Guidance for administration of non-student academic personnel in UCPath

UCPath guidance for non-student academic personnel

Academic Affairs provides the following guidance to assistant 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

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:

  • 002081 CLIN ASSOCIATE-FY
  • 003296 RES FELLOW (WOS)
  • 003298 RES ASSOC (WOS)
  • 003299 VIS SCHOLAR (WOS)
  • 003730 VIS GRADUATE (WOS)
  • 003731 VIS UNDERGRADUATE (WOS)

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.

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.

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. 

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