Faculty Additional Pay Processes and procedures Summer 2016 Faculty Additional Pay Processes and procedures Revised by HR TEAM 6-27-2016

Allowable Dates: June 3rd through August 22nd for a total of 57 days: June – 6/3 - 6/30 for 20 days July – 7/1 - 8/1 for 22 days August – 8/2 - 8/22 for 15 days

Process and Procedures: FACULTY Submit the “faculty additional pay” request through the ORSP website. Faculty Add. Pay request direct link: http://research.sfsu.edu/rrt/rrt ORSP HR Team Create a calendar year (CY) appt. ETRAC(s) in HRMS Process new hire ETRAC as Research Fellow in job code # 2351. GRANT ADMINISTRATORS (GA) Review and approve the ETRAC(s). Summer Faculty Add. Pay Calculator link: Benefit Calculator for Summer 2016 Faculty Additional Pay HUMAN RESOURCE (HR) Approve the ETRAC(s) and process payments Will receive intersession pay through ORSP  

Benefit Rate Faculty with full time appointment during Fall/ Spring semester: Benefit rate is 10.67% during fiscal year 2015-2016 Faculty with part-time appointment during Fall/ Spring semester the: Benefit rate is 43.15% during fiscal year 2015-2016 *Benefit Costs - No CalPERS Social Security 0.0000% Medicare 1.4500% Retirement (CalPERS) NDI/IDL/Unemployment Ins IDL or Worker's Comp. Ins 1.2200% Vacation Leave Accrual 4.0000% Sick Leave Accrual Total Pro-rated Costs 10.670% **Benefit Costs - with CalPERS Social Security 6.2000% Medicare 1.4500% Retirement (CalPERS) 25.1500% NDI/IDL/Unemployment Ins 1.1300% IDL or Worker's Comp. Ins 1.2200% Vacation Leave Accrual 4.0000% Sick Leave Accrual Total Pro-rated Costs 43.150%

Lump Sum Vacation Pay Research Fellow Lump Sum Vacation Pay (LSVP) Accrue sick and vacation time. Faculty will receive lump sum vacation pay at the end of each appt. Vacation Accrual - Appt. duration MUST be 11 days or more in one month Lump Sum Vacation Pay (LSVP) HR will process the LSVP at the end of each appt. Budget will post the LSVP to the Grant (project) in the following month Fiscal Affair will credit the LSVP back to the grant approximately a month after LSVP is posted

How to Calculate Faculty intersession pay daily rate Faculty AY Salary X 12 months (Faculty receive 12 payments per year) / 9 months (faculty AY appointment = 9months of work per year) = Faculty Calendar Year monthly salary rate Faculty Calendar Year Monthly Salary / # of work days in a month (21 or 22 working days in a month based on the CSU calendar schedule) = Faculty Daily Rate

ETRAC Process Scenario 1: One project for the full duration of summer from June through August Ex: 6/3- 8/22 (57 days) Project A at 1.0 FTE ETRAC 1- New hire ETRAC effective 6/3 – 8/22/2016 on project A at 100% distribution (57days)

Scenario 2. Multiple projects for June through August with different projects end date Ex: 6/3 – 6/30 (20days) on project A for 10 days (with project A ending June 30th) & Project B for 10 days with 1.0 FTE 7/1- 8/1 (22 days) on project B for 12 days (with project B ending July 31st) & project C for 5 days & project D for 5days with 1.0 FTE 8/2- 8/22 (15days) on project E for 15days at 1.0 FTE ETRAC 1 – new hire ETRAC effective 6/3 -6/30 Project A at 50% (10/20= 0.50) distribution (10 days) and Project B at 50%(10/20= 0.50) distribution (10 days) with 1.0 FTE Add note in the note box stating “ ETRAC 1 of 3, ETRAC 1#, ETRAC 2# and ETRAC 3#” ETRAC 2- reappointment ETRAC effective 7/1 – 8/1 project C at 23% (5/22= 0.23) distribution (5days), project D at 23% (5/22= 0.23) distribution (5 days) and project B at 54% (12/22= 0.54) distribution (12days) with 1.0 FTE Will add note in the note box stating “ ETRAC 2 of 3, ETRAC 1#, ETRAC 2# and ETRAC 3#” ETRAC 3- reappointment ETRAC effective 8/2 – 8/22 project E at 100% distribution 15 days with 1.0 FTE

