[pps-news] Academic Merits/Promotions and Other Salary Related Actions

Fri May 20 16:57:50 PDT 2005

May 20, 2005

TO:      ACADEMIC DEPARTMENTS

FR:      ACADEMIC PERSONNEL OFFICE

RE:      ACADEMIC MERITS AND PROMOTIONS 

            & OTHER SALARY RELATED ACTIONS

-------------------------------------------------------------- 

2005/06 BUDGET & STAFFING PROCESS

No on-line payroll entries that will affect Staffing should be made from
July 1 until July 15.  If you are unclear as to whether an entry will affect
Staffing, contact Charlotte Martinson in Academic Planning & Budget.  The
July 15 date may be subject to change and email notification will be sent if
this change is required.

ACADEMIC MERITS AND PROMOTIONS

Academic merits and promotions will be prepared and entered into the
Payroll/Personnel System (PPS) centrally by the Academic Personnel and the
Payroll Offices.  Your assistance in verifying the accuracy of the updated
salaries will be requested on July 11, after the merits and promotions have
been centrally processed.  A notice will be sent via PPS News to remind
departments to provide verification.

NOTE: If you have entered any merits and promotions in PPS that have July 1,
200 5 effective dates, we ask that you reverse these entries at this time.
Premature entries of these actions in PPS will have a negative effect on the
staffing process.  July 1, 2005 merits for lecturers with Continuing
Appointments whose merits might already be in the system will not affect the
staffing process and do not have to be reversed.

ASSISTANT PROFESSORS WITH JUNE 30, 2005 ENDING DATES:

Assistant Professors with June 30, 2005 ending dates must now be extended to
June 30, 2007, even if a merit or promotion review action is still pending.
Both the appointment and distributions lines must be extended in PPS before
June 10, 2005 or this will have a negative effect on the staffing process.
Assistant Professors who will separate from the University effective June
30, 2005 will not require extensions.

ADDITIONAL COMPENSATION-SUMMER SALARY

Summer salary compensation may be entered into the system now.  Summer
salary appointments must be added on a new appointment line, carrying with
it the appropriate distribution line(s).   The total summer salary may not
exceed three-ninths for an academic year appointee.  Summer session
compensation must be included in that total.  

Payment of summer salary must be calculated as a percentage of the monthly
salary (at the one-ninth rate) with a begin date as of the first day of the
month and an end date as the last day of the month.  Begin and end dates in
the middle of the month (specifically the months of June and September) will
no longer be utilized.  Deans' offices have been consulted and concur with
this method of processing summer salary compensation.  For a list of
appropriate title codes and DOS codes as well as further instructions on the
processing of summer salary, refer to the Academic Personnel Procedures for
Guidelines for <http://academicpersonnel.ucr.edu/Salary/Sumsal05.doc>
Summer Salary Compensation for Ladder-Rank Faculty, located on the Academic
Personnel web site and the Payroll/Personnel System
<http://accounting.ucr.edu/forms/sumsal.ppt>  Guidelines for Summer Salary
Compensation, located on the Payroll Office web site.  [Note: this is a
PowerPoint presentation best viewed with Internet Explorer]

Using the 19 working days per month formula (APM 600, Table 1), the maximum
percent of summer salary that may be reported in June is .7368 and for
September is .8947; these percentages should be calculated to ensure that
the summer salary does not exceed the three-ninths compensation limit.  

RETIREMENT CONTRIBUTIONS ON SUMMER SALARY

Effective July 1, 2001, an employer and employee contribution to the Defined
Contribution Plan Pretax Account based on eligible summer salary will be
provided in accordance with Academic
<http://www.ucop.edu/acadadv/acadpers/apm/apm-190-g.pdf>  Personnel Manual
190, Appendix G.

NIH SALARY CAP

The NIH Salary Cap is a statutory limitation imposed by Congress on an
individual's rate of pay directly chargeable to grants, cooperative
agreements and contracts issued by the National Institutes of Health (NIH).
Guidelines for the <http://academicpersonnel.ucr.edu/Salary/NIHCap05.doc>
NIH Salary Cap are located on the Academic Personnel web site.  Recent
audits conducted by the Department of Health and Human Services (DHHS) and
internally by the University have identified non-compliance with the NIH
salary limitation and have resulted in repayments to the federal government.
DHHS has indicated that follow-up reviews of this issue are likely in the
near future.  It is important that departments follow policy set forth in
the UCR Guidelines for NIH Salary Cap to properly implement this salary cap.

CAP COMPENSATION

Summer salary previously selected by members of the Committee on Academic
Personnel (CAP) for their 2004-05 service should now be entered in the
Payroll/Personnel System.  Home departments should have received a copy of
the letter to the CAP member confirming his/her CAP compensation.  These
letters were mailed early in academic year 2004-05.

LEAVES

Academic leaves for 2005-06, including sabbatical leaves, may not be entered
or updated in PPS until July 15, 2005.

NOTE: If you have already entered academic leaves effective July 1, 200 5 or
later, we ask that you reverse these entries at this time.  Again, as stated
above, premature entries will have a negative effect on the staffing
process.

SUMMARY OF IMPORTANT DATES

Before June 10, 2005

Assistant Professors with June 30, 2005 ending dates must be extended to
June 30, 2007 (unless they will separated from the University on June 30,
2005)

July 1 - July 15, 2005

On-line payroll entries that will affect Staffing should NOT be made during
this time

July 11, 2005

Departments/Units should verify the accuracy of the centrally processed
updated salaries on PPS

July 15, 2005 

Academic leaves for 2005-06 may not be entered before this date

This communication is also accessible from the Academic Personnel website
<http://academicpersonnel.ucr.edu/>  under "What's New".  

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