Reimbursed Release Time (RRT) and FAC Additional Pay Office of Research & Sponsored Programs 1

Reimburse Released Time Overview Types of Faculty appointments What is RRT Who are eligible? Workflow process When RRT salary hits GL/BI Tool RRT for FAC on sabbatical, Lecturers AY; CY; GRIF; FERP 2

Faculty Types of Faculty Appointments  Academic Year Faculty o Probationary /Tenured (Tenured/Tenure Track) o Lecturers  Calendar Year Faculty o Lecturers o Probationary /Tenured (Tenured/Tenure Track)  FERP (Faculty Early Retirement Program)  GRIF (Grant Related Instructional Faculty) 3

Probationary & Tenured Faculty Assistant, associate and full professors are probationary or tenured faculty. Probationary & tenured faculty positions are full time positions, unless the faculty member is on partial leave, or if they have a part-time concurrent appointment as a department chair. Usually, tenure is granted when the faculty member is promoted from assistant to associate professor. Promotion from assistant to associate professor generally happens after six years or more. Promotion from associate to full professor generally happens after another four years of service. Promotion is currently accompanied by a 7.5% increase in salary, in addition to any other collectively bargained raises. 4

Lecturers In addition to probationary and tenured faculty, lecturers are another classification of faculty. Lecturers may be full-time, but many are part-time. Lecturers are not eligible for tenure, but are eligible for promotion. Lecturers may also have other rights to continued employment as provided for in the collective bargaining agreement. This includes entitlement and eligibility for a 3-year contract. 5

REIMBURSED RELEASE TIME What is RRT? When faculty members are “released” from teaching a class or classes by their Chair or Dean of the College to conduct research on their grants/project. RRT is NOT a monetary payment to the PI, it is a transfer of funds between ORSP and the PI’s College. Academic Departments are “reimbursed” for the cost of the faculty member’s salary by funds from the PI’s (faculty members') ORSP project. 6

Reimbursed Release Time for Probationary & Tenured faculty. A faculty member may be “released” from teaching a class or classes by the Chair/Dean. This release time is granted in order that the faculty member may pursue his/her research. The faculty’s department must then hire a replacement lecturer to teach the faculty member’s course(s). The academic department is reimbursed for the cost of the PIs salary and benefits from the grant. In part, these funds are used by the college/dept. to pay the replacement lecturer The RRT money is transferred from the grant directly to the Dean’s RRT account. In this way, the faculty member continues to receive his/her regular paycheck from their academic department. 7

Reimbursed Release Time for probationary/tenured faculty Full-time probationary and tenured faculty with academic year appointments have a teaching load of 12 units. Each Faculty member is assigned an additional 3 units of other professional responsibilities such as advising students, committee work, etc. The total work load of 15 units, sometimes referred to as WTUs (Weighted Teaching Units) is the basis for determining the percentage of release time. Full-time Faculty: Teaching load - 12 units Assigned Time - 3 units Total WTUs = 15 units Actual salary and benefit rates are used to process RRT unless specified and agreed upon by the Dean. For example, 20% equals release from one 3-unit course, a four-unit course would be 27%, etc. (3 divide by 15 =.20 ) 8

How is RRT processed?  Faculty submit online request for RRT to ORSP  HR Specialist generates RRT transaction in People Soft to be approved by Faculty member/PI/College Dean  Faculty member released from teaching to do research  Funds are allocated to the College Dean’s RRT General Fund Account (NR101)  RRT Funds transferred from grant to College via Academic Affairs and the Budget Office  Effort Reports sent to PI for Certification 9

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Reimbursed Release Time for probationary/tenured faculty The Faculty member’s current monthly salary is multiplied by the percentage of release time. The benefit rate is based on the actual cost of the faculty member’s benefit package (e.g. the cost of health and dental insurance, employer paid social security tax, etc.). Currently, this rate should be obtained from an ORSP personnel staff member. Faculty academic year salaries are paid over 12 months. Annual pay for two semesters is spread over 12 monthly payments; pay for one academic semester is paid over 6 months. When budgeting RRT for one semester, the calculation is based on the monthly salary multiplied by the time base multiplied by six. Example Calculation: RRT for 1 semester, one 3-unit course, for a faculty member making $5, per month. RRT Salary$5, (monthly salary) x 6 months x.20 time = $6, RRT Benefits$6, (RRT salary) x.45 (benefit rate) = $2, RRT Total = $8,

Example: RRT 12

RRT Calculations 13

REIMBURSED RELEASE TIME (RRT) When is RRT available and when will charges appear?  RRT is only available during Fall & Spring semesters  RRT is processed twice per year, once in the fall semester and once in the spring semester.  Charges usually appear towards the end of the semester (December and May) 14

