Entering Summer Salary
Summer Compensation Guidelines
During the summer, eligible academic-year faculty may earn up to a
maximum of one-third of the nine-month annual salary rate as additional
compensation. Because this is paid in a different manner than their
regular appointment, an additional job record must be created to reflect
the appointment for additional compensation. The following procedure
documents the steps for adding summer salary.
- To obtain working days and payment calculation, go to the Academic Personnel Office (APO) website: http://apo.chance.berkeley.edu/index.html.
- Click on the Compensation link located on the left hand side of the page.
- Next, click on the Summer Compensation link to view current dates/limits.
- In HRMS, go to Home>Administer Workforce>Administer Workforce>Inquire.
From the Inquire menu, click Appointment Summary.
- If there is a job record that is terminated, use that job record. If there is a job record that is active but the End Date is passed, go to Home>Administer Workforce>Administer Workforce>Use>Job Data. First, terminate the job using the “EAD” reason. Then, reactivate the job record using “Data Change” action and “RJR” reason to add summer salary.
- If there is not an available job record for summer salary, go to Home>Administer Workforce>Administer Workforce>Use>Add Concurrent Job. Use the “ACA” reason code.
- Follow these guidelines in completing the job record.
- Since faculty are normally conducting research, use an appropriate research Job Code and title. Typical titles and job codes are:
| Job Code | Job Description | Rate
Code/ |
| 1982 |
Research____-Acad Yr-1/9-B/E | 9/9 |
| 1984 | Asso Research____-AY-1/9-B/E | 9/9 |
| 1986 | Asst Research____-AY-1/9-B/E | 9/9 |
| 1987 | Research____-Fis Yr-B/E | 11/11 |
| 1988 | Asso Research____-Fis Yr-B/E | 11/11 |
| 1989 | Asst Research____-Fis Yr-B/E | 11/11 |
| 3200 | Research-Fiscal Yr | 11/11 |
| 3205 | Research____-Acad Yr-1/9 | 9/9 |
| 3210 | Asso Research-Fis Yr | 11/11 |
| 3215 | Asso Research____-Acad Yr-1/9 | 9/9 |
| 3220 | Asst Research-Fis Yr | 11/11 |
| 3225 | Asst Research____-Acad Yr-1/9 | 9/9 |
- Use the same Rank, Salary, and Step for additional compensation
as the faculty appointment. For faculty in the professorial series,
if the regular title is paid on an academic year basis, then the
additional compensation is paid on a 9/9 basis. If the regular title
is paid on a fiscal year basis, then the additional compensation
is paid on an 11/11 basis.
Note: For titles not eligible for 1/9th payments (for example, Lecturers), use an appropriate fiscal year job code. - Use Effective Dates and End Dates consistent with summer compensation.
- Use Employment Duration “W-End Date.”
- No job FTE is necessary.
- Pay Schedule is “MO.”
- If compensation is paid on an exception basis and the dates are less than a full month, set Time Code to “E” and enter the dates and percent time reflecting the effort on the Distribution page. Do not calculate the Distribution % based on the full month basis; Payroll will make the calculation (for example, for full time effort in the month of May, enter 5/25-5/31 at 100% and not 26% of the month).
- Compensation Rate Code for Academic Year (AY) faculty is 9/9; monthly rate will be 1/9th of the annual salary. Use DEC9 if there is a decoupled increment.
- Compensation Rate Code for Fiscal Year (FY) faculty is 11/11; monthly rate will be 1/11th of the annual salary.
- Compensation Rate Code for Stipend is Month;
monthly rate will be the same as the academic year stipend.
Note: On the Compensation page, the monthly rate in PayRate/Amt will not equal the monthly rate which appears in the Payrate box along with the hourly and annual rates. Monthly Rate is the Annual rate divided by 12, and Pay Rate/Amt is the Annual Rate divided by the basis. - Earnings Code on the Earnings Distribution(s) should be “OLN” for research, “ACA” for administration, or “STS” for summer stipend.
- Distribution % on the Earnings Distribution(s)
cannot exceed 100%. If the monthly percent exceeds 100% (using the
calculation that one month equals 19 days—see Academic Personnel
Manual 600-Appendix 1), positive time must be submitted on a paysheet
or an Additional Pay form. Note: If Compensation
is to be paid through the submission of time, set Time Code
to “A” (Positive Time Pre-list) or “Z”
(Positive Time Roster in OPTRS) on the Job Information page.
