Payroll Policies
General PoliciesAcademic departments initiate the hiring of instructors by preparing hiring forms for instructors who need them, entering their summer appointments on-line in EDB, and entering their pay transactions in PTR. For instructors from other UC campuses, payments are processed by and paychecks are issued through their home campuses, using the one-time payment form process; see the PTR On-line User Guide section E, Special Processes.
The academic department also prepares hiring forms for apprentice teaching personnel (TAs) and personnel paid by the hour (e.g., readers) and enters their appointments on-line in EDB. The rates for apprentice teachers are set by the Office of Summer Sessions; the rates for readers and other hourly personnel are the same as in the regular year.
The academic department reconciles payments with the general ledger.
If you have any questions please contact Steven Angelo x64933.
Faculty Compensation
The Summer Sessions stipend is a percentage of the lowest ninth-month academic annual salary, exclusive of administrative stipends, above-scale payments, staff appointments, or other compensation, in effect June 30 of the summer in which the instructor is teaching. Increases in pay that are effective July 1 or after are not included.
Determining Annual Salary
UCLA faculty, visiting faculty with an existing appointment at UCLA, and faculty from other UC campuses will be paid using the same ninth-month annual rate as in the academic year.
The annual salary for visiting instructors who hold academic titles at comparable institutions is selected from the UCLA Academic Standard Table of Pay Rates at a level that is close to the nine-month academic annual salary at the home institution. (Click here for a version of the table with calculated summer stipends.)
UCLA instructors with 11-month annual salaries must have a nine-month annual salary established for them to calculate their summer stipend (an 11-month annual salary should not be used to calculate a Summer Sessions stipend). A nine-month annual salary can be established in a few ways:
- A nine-month annual salary that has been established for the instructor in the recent past can be used.
- The department can consider the level at which it would hire an instructor to teach, and select an annual salary that is close to that level from the Unit 18 Academic Standard Table of Pay Rates. For example, if a department would hire an instructor at a level close to Assistant Professor step III, an annual salary close to the 9-month Assistant Professor step III level can be selected from the Unit 18 Academic Standard Table of Pay Rates and used to calculate a summer stipend.
- If no other method is possible, the instructor’s summer stipend can be calculated based on 86% of 11-month annual salary. Instructors with 11-month annual salary appointments are limited to teaching one 50% time course per session. These instructors must reduce their vacation leave balance by the amount of time they spend on Summer Sessions instruction and related activities (such as office hours and course preparation).
- For UCLA instructors with staff appointments at 50% time or more, a nine-month annual salary must be established from the Unit 18 Academic Standard Table of Pay Rates at a level comparable to the rate they would hold if given an academic appointment in the department. They may be paid for teaching a maximum of one course per session. Staff employees in non-exempt titles must reduce their vacation leave balance by the amount of time they spend on Summer Sessions instruction and related activities (such as office hours and course preparation) so that they do not become eligible for premium overtime compensation. Staff employees in exempt titles need not reduce their vacation leave balance.
Once an instructor has established an annual rate from the UCLA Academic Standard Table of Pay Rates, range adjustments are permissible according to the Table. Increases in addition to range adjustments are also permissible; for example, by a promotion at the instructor's home institution. A decrease in annual salary from previous years is also permissible for faculty with no established UCLA academic year annual salary.
Stipend Calculation
Normal compensation for a standard Summer Sessions instructional load, which is defined as two regularly scheduled courses per session, is as follows:
Six-week session, 17% of academic-year rate*
Eight-week session, 22% of academic-year rate*
Ten-week session, 28% of academic-year rate*
*Salary rate in effect June 30 of the calendar year in which the Summer Session begins.
One course is normally considered 50% of full time and paid a percentage of nine-month annual salary as follows:
Percent of annual per course:
Six-week session, 8.5%
Eight-week session, 11%
Ten-week session, 14%
Maximum percent of annual that can be paid in a summer: 33%
Compensation Limits
The University of California limits earnings beyond nine-month academic annual salary to 33% of that nine-month academic annual salary. This includes Summer Sessions compensation and contract and grant awards. So the most an instructor may earn by teaching in Summer Sessions is 33% of nine-month academic salary. All instructors, including visiting instructors, are subject to this limit.
Teaching Title
Continuing UC instructors are appointed to the same nine-month academic titles they hold as of June 30 of the summer in which they are teaching, except instructors represented by University Council-American Federation of Teachers Non-Senate Instructional Unit, who are appointed with the title Lecturer in Summer Sessions (title code 1550).
Visiting instructors who hold an academic appointment at their home institution should be appointed using the "Visiting" version of their home institution title, such as "Visiting Professor."
UCLA instructors with emeritus appointments should be appointed using the "Recalled" version of their title, such as "Professor Recalled."
UCLA instructors with 11-month appointments, instructors with staff appointments only, and visiting instructors who do not otherwise hold an academic title are appointed with the title Lecturer in Summer Sessions (title code 1550).
