use Short Work Break if the employee is not conducting any business during the gap. Otherwise, reduce their FTE to 0.0 during the gap. 

 

Visiting Appointments

All visiting appointments require a position/job in UCPath. All visiting appointments require an annual pay rate and a position/job FTE (percentage of appointment). Following is a list of all the visiting job codes:

  • 001108            VIS PROF  
  • 001208            VIS ASSOC PROF  
  • 001308            VIS ASST PROF 
  • 001712            VIS ASST PROF-HCOMP
  • 001713            VIS ASSOC PROF-HCOMP
  • 001714            VIS PROF-HCOMP
  • 003178            VIS RES NEX
  • 003188            VIS ASSOC RES NEX
  • 003198            VIS ASST RES NEX
  • 003208            VIS RES
  • 003218            VIS ASSOC RES
  • 003228            VIS ASST RES
  • 003305            VIS SPECIALIST
  • 003306            VIS SPECIALIST NEX
  • 003315            VIS ASSOC SPECIALIST
  • 003316            VIS ASSOC SPECIALIST NEX
  • 003325            VIS ASST SPECIALIST
  • 003326            VIS ASST SPECIALIST NEX
  • 003335            VIS JR SPECIALIST
  • 003336            VIS JR SPECIALIST NEX
  • 003396            VIS PROJ SCIENTIST
  • 003397            VIS ASSOC PROJ SCIENTIST
  • 003398            VIS ASST PROJ SCIENTIST
  • 003496            VIS PROJ SCIENTIST NEX
  • 003497            VIS ASSOC PROJ SCIENTIST NEX
  • 003498            VIS ASST PROJ SCIENTIST NEX
  • 003615            VIS LIBRARIAN
  • 003665            VIS LIBRARIAN NEX