1. Faculty Additional Pay Processes and procedures
Summer 2016
Faculty Additional Pay Processes and procedures
Revised by HR TEAM

2. 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

3. Process and Procedures:
FACULTY
Submit the “faculty additional pay” request through the ORSP website.
Faculty Add. Pay request direct link:
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

4. Benefit Rate
Faculty with full time appointment during Fall/ Spring semester:
Benefit rate is 10.67% during fiscal year
Faculty with part-time appointment during Fall/ Spring semester the:
Benefit rate is 43.15% during fiscal year
*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) %
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%

5. 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

6. 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

7. 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 /3 – 8/22/2016 on project A at 100% distribution (57days)

8. 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

9. 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 /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

10. 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 FTE
6/10 – 6/30 (15 days): Project A at 100% distribution with FTE

11. 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 FTE (PI-Smith)
7/11 – 7/30 (16 days): Project B at 100% distribution with FTE (PI- Lee)

12. Scenario 6. PI request a set budgeted amount to spend for his/her additional pay
Ex:
Budgeted $10, 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 $ per month with 10.67% benefit rate
Here is the calculation:
Determine the daily rate: $ X12months /9 months / 22 working days in a month = $ daily rate
Determine the total salary cost without the benefit amount: $10, / 10.67% = $
Determine the total days allowable: $ / $ daily rate = 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

13. 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.

14. 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

15. Questions & Comments

16. Thank you!