Description of Service Code
An instructor's description of service (DOS) code for a Summer Sessions appointment SMN. (This is new for 2008; in prior years, the code was either SMR or SMV.)
Invitation Letter
A faculty invitation letter template is available for departments wishing to use one. (Grades are due the Wednesday after the session ends.)
An automated invitation letter process, by which Summer Sessions generates an invitation letter available to faculty via the Web is under development; check back periodically for details.
Apprentice Teaching Personnel
Apprentice teaching personnel are graduate students hired by an academic department under one of the following titles: Teaching Assistant, Teaching Associate, or Teaching Fellow. The same University of California definitions, policies and procedures regarding the appointment and use of graduate student assistants in UCLA teaching titles also apply to Summer Sessions appointments. These can be found in the Academic Apprentice Personnel Manual which is maintained by the Graduate Division. The department chair is responsible for ensuring these policies and procedures are followed.
Apprentice teaching personnel should be appointed to the level appropriate as of the beginning of the Fall quarter following the Summer term in which they will teach. Summer Sessions compensation for apprentice teaching personnel is a fixed, by-agreement amount determined by Summer Sessions. The pay scales are updated annually.
Since any request for exceptions or changes to University policy on the employment of graduate student assistants in Summer Sessions courses must be submitted to the Dean of the Graduate Division or appropriate Academic Senate committee, such requests should be made at least two weeks prior to the beginning date of the appointment and department chairs should convey the provisional nature of any proposed appointments whenever approval is still pending.
Click here for information about ASE appointment opportunities and union contract information.
Invitation Letter
A TA invitation letter template is available for departments wishing to use one.
Employee Database System (EDB)
Click here for a Word version of these instructions, including illustrations of data entry screens.
Academic departments enter Summer Sessions appointments in EDB (the Online Employee Database System). The hiring process for Summer Sessions instructors is the same as for other academic appointments, except for some variations in the way the appointment is entered in the EAPP screen (explained below). You may enter Summer Sessions appointments online in EDB at any time.
For new hires, follow the guidelines in the EDB Entry/Update User Guide beginning with section C2.0. For rehires see section C4.0. For continuing UCLA instructors, you may go directly to the EAPP screen; see section B1.0 for detailed descriptions of EAPP fields.
In addition to entering the appointment in EDB, you must also schedule payments for faculty and TAs in PTR (the Online Payroll Time Reporting System). See below for PTR instructions for Summer Sessions payments.
EAPP Screen Entry for Summer Sessions Appointments
Academic departments enter Summer Sessions appointments in EDB (the Online Employee Database System). The hiring process for Summer Sessions instructors is the same as for other academic appointments, except for some variations in the way the appointment is entered in the EAPP screen (explained below). You may enter Summer Sessions appointments online in EDB at any time.
To ensure processing in time for Summer Session pay dates, we recommend that you enter routine appointments by the Friday before classes start for each session. For those whom you need to hire during the first week of classes (such as new hires and TAs based on enrollment), enter hires by Tuesday of the first week of each session:
| Enter routine appointments by | Enter in-person appointments by | |
| A Session: | June 18, 2010 | June 22, 2010 |
| C Session: | July 30, 2010 | August 3, 2010 |
In addition to entering the appointment in EDB, you must also schedule payments for faculty and TAs in PTR (the Online Payroll Time Reporting System).
EAPP Screen Entry for Summer Sessions Appointments
Appointment Data
To add a new appointment, go to the command line at the bottom of the EAPP screen to the right of the arrow (===>). Type "Add appt" and press the enter key.
Action: For additional employment, enter 13. Leave blank for new hires and rehires (the action code for them is system-derived).
Pgm: The program code is system-derived so you may leave this field blank. When you update, it will change to "A" for academic.
Typ: The type code is "5" for academic.
Bas, Pd Ovr: Leave blank for faculty. For TAs, enter 9 over 9.
Appt Begin: Enter the date that the Summer Sessions appointment begins, usually the first day of the session. All dates are entered in 6-digit format with no spaces or non-numeric characters: MMDDYY.
Summer Sessions 2008 dates:
| Session | Begin Date | End Date |
| A | 062110 | 073010 |
| 8wk | 062110 | 081310 |
| 9wk | 062110 | 082010 |
| 10wk | 062110 | 082710 |
| C | 080210 | 091010 |
Appt End:
Enter the date that the Summer Sessions appointment ends, usually the
last day of the session.
Dur, Dept: Leave blank.
Title: Enter the title code for the appointment. For
faculty, the title code appears on Summer
Sessions payroll reports that we send to you.
Apprentice title codes and titles:
| Title code | Title | Appears in EDB as |
| 2310 | Teaching Assistant | TEACHING ASSISTANT - GSHIP |
| 1506 | Teaching Associate | ASSOC IN __ -9-MO - 1/9-GSHIP |
| 2300 | Teaching Fellow | TEACHING FELLOW - GSHIP |
Grade, %Full:
Leave blank for faculty and TAs. Enter the percentage of time
in %Full for personnel paid by the hour.
