1. Health Sciences UC/VA Split Faculty Salaries & Effort Reporting

2. 2 SOM Faculty Compensation Website Address: http://som.ucsd.edu/index.php/facultycomp/

3. 3 Access to Confidential Documents on SOM Websites Go to the Faculty Comp Website and select a document, like the UC/VA Split Appointments Report, that will require a User ID and Password. The box pictured above will appear on your computer screen. Enter the User ID and Password you would like to use when accessing Documents. Click on “Login”

4. 4 Obtaining User ID for Access to Confidential Documents on SOM Websites Dean’s Office contact, should you have questions or problems with this process, is Lin Majors, lmajors@ucsd.edu, Phone: 534-2949.lmajors@ucsd.edu After clicking on “Login” This screen will appear on your screen. Complete all fields on this screen and click on “Submit.”

5. 5 Determination of Max Allowable UC Appointment Chart

6. 6 Determination of Max Allowable UC Appointment - continued It’s important to remember that the determination of the maximum allowable appointment at UC is based on a 60 hr work week at BOTH UC & VA The 60 hr work week does NOT apply to only one institution, but a combination of hours at both UC & VA VA considers full-time to be 40 hours per week (8/8ths) UC considers full-time to be 40 hours per week 8/8ths at VA = 40 hours5/8ths at VA = 25 hours 50% at UC = 20 hours 87% at UC = 35 hours Total: 60 hours

7. 7 Checking VA salary, VA 8ths, 100% UC Pay Refer to UC/VA Split Appointments Report http://som.ucsd.edu/index.php/facultycomp/(Located under UC/VA Split Appointments area) Actual VA Base Pay + Actual Market Pay = Annual Gross Pay VA Rate 100% UC Pay Rate for Sponsored Projects, updated ~ lst of each month. Data pulled from Record Purpose Codes In PPS. Intermittent Status at VA = No VA pay figures, usually working less than 2/8ths time, time varies Number of 8ths at VA 8ths Notes = % time worked on Research or Psych Service

8. 8 UC/VA Split Appointment Faculty Salaries Record Purpose Codes Add monthly RPX & RPY value times 12 = 100% UC Pay 6,808.33 + 2,534.49 = 9,342.82 * 12 = 112,114-100% UC Pay rate RVS=VA Salary RVB=VA Market Pay RPX/STX=X Base Salary RPP= X Prime RPA= Y Prime RPY = Negotiated Y With current begin/end dates Faculty with partial FTEs will have both RPX and STX lines. Use monthly rate on one line only, either STX OR RPX, not both. Appt is 100%

9. 9 UC/VA Split Appointment Faculty Salaries Pay Lines, (not all pay lines are shown) Pay line Rate/Amt =9,342.82 * 12 = 112,114.00 for 100% UC pay rate Read 100% monthly pay rate from: HST HBT NEY Do not use NIH salary Cap DOS codes like: NXX, NXP, HSB, NIY

10. 10 UC/VA Split Appointment Effort Definitions Taken from March 1, 2005 Presentation: “Budgeting Salaries and Effort Reporting on Sponsored Projects for Joint UC/VA Faculty.” [Complete presentation available on the Faculty Compensation Website.] Total Professional Effort: Distribution of all effort applied to missions across ALL institutions. Institutional Base Pay (IBP): defined by NIH as gross salary paid to an individual by the institution (does not include bonuses such as Z payments) and does not include any direct payments made to an individual by outside organizations (such as the VA Medical Center). The IBP, or gross UC pay, should not be used for reporting a salary on a sponsored project. Institutional Pay Rate: rate of pay at 100% an institution uses to generate a salary payment, which is also used to calculate salaries on sponsored projects. The 100% UC Pay Rate is the salary figure that should be used for reporting a salary on a sponsored project. Note: Use of the Institutional Pay Rate on sponsored projects has been approved by Campus, OCGA and OPAFS.

11. 11 UC/VA Split Appointment Effort Definitions - continued Total UC/VA Comp = UC Rank & Step [at assigned APU Scale] + Y + Regular Z + VA Salary & VA Market Pay UC Pay = Gross pay the faculty member receives from UC (UC Gross Pay = UC Rank & Step [at assigned APU Scale] + negotiated Y, minus Regular Z, minus VA Salary & VA Market Pay] 100% UC Pay Rate = UC Rank & Step [at assigned APU Scale] + negotiated Y, at 100%

12. 12 Determination of Faculty Salaries Under UC/VA Split Appointment Plan Example: Rank and Step, Professor I, Scale 3, VA Appt: 8/8ths, VA Pay=183,640 (APU Scale 3) X = 81,700 or 6,808.33 per month * 12-on RPX or STX Record Purpose line in PPS X’= 24,500 or 2,041.67 per month * 12-on RPP Record Purpose line in PPS 106,200 = 100% UC Pay rate to be used on sponsored projects Total combined UC/VA Salary: 204,882 204,882 -183,640 – VA Pay 21,242 = UC gross pay due or IBP—should NOT be used for sponsored projects 21,242 as a percent of 106,200 =.2000 on pay lines in PPS References: UC/VA Split Appointments Report, Determination of Max Allowable UC Appointment Chart HS Faculty Salary Scales-10/1/06

