HCM: Summer Salary

Summer Compensation Guidelines

During the summer, eligible academic-year faculty may earn up to a maximum of one-third of the nine-month annual salary rate as additional compensation. Because this salary is paid differently from that generated by their regular appointment, an additional job record must be entered to reflect an appointment for this additional compensation.

The following procedure documents the steps for adding a summer salary appointment.

  • To calculate working days and payment amounts, go to the Academic Personnel Office (APO) website.
    • Click on the Compensation link located on the left hand side of the page. Next, click on the Summer Compensation  (PDF) - Dates/Limits link to view the current dates/limits for summer compensation. If faculty members are receiving funding from NIH, please click on the NIH/SAMHSA SALARY CAPS  (PDF) link below the Summer Compensation Link to view annual cap restriction. If they are receiving funding from NSF, please enter only 2 months of summer compensation total. Also please read the Feb. 2009 letter titled SUMMER NINTHS FROM FEDERAL SOURCES  (PDF) to learn about additional restrictions on receiving summer ninths.
  • In HCM, navigate to Workforce Administration > Personal Information > Organizational Relationships > Person Organizational Summary to see a summary of the faculty member’s jobs.
    • If there is a terminated job record, you should use that job record for the new summer salary appointment.
    • If there is a job record that is marked as Active but the End Date is passed, that job record will need to be terminated. If the job resides in your department and you have access to the record, click the blue "Edit Job" link. Terminate the job using the "EAD" reason. The following day, reactivate the job record by adding a new row and using the Action: Rehire and the Reason: Add'l Comp-Academic to add summer salary. If the active job that needs to be terminated is not in your department, contact the department and ask the HCM Administrator to enter the termination.
    • If there is no job record available for summer salary, click on Workforce Administration> Add Employment Instance. The Action is: Hire and the Reason is: Add'l Comp - Academic
  • Follow these guidelines in completing the job record.
    • Since faculty are normally conducting research, use an appropriate research Job Code and title. Typical titles and job codes are:
Job CodeJob DescriptionRate Code/
Add'l Comp


Research____-Acad Yr-1/9-B/E 9/9
1984 Asso Research____-AY-1/9-B/E 9/9
1986 Asst Research____-AY-1/9-B/E 9/9
1987 Research____-Fis Yr-B/E 11/11
1988 Asso Research____-Fis Yr-B/E 11/11
1989 Asst Research____-Fis Yr-B/E 11/11
3200 Research-Fiscal Yr 11/11
3205 Research____-Acad Yr-1/9 9/9
3210 Asso Research-Fis Yr 11/11
3215 Asso Research____-Acad Yr-1/9 9/9
3220 Asst Research-Fis Yr 11/11
3225 Asst Research____-Acad Yr-1/9 9/9
  • Use the same Rank, Salary, and Step for additional compensation as for the faculty appointment. For faculty in the professorial series, if the regular title is paid on an academic year basis, then the additional compensation is paid on a 9/9 basis. If the regular title is paid on a fiscal year basis, then the additional compensation is paid on an 11/11 basis.
    Note: For titles eligible for 1/11 payments rather than 1/9th payments (for example, Lecturers), use an appropriate fiscal year job code.
  • Use Effective Dates and End Dates consistent with summer compensation dates and limits.
  • Use Employment Duration "W-End Date."
  • FTE is left blank
  • Pay Schedule is "MO."
  • If compensation is paid on an exception basis and the dates are less than a full month, set Time Code to "E" and enter the dates and percent time reflecting the effort on the Distribution page. Do not calculate the Distribution % based on the full month basis; Payroll will make the calculation (for example, for full time effort in the month of May, enter 5/25-5/31 at 100% and not 26% of the month).
  • Compensation Rate Code for Academic Year (AY) faculty is 9/9; monthly rate will be 1/9th of the annual salary. Use DEC9 if there is a decoupled increment.
  • Compensation Rate Code for Fiscal Year (FY) faculty is 11/11; monthly rate will be 1/11th of the annual salary.
  • Compensation Rate Code for Stipend is Month; monthly rate will be the same as the academic year stipend.
    Note: On the Compensation page, the monthly rate in PayRate/Amt will not equal the monthly rate which appears in the Payrate box along with the hourly and annual rates. Monthly Rate is the Annual rate divided by 12, and Pay Rate/Amt is the Annual Rate divided by the basis.
  • There are new Earnings Codes in effect for Summer 2010. In the Earnings Distribution(s) fields, "ACR"(was "OLN") should be used for research, "ACA" for administration, "APA"(was "STS") for summer stipend, "ARC"(New) for 1/9 capped fund, AAC(New) for 1/9 capped supplement, and "OEN"(New) for 1/11 payment.
  • Distribution % on the Earnings Distribution(s) cannot exceed 100%. If the monthly percent exceeds 100% (using the calculation that one month equals 19 days - see Academic Personnel Manual 600-Appendix 1), enter 100% in HCM and submit a positive time entry on roster or manual entry into OPTRS for Additional pay. Note: If Compensation is to be paid through the submission of time, set Time Code to "Z" (Positive Time Roster in OPTRS) on the Job Information page. See more summer compensation examples at the end of this job aid to understand further when "Z" or "E" is the appropriate time code.