F/V: Enter "F" (fixed) for faculty and TAs;
enter "V" (variable) only for personnel paid by the hour.
Ann/Hr Rate: This field is system-derived so you may
leave it blank.
2010 pay rates for TAs:
| Six-week session | Eight-week session | Nine-week session | Ten-week session | |
| Teaching Assistant | ||||
| 50% Time | 3024.00 | 4034.00 | 4536.00 | 5043.00 |
| 100% Time | 6048.00 | 8068.00 | 9072.00 | 10086.00 |
| Teaching Associate | ||||
| 50% Time | 3376.00 | 4502.00 | 5064.00 | 5628.00 |
| 100% Time | 6752.00 | 9004.00 | 10128.00 | 11256.00 |
| Teaching Fellow | ||||
| 50% Time | 3546.00 | 4728.00 | 5319.00 | 5910.00 |
| 100% Time | 7092.00 | 9456.00 | 10638.00 | 11820.00 |
Rt, Sch, Time, Lv: For faculty and TAs, enter "B," "MO," "Z," "N." For personnel paid by the hour, enter "H," "BW," "Z," "F."
Distribution Data
Enter one distribution per session. To add a distribution, go to the command line at the bottom of the EAPP screen to the right of the arrow (===>). Type "Add dist" and press the enter key.
Actions: Leave blank.
L: The location is "4."
Acct: Enter the Summer Sessions account number assigned to your department: 4099xx. Your department's account number is listed at the top of the payroll reports we send to you.
CC: Leave blank.
Fund: The fund in even-numbered calendar years is 20290; in odd-numbered years 20291 (Travel Study uses 20298 and 20299; Special Programs uses 20288 and 20289).
Proj: Leave blank (except for Travel Study and Special Programs which are assigned a project code).
Sub: Use sub 7 for faculty, sub 2 for TAs, and sub 5 for personnel paid by the hour.
FTE, Dis %: Leave blank for faculty and TAs. Enter the percentage of time in Dis % for personnel paid by the hour.
Pay Begin: Enter the date the distribution begins, usually the same as the date the session begins (session dates are listed above under "Appt Begin").
Pay End: Enter the date the distribution ends, usually the same as the date the session ends.
Step, O/A: Leave blank for faculty and TAs. Enter step for personnel paid by the hour.
Rate/Amount: For faculty and TAs, enter the portion of the stipend to be paid in this distribution (if this is the only distribution, enter the full stipend). For personnel paid by the hour, enter the hourly rate to four decimal places.
DOS: Enter the DOS code "SMN" for faculty and TAs. Enter "REG" for personnel paid by the hour.
PRQ, DUC, WSP: Leave blank.
Online Time Reporting
Click here for a Word version of online time reporting instructions, including illustrations of data entry screens.
Academic departments enter Summer Sessions pay transactions in PTR (the Online Payroll Time Reporting System). Entries are made using the EDFT (One Time Payment) screen in PTR. You may enter pay transactions any time after the Summer Sessions appointment has been entered in EDB, and before published Payroll deadlines for each pay date. The stipend for each session should be divided equally among the pay dates for that session.
The following shows what to enter in the "Pay Cycle," "Pay End," and "Per End" fields of the EDFT screen. (Pay Cycle and Pay End information goes at the bottom of the screen; Per End information goes in the body of the transaction.)
| A Session, June 21 - July 30, 2010: | |||
| Pay Date | Pay Cycle | Pay End | Per End |
| 7/7/2010 | B1 | 062610 | 071010 |
| 7/21/2010 | B2 | 071010 | 073110 |
| 8-Week Session, June 21 - August 13, 2010: | |||
| Pay Date | Pay Cycle | Pay End | Per End |
| 7/7/2010 | B1 | 062610 | 071010 |
| 8/4/2010 | B1 | 072410 | 081410 |
| 9-Week Session, June 21 - August 20, 2010: | |||
| Pay Date | Pay Cycle | Pay End | Per End |
| 7/7/2010 | B1 | 062610 | 071010 |
| 7/21/2010 | B2 | 071010 | 072410 |
| 8/18/2010 | B2 | 080710 | 082110 |
| 10-Week Session, June 21 - August 27, 2010: | |||
| Pay Date | Pay Cycle | Pay End | Per End |
| 7/7/2010 | B1 | 062610 | 071010 |
| 7/21/2010 | B2 | 071010 | 072410 |
| 8/18/2010 | B2 | 080710 | 082810 |
| C Session, August 2- September 10, 2010: | |||
| Pay Date | Pay Cycle | Pay End | Per End |
| 8/18/2010 | B2 | 080710 | 082110 |
| 9/1/2010 | B1 | 082110 | 091110 |