Contact Academic Personnel Office if questions.
Summer Research – Terminate Previous Summer Salary
Compensation
You need to enter the summer salary for Professor Robert D. Moore.
You are going to use the same job record used for last year’s
summer salary. First you need to terminate the previous job since
there is a break in service from the End Date of that summer research
job to the Effective Date of this summer’s research job. Note:
If the previous job is already terminated or if you are adding a concurrent
job, proceed with Step 4.
- Step 1: Navigate to Home > Administer Workforce > Administer Workforce > Use > Job Data. Use Professor Moore’s Employee ID, or other search criteria, to locate and open his record.
- Step 2: On the Work Location page, click the Plus (+) button to insert a new row. Indicate the Effective Date of the termination. It should be the same as the End Date on the previous row. Choose Action: Termination and Reason Code: EAD.
- Step 3: Click Save. Note: You will need to wait until the next day to enter the new summer compensation row (Step 4).
Next, enter the summer salary for this year. If there is not an available job record for summer salary, use the “Add Concurrent Job” action and “ACA” reason.
- Step 4: Click the Plus (+) button to add another row to enter the summary salary. Indicate the Effective Date of the summer session. Choose Action: Data Change and Reason Code: RJR.
- Step 5: Go to the Job Information page.
- Step 6: Complete the job information using an appropriate research Job Code. Type in the End Date for the summer salary, select the appropriate Appointment Type, and leave FTE blank. Select Pay Schedule: MO, the appropriate Time Code, and Leave Code.
- Step 7: Go to the Salary Plan page.
- Step 8: Type in a Step, or click
the Magnifying Glass to select a step from a list.
Note: If the Step carried forward from the previous row is the correct step, you may need to type in a different step and then re-enter the correct step, in order to display the Rate Code and Pay Rate/Amt on the Compensation page. - Step 9: Go to the Compensation page.
- Step 10: If the compensation is off or above scale, select the appropriate O/A Scale description. Type in the Pay Rate/Amt for a stipend.
- Step 11: Click the Earnings Distribution link.
- Step 12: Update Begin Date and End Date, if necessary. Type in the appropriate Earnings Code: OLN for Research, ACA for Administration, or STS for Summer Stipend. Type in Distribution %, and the Account, Fund, Org, Program, Project, and Flex codes.
- Step 13: Click Save to save the transaction.
More Summer Research Examples
- Information in the following examples applies whether you are reactivating a previous job or adding a concurrent job.
- Complete all information as appropriate, following the guidelines on pages 1 and 2. Only fields pertinent to the example are described below.
Summer Research Example 2 – To Pay Full Three-Ninths Over the Summer |
|
| Work Location Page | Effective Date: 5/25/03 |
| Job Information Page | End Date: 8/18/03 Variable Time Code: A-Pos Prelist or Z-Pos Roster |
| Distribution Page | Begin Date: 5/25/03 End Date: 8/18/03 Distrb %: 100 |
| Note: On the Prelist, indicate the appropriate percent (%) for each month. The total over the summer may not exceed 300%. | |
Summer Research Example 3 – To Pay the Maximum Possible in August (12 Working Days) |
|
| Work Location Page | Effective Date: 8/1/03 |
| Job Information Page | End Date: 8/18/03 Variable Time Code: A-Pos Prelist or Z-Pos Roster |
| Distribution Page | Begin Date: 8/1/03 End Date: 8/18/03 Distrb %: 100 |
| Note: On the Prelist, indicate percent (%) of .6316 (from Summer Compensation table on APO Website). | |
Summer Research Example 4 – To Pay a Full Ninth in June |
|
| Work Location Page | Effective Date: 6/1/03 |
| Job Information Page | End Date: 6/30/03 Time Code: E-Exception is okay. |
| Distribution Page | Begin Date: 6/1/03 End Date: 6/30/03 Distrb %: 100 |
Summer Research Example 5 – To Pay Two-Ninths Over the Summer (June and July) |
|
| Work Location Page | Effective Date: 6/1/03 |
| Job Information Page | End Date: 7/31/03 Time Code: E-Exception is okay. |
| Distribution Page | Begin Date: 6/1/03 End Date: 7/31/03 Distrb %: 100 |