13. 13 Reporting UC/VA Split Salaries – Sponsored Projects Example: John Doe, Professor IR I, Scale 3, 8/8ths VA, Eligible to be 50% Max at UC Record Purpose Codes: (X) RPX = 6,808.33 (X’) RPP = 2,041.67 8,850.00 total per month * 12 = 106,200: 100% UC Pay Rate 100% UC Pay on UC/VA Split Appointments Report = 106,200 Pay Lines in PPS: (X) HST or (X’) HBT at 8,850.00 per month * 12 = 106,200 Questions: Can this PI simply use the NIH salary CAP figure or asterisk the base pay and ask for dollars with no base? No. The investigator cannot ask for the NIH Salary CAP dollars when his 100% UC Pay Rate is clearly below the CAP. In our example the 100% UC Pay Rate is only 106,200, while the current NIH salary cap is 186,600.

14. 14 Reporting UC/VA Split Salaries – Sponsored Projects - continued Example: Professor IR I, Scale 3, 8/8ths VA, Eligible to be 50% Max at UC - continued 106,200: 100% UC Pay Rate Faculty member is being paid 20.00% in PPS of 106,200 or 21,242 per year from UCSD. IBP = 21,242 in gross pay—do NOT use on sponsored projects 100% UC Pay rate = 106,200—amount to use on sponsored project Question: If the Institutional Base Pay (IBP=Gross UC Pay) rate is less than X, would you use X? The IBP, defined by NIH as gross salary paid to the individual, may be less than the X. In our example, the IBP is 21,242. In most cases the IBP will be less, but the gross salary paid or IBP is never the salary figure used on sponsored projects. The 100% UC Pay rate is the amount to use, in our example: 106,200.

15. 15 UC/VA Split Appointments Conversion of %Time Worked to 8ths For those faculty listed on the Research or Psychology Service with a percentage instead of 8/8ths at the VA use the following for conversion: First, try converting %Time Worked to 8ths: 8/8ths = 100% 7/8ths / by 8/8ths = 87.50% 6/8ths / by 8/8ths = 75.00% 5/8ths / by 8/8ths = 62.50% 4/8ths / by 8/8ths = 50.00% 3/8ths / by 8/8ths = 37.50% 2/8ths / by 8/8ths = 25.00% 1/8th / by 8/8ths = 12.50% If percent time can be converted easily to 8ths then the UC/VA Effort Calc worksheet can be used with ease.

16. 16 UC/VA Split Appointments Conversion of %Time Worked to 8ths - continued 1.Convert %Time Worked to Hours: [40 hours * %Time Worked = Number of Hours Worked Per Week] Ex: 40 * 33% = 13.2 Hours Worked Per Week 2.[Take the Hours Worked Per Week + UC Equivalent Hours* = Max Total Equivalent Hours] Ex: 13.2 + 40 = 53.2 Max Total Equivalent Hours *Note: for UC Equivalent Hours see Determination of Max Allowable UC Appt Chart 20 hours or less per week = 40 hours UC Equivalent, at greater than 20 hours see Chart based upon 60 hours work week between VA and UC. Combined hours cannot exceed 60 hour per wk. Hours cannot exceed 40 hours per week at UC or VA. 3.Obtain number of hours to be spent each week by the faculty member on the Project. Might use “Convert Dollars to Hours Worked” portion of Fac Comp Calculator for this # Ex: 8 hours per week 4.To obtain UC% of Overall Professional Effort: [UC Equivalent Hours* / Max Total Equivalent Hours = UC % of Overall Professional Effort] Ex: 40 / 53.2 =.7518 (rounded down to) 75% UC% of Overall Professional Effort Note: Total % of Overall Professional Effort = 100%

17. 17 UC/VA Split Appointments Conversion of %Time Worked to 8ths - continued 5.To obtain % of Available UC Time on Project: [#of Hours Per Week Spent on Project / UC Equivalent Hours* = Total % of Available UC Time on Project] Ex: 8 / 40 = 20% 6.To obtain % of Overall Professional Effort: [Total % of Available UC Time on Project * UC% of Overall Professional Effort = % of Overall Professional Effort] Ex: 20% * 75% = 14.60% 7.Look up 100% UC Pay Rate from PPS or UC/VA Split Appointments Report Ex: 165,000 8.To obtain Budgeted Salary on Project: [100% UC Pay rate (or NIH salary cap if UC Pay rate is higher than the current NIH Salary cap) * Total % of Available UC Time on Project] Ex: 165,000 * 20% = 33,000

18. 18 Faculty Comp Calculator – Faculty Salaries Convert: Dollars to Hours Worked UC/VA Effort Calc Worksheet

19. 19 Faculty Comp Calculator-Convert Dollars to Hours Worked

20. 20 Faculty Comp Calculator-UC/VA Effort Calculations % of UC Available Time on Project UC% of Overall Professional Effort % of Overall Professional Effort