Additional Compensation workshop

Agenda Policy changes Strategies and best practices Other updates Summer 2016 dates Current NIH cap UCPath future implications

2014 APM updates Faculty Consultant Daily rate always add 30% Honoraria Allowable on home campus for specific service that falls outside of the individual’s normal activities. Seminars, occasional lectures, concerts or other creative work, or University-sponsored conferences and panels

Summer Session payments One payment per session worked Paid on the MO pay date

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 3/9 ths from in the first summer June compensation to be paid at the June (pre- merited) rate All paid on MO pay schedule

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 1/9 th rate of $10,

CHART #1 - "19-DAY CHART" (Daily Factors) Red Binder VI-12 # of Working Days used Dist %days used Dist. %

Available Dates for 2016 Additional Compensation MonthNumber of Days Percent Time June July Aug Sept

Summer Months 2016

Flat rate payment: EAPP ACR

Flat rate payment: comments summer research compensation

Flat rate; time reporting

50% over 19 days ACR

50% of the 19 days ACR

NIH Cap Rate maximum changes each January 1 and is dependent on start date of award; set by NIH January 10, 2016 monthly maximum is $15,425 so applies to faculty with salary over $138,875. Less than 3/9 th max on NIH: pay with ARC. NIH supplement uses dos code AAC, TC 3998

NIH cap, 1/9 th portion

NIH cap, supplement

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 1/9 th, 50% of 19 days or a percentage of 10 days

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 1/9 th 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

“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

UCPath Go-live date for UCSB is early How additional compensation is processed will change New terminology New processes Funding decisions/input to remain at the departmental level