Additional Compensation workshop

1. Additional Compensation workshop

2. Agenda • Changes in methodology • Academic year additional comp • Summer Session pay • Summer research pay • Strategies and best practices • Other updates • Summer 2013 dates • Current NIH cap • UCPath future implications

3. Context for changes • NSF audit • UCPath • Transition of pay schedules to MO and BW only

4. Additional Compensation during the Academic Year • Types: • University Extension teaching • Faculty consultant services • Housing allowance • Administrative stipends • All appointments set up on a monthly (MO) pay basis. • Payments can be made on the BW pay date if done via an LX transaction.

5. Summer Session payments • One payment per session worked • Will be paid on the MO pay date

6. Summer research payments • All summer research compensation to be paid using 19 day methodology • Basis for the 19 day method • Allows consistency in effort reporting • Can pay 3/9ths from 19900 in the first summer • June compensation to be paid at the June (pre-merited) rate • All paid on MO pay schedule

7. Flat rate summer research payments • Recruitment and Retention commitments • May be paid out over multiple summers. • Can be awarded in terms of 1/9ths or flat amount but always paid on percentage basis. • Use 19 day chart with modification to percent of time to get dollars to be paid • Same methodology used if needing percentages that don’t fall on the chart • Example: pay $5,000 in summer salary to a faculty member with a 1/9th rate of $8,000.

8. Flat rate payment: EAPP

9. Flat rate payment: comments

10. Flat rate; time reporting

11. Strategies and Best Practices • Coordination when multiple departments are involved • Record keeping • Documentation of faculty requests and retro changes • Pay should as closely as possible reflect the actual service period and effort • Requests in days vs. percentage of the period • If in days, use the actual days • If in percentage, can either break into days or divide over the 19 day period; i.e. 50% of 1/9th, 50% of 19 days or a percentage of 10 days

12. 50% over 19 days

13. 50% of the 19 days

14. Strategies and Best Practices • Make sure your documentation is clear: • If the faculty member requests “one month” do they mean “a calendar month” or “19 days for 1/9th effort?” • Document “interpreting” done by the department • Understand the “day limits”; • 57 days per summer (38 days for NSF) • Not 19 days per month; i.e. can work more than 19 days in a month • Advise faculty to consult with their tax advisor if they are concerned about the withholding amounts over the summer

15. “1/9ths” after retirement or resignation • Can’t pay as additional compensation after separation or retirement date • For emeriti faculty: • Appointment as Research Professor • Convert annual salary to 11/12 rate • Pay as REG pay, up to 43% after a one-month break • For faculty who resign: • Appoint as a Researcher • Convert annual salary to 11/12 rate • Pay as REG pay up to 100% with no date limitations

16. Available Dates for 2013 Additional Compensation

17. Summer Months 2013

18. CHART #1 - "19-DAY CHART" (Daily Factors) Red Binder VI-12 # of Working # of Working Days usedDist %days usedDist. % 1 .0526 13 .6842 2 .1053 14 .7368 3 .1579 15 .7895 4 .2105 16 .8421 5 .2632 17 .8947 6 .3158 18 .9474 7 .3684 19 1.0000 8 .4211 20 1.0526 9 .4737 21 1.1053 10 .5263 22 1.1579 11 .5789 23 1.2105 12 .6316

19. NIH Cap • Rate maximum changes each January 1 and is dependent on start date of award; set by NIH • January 1, 2012 monthly maximum is $14,975 so applies to faculty with salary over $134,775. • Less than 3/9th max on NIH: pay with ARC. • NIH supplement uses dos code AAC, TC 3998

20. UCPath • Go-live date for UCSB is July 1, 2015. • How additional compensation is processed will change • New terminology • New processes • Funding decisions/input to remain at the departmental level