Faculty – Quick Tips on Requests FACULTY AY  Academic Year o Eligible for RRT o Eligible for requesting Additional Pay FACULTY CY  Calendar Year o Eligible for RRT only 15

Reimbursed Release Time for probationary/tenured faculty The cost of RRT salary will hit the General Ledger (G/L) as one lump sum for each semester; the cost of RRT benefits will hit the GL also as one lump sum. Only the salary amount will be transferred to the College RRT account. The benefit portion is routed to Fiscal Affairs. Fiscal Affairs is responsible for benefits administration and needs to be reimbursed for that portion of the faculty member’s time that is obligated to the grant. RRT is processed twice per year, once in the fall semester and once in the spring semester. Charges will not hit the GL only after the semester has ended. 16

Reimbursed Release Time & Additional Pay for faculty on sabbatical Faculty with Academic Year appointments, who are on sabbatical leave for two semesters at 50% time: are eligible for RRT for up to 50% time per semester are eligible for additional pay during intersession periods are NOT eligible for overload appointment Are eligible for additional pay during the academic year, up to 50% time Faculty with Academic Year appointments, who are on sabbatical leave for one semester at 100% time: are NOT eligible for RRT are eligible for additional pay during intersession periods are NOT eligible for overload appointment 17

Reimbursed Release Time & Additional Pay for faculty on sabbatical Faculty with Academic Year appointments, who are on sabbatical leave for two semesters at 50% time: are eligible for RRT for up to 50% time per semester The salary and benefit rate is calculated as it is for regular faculty are eligible for additional pay during intersession periods The salary is calculated as it is for regular faculty. The benefit rate is % if the faculty member is being paid less than full-time. are NOT eligible for overload appointment Are eligible for additional pay during the academic year, up to 50% time The salary rate would be calculated in the same manner as RRT. The benefit rate would be % if the faculty member is being paid less than full time. 18

Reimbursed Release Time & Additional Pay for faculty on sabbatical Faculty with Academic Year appointments, who are on sabbatical leave for one semester at 100% time: are NOT eligible for RRT are eligible for additional pay during intersession periods The salary and benefit rate is calculated as it is for regular faculty. The benefit rate is 9.451%. are NOT eligible for overload appointment 19

Reimbursed Release Time & Additional Pay for faculty on difference in pay leave Faculty with Academic Year appointments, who are on difference in pay leave: are NOT eligible for RRT are eligible for additional pay during intersession periods are NOT eligible for overload appointment Are eligible for additional pay during the academic year, up to 25% time 20

Reimbursed Release Time & Additional Pay for faculty on difference in pay leave Faculty with Academic Year appointments, who are on difference in pay leave: are NOT eligible for RRT are eligible for additional pay during intersession periods The salary and benefit rate is calculated as for faculty with regular appointments, i.e. the benefit rate is 9.451%. are NOT eligible for overload appointment Are eligible for additional pay during the academic year, up to 25% time The salary rate would be calculated in the same manner as RRT. The benefit rate would be 9.451%. 21

Reimbursed Time for Lecturers ORSP does not hire lecturers directly through the department. All faculty must be appointed through their academic college/dept. Lecturers may have entitlement and 3 year contract rights that must be met by the academic college/dept. If a lecturer is going to work on a grant, the academic dean must approve the appointment in advance. If a lecturer works on grant during the academic year, the grant reimbursed the college/dept. for the cost of salary and benefits. Lecturers with academic year appointments may be paid intersession salary directly through ORSP, in the same manner as probationary & tenured faculty. 22

Reimbursed Time for Lecturers A full-time work load for lecturers with academic year appointments is 15 wtus. Unlike probationary and tenured faculty, the lecturer is expected to teach 15 units. Lecturers are not assigned 3 wtus for administrative duties. Unlike probationary and tenured faculty, lecturers may have part-time appointments. 23

Reimbursed Time for Lecturers The Reimbursed Time calculation for lecturers with academic year appointments is the same as for probationary and tenured faculty, except for the benefit rate. Because lecturers may have part-time appointments, the benefit rate may or may not include the costs of benefits such as health insurance, depending on the lecturer’s eligibility. Please consult an ORSP Personnel Specialist for lecturer benefit rates. 24

Reimbursed Time for Lecturers Academic Year Appointments Example 1 Full-time lecturer/one class reimbursement Salary$3, (monthly salary) x 6 months x.20 time = $4, Benefits$4, (salary) x.375 (benefit rate) = $1, Total = $5, Example 2 Part-time lecturer/one class reimbursement Salary$3, (monthly salary) x 6 months x.20 time = $4, Benefits$4, (salary) x.0145% (benefit rate) = $60.90 Total = $4,

