Summer Sessions Teaching

This resource guide outlines the procedures for entering Summer Session teaching appointments in UCPath. Direct questions relating to Summer Sessions to the Summer Sessions office by accessing the Summer Sessions Planning website. For assistance entering data in UCPath, create a case with CRU.

Employee Populations

These instructions apply to the following employee types and populations:

Population	Examples
Individuals with Existing Faculty Appointment	Senate faculty (if their Summer Session teaching salary requires effort reporting) Visiting instructors Emeritus appointments
Lecturer in Summer Session (Unit 18)	Unit 18 lecturers UCLA instructors with fiscal year appointments UCLA instructors with Staff employees Non-instructional academic titles Individuals without an existing summer job at the campus
Graduate Student (BX)	Teaching Assistants Associate in __________ Teaching Fellow

This resource guide does not address the following topics:

Setting up Summer Salary (Summer 1/9) or Summer Salary Processing for research, NSP research, or administrative work. Refer to the UCPath Center Job Aid: Summer Salary Processing for more detailed instructions.
Hiring academic student employees for non-teaching appointments (e.g., readers, tutors). Individuals in these positions should follow normal term hiring processes.

Position Management

Updating an Existing Position for Summer Sessions

Use a separate Summer Sessions position, even for instructors with similar titles, because the position’s Salary Admin Plan for the Summer Sessions is BYA (by agreement).

NOTE: The BYA Salary Admin Plan is not the same as the previous BYA DOS Code that was used in PPS. Do not use BYA as an Earn Code to process the Summer Sessions payment(s).

Separate positions are also used because funding for those positions are usually tied to a Summer Sessions fund source. Positions can and should be reused, whenever possible.

If there are vacant positions from previous Summer Sessions appointments, they can be reused.

NOTE: Unless your department has a method of organizing previously used positions, the list of positions does not indicate the position is intended for Summer Sessions because the Job Codes (with the exception of 001550) are not specific to Summer Sessions. You may have to review multiple positions before finding one that was previously used for Summer Sessions.

Click the following link to view the step-by-step instructions to find and update an existing vacant position for Summer Sessions teaching.

Update An Existing Position for Summer Sessions

Creating a New Position for Summer Sessions

If there is not an existing position, create a new position for Summer Sessions teaching. Click the following link to view the step-by-step instructions.

Create a New Position for Summer Sessions

Funding Entry

Setting Up Position Funding for Summer Sessions

After the existing position has been updated or a new position has been created, verify funding is added to the position prior to paying the employee to avoid the salary expenses being charged to the department default/suspense account. The Summer Sessions Planning website contains information relating to the use of accounts, funds, and subs for Summer Sessions.

When entering funding information, the details in the following fields are unique to Summer Sessions:

Field	Summer Session Instructions
Account Number	When entering the FAU/Chartstring, use the Summer Sessions 409xxx account number assigned to your department, which can be found using this linked document. NOTE: There is no cost center.
Fund	Academic courses use fund 20290. Summer Institutes use fund 20288. Travel Study Programs use funds 20298 (even year) and 20299 (odd year). Global Internship Programs use funds 20296 (even year) and 20295 (odd year).
Sub Override	This field automatically defaults to 00 for Academic and 01 for Staff. Summer Sessions uses different subs for different populations. For Teaching Assistants, use 02. For hourly hires (e.g., Readers, Lab Assistants), use 05. For Faculty and Lecturers, use 07.

Field

Summer Session Instructions

Account Number

When entering the FAU/Chartstring, use the Summer Sessions 409xxx account number assigned to your department, which can be found using this linked document.

NOTE: There is no cost center.

Fund

Academic courses use fund 20290.
Summer Institutes use fund 20288.
Travel Study Programs use funds 20298 (even year) and 20299 (odd year).
Global Internship Programs use funds 20296 (even year) and 20295 (odd year).

Sub Override

This field automatically defaults to 00 for Academic and 01 for Staff. Summer Sessions uses different subs for different populations.

For Teaching Assistants, use 02.
For hourly hires (e.g., Readers, Lab Assistants), use 05.
For Faculty and Lecturers, use 07.