    Contact Academic Personnel Office if you have further questions at appolicy@berkeley.edu or 2-5626.

EXAMPLE of Summer Salary Entry:

Step 1: Check Person Organizational Summary. In this example, there is an available job record (REC 1) that can be reactivated for use to enter Benjamin Hernandez’s Summer Salary. (If there are no records available to reuse, click the Add Employment Instance to add a new Job Record).

Step 2: Click the "Edit Job" link at the top of Job Record 1.

Step 3: Click the Plus (+) button to add another row to reactivate the record and enter the summary salary. Indicate the Effective Date of the summer session. Choose Action: REHIRE and Reason Code: Add’l Comp-Academic.

Step 4: Click on the Job Information tab to move to the next page.

Step 5: Complete the job information using an appropriate research Job Code. Type in the End Date for the summer salary, select the appropriate Appointment Type, and leave FTE blank. Select Pay Schedule: MO, the appropriate Time Code, and Leave Code.

Step 6: Click on the Salary Plan tab to move to that page.

Step 7: Type in a Step, or click the Magnifying Glass to select a step from a list.
Note: If the Step carried forward from the previous row is the correct step, you may need to type in a different step and then re-enter the correct step, in order to display the Rate Code and Pay Rate/Amt on the Compensation page.

Step 8: Click the Compensation tab to go to the next page.

Step 9: If the compensation is off or above scale, select the appropriate O/A Scale description. Type in the Pay Rate/Amt for a stipend. WARNING: There may be a difference between the displayed Monthly Rate at the top which is the Annual Rate divided by 12 and the Pay Rate/Amount you have entered below is the Annual Rate divided by the basis (9,11, 12).

Step 10: Click the Earnings Distribution link at the bottom to go to that page.

Step 11: Update Begin Date and End Date, if necessary. Type in the appropriate Earnings Code: ACR for Research, ACA for Administration, or APA for Summer Stipend. Type in Distribution %, and the Account, Fund, Org, Program, Project, and Flex codes.

Step 12: Click SAVE to save the transaction.

More Summer Research Examples:

  • Information in the following examples applies whether you are rehiring on a previous job record or adding an additional job.
  • Complete all information as appropriate, following the guidelines on pages 1 and 2. Only fields pertinent to the example are described below. Please note the start/end dates and the number of working days will vary each year. The examples below are based upon Summer 2010.

Summer Research Example 2 – To Pay Full Three-Ninths Over the Summer:

Work Location Page Effective Date: 5/17/10
Job Information Page End Date: 8/19/09
Time Code: Z-Pos Roster
Distribution Page Begin Date: 5/17/10
End Date: 8/19/09
Distrb %: 100
Note: On OPTRS Roster, indicate the appropriate % for each month. The total over the summer may not exceed 300%.

Summer Research Example 3 – To Pay the Maximum Possible in August (13 Working Days in '10):

Work Location Page Effective Date: 8/1/10
Job Information Page End Date: 8/19/10
Time Code: Z-Pos Roster
Distribution Page Begin Date: 8/1/10
End Date: 8/19/10
Distrb %: 100
Note: On OPTRS roster, indicate percent (%) of .6842 (from Summer Compensation table on APO Website).

Summer Research Example 4 – To Pay a Full Ninth in June:

Work Location Page Effective Date: 6/1/10
Job Information Page End Date: 6/30/10
Time Code: E-Exception is okay
Distribution Page Begin Date: 6/1/10
End Date: 6/30/10
Distrb %: 100

Summer Research Example 5 – To Pay Two-Ninths Over the Summer (June and July):

Work Location Page Effective Date: 6/1/10
Job Information Page End Date: 7/31/10
Time Code: E-Exception is okay
Distribution Page Begin Date: 6/1/10
End Date: 7/31/10
Distrb %: 100

Summer Research Example 6 – To pay Two-Ninths on a capped fund:

Work Location Page Effective Date: 6/1/10
Job Information Page End Date: 7/31/10
Time Code: E-Exception is okay
Compensation Page Off/Above Scale: NIH Salary Cap(Academic)
Distribution Page Begin Date: 6/1/10
End Date: 7/31/10
Distrb %: 100
Earn Code: ARC

Summer Research Example 7 – To pay Two-Ninths supplement on a capped fund:

Work Location Page Effective Date: 6/1/10
Job Information Page Job code: 3998
End Date: 7/31/10
Time Code: E-Exception is okay
Compensation Page Rate Code: Month
Off/Above Scale: leave blank
Compensation: Flat amount of supplement (not professor payrate)
Distribution Page Begin Date: 6/1/10
End Date: 7/31/10
Distrb %: leave blank
Earn Code: AAC