Faculty Additional Employment

FAQ's

 

1. WHAT IS ADDITIONAL FACULTY WORK VS. NON-FACULTY WORK?
  • Additional faculty work include activities such as or related to teaching, research, scholarship, student advisement, class preparation, student performance, course and curricular design/redesign, instructional assessment and accreditation activities, library services, counseling services and case management, and/or coaching. 
  • Non-Faculty additional work represents external activities not uniquely faculty work.  In some colleges and/or departments based on priorities and/or budget availability, this may include activities such as conducting research or training for non-academic purposes or attending a “lunch and learn.”

 

2. WHEN TO SUBMIT?

Pay commitments submitted to Payroll by the 5th calendar day of a month will generally be paid on the regularly scheduled pay date for that month.  Commitments received after that date will be paid on the regularly scheduled pay date for the following month. Based on the 12 month pay period not the academic year pay schedule. See 12 month payroll calendar: 2019 Pay CalendarPDF File

 

3. STATE FUNDS VS ASC
  • State funds include all funding sources other than those administered by the ASC or the Philanthropic Foundation
  • ASC funds include funding sources from grants and contracts
  • UEE funds may be either State funds or ASC funds.
  • Full-time faculty and part-time faculty are determined based on their total FTE, not their job classification.

 

4. WHY DO WE NEED THIS PROCESS?

With these changes, the University can record accurately additional faculty work as required by the Unit 3 collective bargaining agreement (CBA).

 

5. 125% APPLY? All except for stipend process.
  • Additional work from all funding sources combined for any faculty member may not exceed the 125% limit.
  • Faculty are able to work on multiple, concurrent appointments for additional pay across funding sources, subject to the restrictions noted above and as long as the total additional work does not exceed the 125% limit.
  • Faculty are able to accept multiple appointments for additional work from the same funding source,   subject to the restrictions noted above and as long as the total additional work does not exceed the 125% limit.

 

6. WHAT IS THE PURPOSE OF THE APPOINTMENT LETTER?
  • Creating an appointment letter meets a requirement of the Unit 3 CBA and ensures that the individual/entity requesting the additional work and the faculty member doing that work agree what work will be done, for what amount and during what period.
 
7. WILL FACULTY STILL HAVE TO SCHEDULE AND CERTIFY DAYS?
  • For appointments compensated using State funds, faculty can perform work on any day(s) within the appointment to complete the work. Faculty no longer have to schedule days or certify time.
  • However, Faculty Additional Employment in the summer will have to be certified by submitting a timesheet (See summer process for timesheet instructions)
 
8. WHAT FACTORS SHOULD BE CONSIDERED BEFORE CREATING AN APPOINTMENT FOR ADDITIONAL WORK?
  • Each of the following could impact an appointment: 
  • Available budget.
  • Work compensated using State funds may only be undertaken in monthly durations with the start date being the first day of the month in which the appointment begins and the end date being the last day of the month in which the appointment ends.
  • Work from all funding sources combined for any faculty member may not exceed the 125% limit.
  • Work compensated using State funds for a specific department can only occur consecutively, not concurrently.
  • No retroactive appointments are permitted.
  • The additional work must be completed within the period set forth in the appointment letter.
  • The terms of the appointment cannot be changed once approved.

 

9. HOW WILL FACULTY IN THE 2361 JOB CLASS CODE BE PAID FOR ADDITIONAL FACULTY WORK?      

In almost every instance, the University will pay 12-month tenured or tenure track faculty using the Temporary Faculty module process.

 

10. HOW IS THE FACULTY MEMBER’S RATE OF PAY CALCULATED?
  • For additional faculty work completed by faculty with an FTE of 1.0 that is compensated using State funds and performed during the academic year, the rate of pay is no longer tied to the rate of pay of the faculty member’s primary appointment.   Instead, the rate of pay now has a range of up to 25% of the salary range of the 2403 job class code, which equals an amount up to $6,250 per month.
  • For additional faculty work completed by faculty with a total FTE of less than 1.0 that is compensated using State funds and performed during the academic year, the rate of pay has a range of up to 25% of the highest salary range of the 2359 job class code, which equals an amount up to $3,125 per month.
  • The value to the hiring entity of the work the faculty member will provide drives the compensation the faculty member will receive.
 
11. WHO DO FACULTY CONTACT IF ADDITIONAL ASSISTANCE IS NEEDED?

Faculty should contact their respective department coordinator/designated staff member for initial assistance related to additional work compensated using State funds. If they cannot answer the question, they will forward the faculty member to the correct department/administrative unit that can answer the question.

 

12. CAN A FACULTY ADDITIONAL EMPLOYMENT APPOINTMENT BE CHANGED AFTER IT HAS BEEN PROCEED?
  • On the 2359 appointment, the terms cannot be changed and the completion date cannot be extended once the faculty member has begun work.
  •  If you are correcting a 2403, send FAR form to payroll directly.