For more detailed instructions on entering position funding, refer to the Funding for Positions Resource Guide.

IMPORTANT: Funding can be entered prior to fiscal close; however, the funding entry must be approved prior to the funding rollover to ensure the funding rolls over to the next fiscal year. The dates for funding rollover are announced by the UCPath Center and CRU typically in June. To verify funding is correct, review the position funding on the Funding Entry Inquiry page after July 1st.

Hiring Process

Entering a Hire for Summer Sessions

Hires are processed the same for Summer Sessions as in the regular year using a Smart HR Template.

Prior to hiring the individual into the Summer Sessions position, review the Person Organizational Summary page and/or the Search Person page to determine if the employee has an existing record in UCPath. Click the following links to view the step-by-step instructions for these pages.

View Person Organizational Summary Search Person in UCPath Entering a Hire for Summer Sessions

When selecting the template, use the following table for general guidance. If unsure which template to select, create a case with CRU/UCLA Payroll Partner.

Template Name	Description	Use Case
UC_CONC_HIRE_AC	Academic Concurrent Hire / Inter Location Transfer	Use this template for adding an additional, concurrent job record for an Academic employee who has an existing, active record in UCPath.
UC_FULL_HIRE_AC	Full Hire - Academic Use Only	Use this template to hire an employee to an Academic position. Populations who use this template include, but are not limited to: New employees who have never been hired at UC Reason Code: Hire - No Prior UC Affiliation Rehired employees who previously held a Staff appointment Reason Code: Rehire with appropriate option for the number of days in their break in service Rehired employees who were previously in PPS and have no record in UCPath Reason Code: Hire - No Prior UC Affiliation
UC_REHIRE_AC	Rehire - Academic	Use this template to rehire an Academic employee who has a terminated record in UCPath.

Template Name

Description

Use Case

UC_CONC_HIRE_AC

Academic Concurrent Hire / Inter Location Transfer

Use this template for adding an additional, concurrent job record for an Academic employee who has an existing, active record in UCPath.

UC_FULL_HIRE_AC

Full Hire - Academic Use Only

Use this template to hire an employee to an Academic position. Populations who use this template include, but are not limited to:

New employees who have never been hired at UC
Reason Code: Hire - No Prior UC Affiliation
Rehired employees who previously held a Staff appointment
Reason Code: Rehire with appropriate option for the number of days in their break in service
Rehired employees who were previously in PPS and have no record in UCPath
Reason Code: Hire - No Prior UC Affiliation

UC_REHIRE_AC

Rehire - Academic

Use this template to rehire an Academic employee who has a terminated record in UCPath.

For detailed instructions for each template, refer to the following guides:

Enter Full Hire Template Transaction - Academic Enter a Concurrent Hire Template Transaction Enter a Rehire Template Transaction

After the incumbent is hired into the position, enter the flat payment as an Additional Pay transaction.

NOTE: Additional pay using either PayPath Actions or the Self Service Transaction Links page must be entered on or after the job begin date and cannot be entered in advance.

Entering Additional Pay for Summer Sessions

Summer Sessions pay dates are usually August 1st for Sessions A and B and September 1st for Sessions C and D. The actual pay date may change if August 1st or September 1st falls on a weekend or holiday.

Refer to the Summers Sessions Planning website for this year’s session dates.

Summer Sessions use the additional pay feature of UCPath to create payment transactions. The additional pay can be entered using PayPath Actions or the Self Service Transaction Links page.

NOTE: Additional pay using either method must be entered on or after the job effective date and cannot be entered before that date.

Create Summer Sessions Additional Pay Using PayPath Create Summer Sessions Additional Pay on the Self Service Transaction Links Page

Missed Payroll Processing Deadlines or Incorrect Payment Amounts

If the additional payment transaction is not submitted and approved by the payroll processing deadline or the employee is not paid the correct amount, submit a One Time Payment request to ensure the employee is paid during the next payroll cycle.

NOTE: Summer Sessions Teaching payments cannot be issued using the off-cycle request function because the earn codes ACS and ASN are not available for off-cycle requests.