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Academic Summer Salary

Use the EAPP screen to process academic summer salary for an academic employee of UC Davis.

Contents


Intro

This procedure describes the method for entering additional summer compensation (for academic-year professors) and additional compensation earned during the vacation period (for fiscal-year professors). Obtain the required administrative approvals for this transaction prior to on-line entry. Contact the analyst in your dean’s office for assistance.

All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to the personnel actions described above are included below. Always review existing appointment(s) and distribution(s) and update the data as necessary. Add new distributions as necessary to complete the transaction.

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Step-by-step

Step 1 - Navigate to the EAPP Screen

Type EAPP in the Next Func field and type the employee’s ID number in the ID.  Press Enter to navigate to the Appointments/Distributions screen.

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Step 2 - The EAPP Screen: Adding an appointment

NOTE:  For additional summer compensation establish a new appointment and distribution using the appropriate title in the Professional Research series. For fiscal year appointees, record the appropriate number of vacation hours in the payroll system.

  1. The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.
  2. Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter.

Fields

Data Information

Appt

A system derived appointment number will automatically populate the Appt field.

Actions

Enter 13 for Additional Employment

Type

The type code for all academic appointments is 5.

Basis

This is the number of months that the appointee is expected to perform service. Enter 09 for an academic year appointment, 11 for fiscal year appointees with summer compensation.

Paid Over

This is the number of months over which the appointee will receive salary. For academic year appointees the paid over for summer compensation is 9, for academic year appointees the summer compensation is 12.

Appt Begin

Enter the date the employee's summer compensation becomes effective, formatted as mmddyy. This is the actual date that summer session begins.

Appt End

Enter the end date for the summer compensation. Enter the date on which the appointment is expected to end. This is the last day of the summer session.

Dur

Duration of Employment Codes. Leave this field blank for summer compensation.

Dept

This field is system-derived

Title

Enter the 4-digit numeric title code for this position.

% Full

This field is left blank for teaching appointments; provide percentage for other summer compensation appointments.

F/V

Enter fixed F for all academic appointees.

Rt

Enter the code that represents the rate:

  • B for By-agreement for teaching appointments
  • A for Annual for all other appointments

Sch

Enter the code that represents the pay schedule on which the appointment is to be paid: MO for Monthly.

Time

Enter the code that represents the method of reporting time worked in an appointment: R for Exception.

For more information refer to PPS Time Codes

Lv

Enter the leave accrual code of N for summer compensation.

Tab or move cursor to the command (===>) line.

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Step 3 - EAPP Screen: Adding a distribution

  1. The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.
  2. With cursor on the command (===>) line, enter ADD D to add the distribution with a system generated distribution number. Press Enter to continue. A system generated number will automatically populate the Dist field.

Fields

Data Information

C/ Account/ Sub-A/ Obj/ Sub-O/ Project

Enter the full accounting unit (FAU) to which pay will be charged.

FTE

Do not enter anything in this field

Dist %

Do not enter anything in this field

Pay Begin

Enter the date the pay should start being charged to this FAU.

Pay End

Enter the date the pay should stop being charged to this FAU.

Step

Do not enter information in this field

O/A

Do not enter information in this field

Rate/Amount

 Rate will depend on what type of summer compensation is being paid:

  • For teaching appointments - Enter the per course rate for the dates in the distribution, these will be proportionate to the days being compensated.
  • For all other summer compensation - Enter the employee's applicable monthly rate of pay.

DOS

Description of Service. Enter the applicable code for summer compensation. Refer to the DOS Codes for more information.

PRQ

Do not enter information in this field

DUC

Do not enter information in this field

WSP

Do not enter information in this field.

  1. Add additional distribution lines as necessary to cover the entire summer session period.
  2. Press enter to confirm the information, then press F5 to begin the update process.

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Step 4 - The ECOM Screen

PAN comments

Enter the following in the Description of Content field of the PAN Comments screen:

  1. Title Code and Tile during summer session
  2. Course and Number (if applicable, # Units for Instructor or % / Hrs for Reader)
  3. Approved by (name as listed on appointment letter)

Note:  If the Preparer phone or email is incorrect, please add the correct info to your comment.

Example: TC 1200, Prof Acad Yr during SS1, Art 100 @ 4 units, approved by dean John Smith

Press F5 to complete the update and send the PAN.

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