Calendar Year Faculty Probationary/tenured faculty and lecturers may have calendar year, rather than academic year appointments. Faculty with calendar year appointments are not eligible for additional pay during intersession periods (Summer, Winter Intersession, Spring Break, Thanksgiving Break). Calendar year faculty are eligible for Reimbursed Release Time. 26

Calendar Year Faculty Benefit rates for calendar year faculty will vary. Please consult an ORSP Personnel Specialist for individual benefit rates. Example Salary $6, (monthly salary) x 6 months x.20 time = $7, Benefits $7, (RRT salary) x.45 (benefit rate) = $3, Total = $10,

Faculty with Academic Year GRIF Appointments Grant Related Instructional Faculty (GRIF) appointments allow faculty to receive a temporary increase to their base salary of between 5% and 35%. RRT for GRIF appointments is calculated in the same manner as regular AY faculty. The RRT is calculated using the higher rate of pay. Benefit rates for faculty with GRIF appointments will be different. Please contact an ORSP Personnel Specialist for benefit rates. Faculty with academic year GRIF appointments are still eligible for additional pay during intersession periods. Additional salary should be calculated using the higher rate of pay. 28

Faculty with Calendar Year GRIF Appointments Grant Related Instructional Faculty (GRIF) appointments allow faculty to receive a temporary increase to their base salary of between 5% and 35%. RRT for GRIF appointments is calculated in the same manner as regular CY faculty. The RRT is calculated using the higher rate of pay. Benefit rates for faculty with GRIF appointments will be different. Please contact an ORSP Personnel Specialist for benefit rates. Faculty with calendar year GRIF appointments are NOT eligible for additional pay during intersession periods. Faculty with calendar year GRIF appointments are NOT eligible for overload. 29

Faculty Early Retirement Program Probationary and tenured faculty are eligible to participate in the Faculty Early Retirement Program (FERP). Lecturers are not eligible for FERP. FERP allows faculty to work after they have retired from the CalPERS system. Faculty may work up to half of their pre-retirement time base, e.g. if the faculty member was full time at the time of retirement, they may work up to half-time post-retirement. FERP faculty are given an appointment post-retirement with a set time base through the academic college/dept. Faculty may participate in FERP for up to 5 years. FERP faculty are eligible for reimbursed Release Time. They are NOT eligible for any additional pay during intersession periods. 30

Faculty Early Retirement Program If the time base of a FERP faculty is 50% time, RRT up to 45% may be budgeted. The calculation for RRT for FERP faculty is the same as for regular faculty. However, there is no benefit cost for FERP faculty. 31

Cost Sharing Normally, the college is reimbursed for the cost of the faculty member’s salary and benefits. If the college is not reimbursed for the full value of the faculty member’s salary and benefits, then this is a cost-sharing commitment. 32

What is Replacement Rate? When release time is approved for a faculty member, the Dean may need to hire a lecturer to replace that faculty member in the classroom. The cost of salary and benefits for that lecturer is referred to as “replacement rate.” This is the standard or average rate of pay used to compensate a lecturer in that college. 33

Cost Sharing & Replacement Rate For grant purposes, there is no such thing as replacement rate. Grants funds are used to cover the full cost of a faculty member’s salary and benefits. The grant is paying for the services of the faculty member. The grant is not paying for the services of a replacement lecturer. The lecturer is not working on the grant. If the full cost of salary and benefits is not charged to the grant, then the difference becomes a cost sharing commitment and must be identified in the budget as such. 34

Cost Shared RRT for probationary/tenured faculty Example. Full cost of Reimbursed Release time for one semester, one 3-unit course, for a faculty member making $5, per month. RRT Salary$5, (monthly salary) x 6 months x.20 time = $6, RRT Benefits$6, (RRT salary) x.45 (benefit rate) = $2, RRT Total = $8, Half of the cost will be covered by the funding agency and half will be a cost share commitment by the Dean. Direct Charge to grant: RRT Salary$5, (monthly salary) x 6 months x.10 time = $3, RRT Benefits$6, (RRT salary) x.45 (benefit rate) = $1, RRT Total = $4, Set up as cost share commitment in “2” account: RRT Salary$5, (monthly salary) x 6 months x.10 time = $3, RRT Benefits$6, (RRT salary) x.45 (benefit rate) = $1, RRT Total = $4,

Additional Pay for Faculty during intersession periods Additional pay for faculty may take the form of pay during Summer, Thanksgiving Break, Winter Intersession and Spring Break. Most faculty salaries are Academic Year (A/Y) salaries that are paid over 12 months. This means that while faculty may be expected to teach, and carry out other duties, only during the months of September through May, the faculty member will receive checks of equal amounts in each of the 12 calendar year months. Probationary/tenured faculty and lecturers are eligible for pay during intersession periods. Academic year faculty are paid directly through the ORSP payroll during intersession periods. 36