Scenario 3: PI request to be appointed onto multiple projects for June through August with project ending beyond 8/31/2016 Ex: 6/3 – 6/30 (20 days): project A for 20days at 1.0 FTE 7/1 – 8/1 (22 days): project B for 22 days at 1.0 FTE 8/2 – 8/22 (15 days): project C for 15 days at 1.0 FTE ETRAC 1 – new hire ETRAC effective 6/3 – 8/22 for total of 58 days, and the project distribution is as follow: project A at 35% (20/57 = 0.35) distribution 20 days Project B at 39% (22/57 = 0.39) distribution 22 days Project C at 26% (15/57 = 0.26) distribution 15 days

Scenario 4: Time base change within the month ETRAC 1 – new hire ETRAC effective 6/3 – 6/9 Project A at 100% distribution at 0.40 FTE Add note in the note box stating “ETRAC 1 of 2, ETRAC 1# and ETRAC 2#” ETRAC 2- new hire ETRAC effective 6/10 – 6/30 Project A at 100% distribution at 0.20 FTE Add notes in the note box stating “ETRAC 2 of 2, ETRAC 1# and ETRAC 2#” Will also state “HR- please do not stack the two ETRACs into the same record in Job data” Ex: 6/3- 6/9 (5 days): Project A at 100% distribution with 0.40 FTE 6/10 – 6/30 (15 days): Project A at 100% distribution with 0.20 FTE

Scenario 5. Appointment end mid-month and appointed onto two different projects ETRAC 1- new hire ETRAC effective 6/3 – 7/10 Project A at 100% distribution at 1.0 FTE with PI Smith ETRAC 2- new hire ETRAC effective 7/11 – 7/30 Project B at 100% distribution at 1.0 FTE with PI Lee (Faculty will have two records in the system for summer) Add notes in the note box stating “ETRAC 2 of 2, ETRAC 1# and ETRAC 2#” Will also state “HR- please do not stack the two ETRACs on the same record in Job data” Ex: 6/3 – 7/10 (26 days): Project A at 100% distribution with 1.0 FTE (PI-Smith) 7/11 – 7/30 (16 days): Project B at 100% distribution with 1.0 FTE (PI- Lee)

Scenario 6. PI request a set budgeted amount to spend for his/her additional pay Ex: Budgeted $10,000.00 including salary plus benefit for my additional pay request on project A AY faculty with 1.0 FTE during Spring 2016 with an AY salary of $8000.00 per month with 10.67% benefit rate Here is the calculation: Determine the daily rate: $8000.00 X12months /9 months / 22 working days in a month = $484.85 daily rate Determine the total salary cost without the benefit amount: $10,000.00 / 10.67% = $9035.87 Determine the total days allowable: $9035.87 / $484.85 daily rate = 18.64 days Since we cannot process partial days for intersession pay, therefore the total days allowable for this request will be 18 days without going over the budgeted amount. ETRAC 1- new hire effective 6/3 – 6/28 Project A at 100% distribution (18days ) at 1.0 FTE

TIMELINE FOR PAYMENT TO ISSUE HR Approves the Faculty appointment and process payment with the following timelines: June payments- if ETRAC is approved by HR in June, payment will issue mid-July July payments- if ETRAC is approved by HR in July or prior, payment will issue mid- August August payments- if ETRAC is approved by HR in August or prior, payments will issue mid- September.

Payment Charges Payment issue in.. Once Fiscal Affair close the month, payment charges will show in BI Tool generally by the 10th of the following month.. January February March April May June July August September October November December Payment Charges

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