37 BENEFIT COSTS at 10.70% Social Security Medicare % Retirement (CalPERS) % NDI/IDL Unemployment0.0000% IDL or Worker's Comp. Ins % Vacation Leave Accrual % Sick Leave Accrual % Total Pro-rated Costs 10.70%

38 Benefit Costs at % Social Security6.2000% Medicare1.4500% Retirement (CalPERS) % NDI/IDL/Unemployment Ins1.0100% IDL or Worker's Comp. Ins1.2500% Vacation Leave Accrual4.0000% Sick Leave Accrual4.0000% Total Pro-rated Costs39.123%

Additional Pay for Faculty during intersession periods Academic year faculty are paid from the Research Fellow classification during intersession periods. Regular Research Fellows (postdoctoral researchers) are paid from account code Faculty receiving additional pay are paid from account code In any given academic year, there are approximately 3 days of Thanksgiving Break, 10 days of Winter Intersession, 5 days of Spring Break and 60 days of summer. This is a total of 78 days, 624 hours, or 3.6 months. Summer salary may be budgeted up to full-time. No overload on intersession salary is allowable. 39

Additional Pay for Faculty during intersession periods The benefit rate for intersession salary is 10.70% for faculty with full-time academic year appointments. No additional social security tax or retirement contributions are withheld. This number includes the sick (4%) and vacation leave accrual (4%), Medicare tax (1.45%) and Worker’s Comp (1.25%). The benefit rate for faculty with less than full-time AY appointments is %. This accounts for the additional social security tax (6.2%) and retirement contributions (currently %). When the faculty members calendar year intersession appointment ends, they are paid for all unused vacation leave (although not for sick leave). AY faculty do not accrue vacation leave. When their CY appointment ends and they return to their normal AY appointment, the vacation leave must be paid off. The amount of the paid vacation leave appears on payroll reports. The paid leave will appear as a credit to the grant in the following month, resulting in a “wash.” 40

Additional Pay for Faculty during intersession periods Calculation of pay Monthly academic year salary X 12 Months = Annual Academic Year Salary Annual Academic Year Salary divided by 9 months (Sept. – May) = 1 month summer salary One month summer salary divided by = Hourly Rate Hourly Rate X 8 hours = Daily Rate Example $5,537 (monthly A/Y salary) x 12 payments = $66,444 (annual academic year salary) $66,444 / 9 months (Sept. – May) = $7382 per month (calendar year salary) $7382 / (average no. of hours per month) = $42.58 per hour $42.58 per hour x 8 hours per day = per day $ per day x 60 days summer = $20,438 total possible summer salary $20,438 x.1071 (benefit rate) = $2189 benefit cost $20,438 salary + $1931 benefits = $22,627 All costs are approximate. Actual intersession pay will be based on the actual number of days in intersession and the number of work days in that month. 41

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Department Chair Appointments Department Chairs with full-time, calendar year appointments are not eligible for additional pay during intersession, nor are they eligible for for RRT. Department Chairs with full-time academic year appointments are eligible for pay during intersession periods. They are not eligible for RRT. Most Department Chairs have “split” appointments. The Chair may have a regular academic year faculty appointment of 60% and a calendar year Chair appointment at 40% time. In this case the Chair is eligible for RRT of up to 60% time* and 60% pay during intersession periods. *In this case however, the Chair should only budget up to 20% RRT. The other 20% time is administrative time. Federal funding guidelines state that all faculty should have administrative time as an identified part of their work load. This administrative time is not an allowable charge to federal grants. Administrative time is used to perform University business, and also to write grant proposals. Time used to write grant proposals for future funding should not be charged to a PIs current grants. 44

Overload for Faculty Overloads will only be budgeted with the approval of the faculty member’s Dean. The faculty member should buy down their teaching load before requesting overload. In addition, the use of overload should be minimized to exceptional cases that would have a likely duration of one semester. Overloads are allowable up to 25% time, and subject to the Additional Employment policy. Faculty with calendar year and academic year appointments are eligible for overload. Overloads should be clearly identified in the proposal budget and budget justification. Funding agency approval of an overload should be documented in the post award stage. 45

Faculty Overload - For Academic Year salaries, overloads are calculated in the following manner: Monthly academic year salary X percentage of time X 6 months (for one semester) Or Monthly academic year salary X percentage of time X 12 months (for two semesters) There is an additional benefit cost of 2.5% for academic year overloads - For Calendar Year salaries, overloads are calculated in the following manner: Monthly calendar year salary X percentage of time X number of months There is an additional benefit cost of 12% for calendar year overloads. 46