 

13. F OR MORE INFORMATION REGARDING FACULTY SALARIES, PLEASE GO TO FACULTY SALARIES PAGE

Academic Year

Faculty Additional Work

 

Full-Time/ Tenure Track Faculty = 2403 Job Code

Processed by College/Department

 

1. Log into Titan Online and go to My WorkPlace

2. Under eForms – Human Resources, Select Payroll.

3. Select and complete Faculty Additional Employment Request Form

        Accessing the FAER FormPDF File Opens in new window

4. Obtain signatures from faculty, funding source, and Dean/AVP or Designee

5. Enter appointment in Tem Fac Mod: Fac Addl Employment- Academic Year Appt

        Creating a Faculty Additional Employment Academic Year Appointment

6. Approve faculty additional employment Appointment in the temp fac mod

       Approving a Faculty Additional Employment Appointment

7. Run payroll report

       Running the Faculty Additional Employment Payroll Report

8. Obtain signature on payroll report and forward original to the payroll office

9. Retrieve FAE appointment letter and forward to faculty for signature

         Retrieving Faculty Additional Employment Contracts/Appointment Letters

 

Notes:

  • When completing the FAER form, please double check to make sure the position number leads to the appropriate job code (2403 or 2359)
  • If assigned staff does not have access to CMS request to CMS/ Peoplesoft
  • This work counts against the 125% restriction, which solely for this purpose includes the month of January as part of the academic year. Such appointments may not be longer than three consecutive months.
  • Start-up funding such as the Milton Gordon stipend should be processed using the 2403 job class code through the Temporary Faculty module.

 

Part-Time Faculty = 2359 Job Code

Processed by Academic Talent Management (ATM)

 

1. Log into Titan Online and go to My WorkPlace

2.    Under eForms – Human Resources, Select Payroll.

3.    Select and complete Faculty Additional Employment Request Form

         Accessing the FAER FormPDF File Opens in new window

4. Obtain signatures from faculty, funding source, and Dean/AVP or Designee

5. Forward electronic FAER form with signatures to Academic Talent Management (ATM)

6. ATM submit FAER form to payroll along with the Appointment Letter.

7. ATM will forward letter to staff for faculty signature

8. Requester retrieves signature from faculty.

9. Forward electronic copy to ATM and keep original in office

 

Notes:

  • If assigned staff does not have access to CMS request to CMS/ Peoplesoft
  • This work counts against the 125% restriction, which solely for this purpose includes the month of January as part of the academic year. Such appointments may not be longer than three consecutive months.
  • Submit one FAER form per month. For example, if the value of the work is $5,000 and the appointment should be two months, submit two consecutive one-month appointments each with a compensation of $2,500.

 

Summer

 Faculty Additional Work

All Faculty = 4660 Job Code

Processed by College/ Department

 

1. Log into Titan Online and go to My WorkPlace

2. Under eForms – Human Resources, Select Payroll.

3. Select and complete Faculty Additional Employment Request Form

        Accessing the FAER FormPDF File

4. Obtain signatures from faculty, funding source, and Dean/AVP or Designee

5. Enter appointment in Tem Fac Mod : Fac Addl Employment- Summer Work

        Creating a Faculty Additional Employment Summer (Work Break) Appointment

6. Approve faculty additional employment Appointment in the temp fac mod

        Approving a Faculty Additional Employment Appointment

7. Run Payroll report and send report only to the payroll office

        Running the Faculty Additional Employment Payroll Report

8.    Retrieve FAE appointment notification and forward to faculty (no signature required) with timesheet         instructions

        Retrieving Faculty Additional Employment Contracts/Appointment Letters

9. Faculty will submit time for days worked in summer

        Faculty Summer 2019 Time ReportingPDF File

10. Approve Faculty’s Timesheet

         Approving Absences and Time Worked

 

Notes:

  • If assigned staff does not have access to CMS/ Peoplesoft, request here:   PeopleSoft RequestOpens in new window
  • This work counts against the 125% restriction
  • Who do faculty contact if additional assistance is needed with Timesheets? Contact the payroll office. Payroll manages all time submitted.
  • Submit one FAER form per month. For example, if the value of the work is $5,000 and the appointment should be two months, submit two consecutive one-month appointments each with a compensation of $2,500.

Non-Faculty Work

 Stipend Process - $500 or less

Processed by Payroll

 

1. Log into Titan Online and go to My WorkPlace

2. Under eForms – Human Resources, Select Payroll.

3. Complete form labeled: Faculty Special Consultant Stipend Form

4. Retrieve Signatures

5. Send signed original stipend form to the payroll office

 

Notes:

  • This work does not count against the 125% limit.
  • The minimum stipend amount is $96. This amount changes according to state hourly wage.
  • Start-up funding such as the Milton Gordon stipend should be processed using the 2403 job class code through the Temporary Faculty module.

 

Special Consultant Quick Hire - $501 or more

Processed by Talent Acquisition

Initiating the Online Job Requisition: 

**Please Note: A CMS Position Number needs to be readily available to begin this process***

  • Please go to   Management/Staff Recruitment for more information
  • Select “Begin an Online Requisition for Emergency Hires Here”. This will navigate you to the CSUF Login page. Enter your credentials to login.
  • Once you are logged in, select the hamburger icon on the top left of the page and navigate to “New Job”
  • Complete the Job Template by filling out the appropriate fields. Under the “Template” field, please select “FL-Special Consultant”. Once completed click on the Next button at the bottom of the page.
  • Continue to complete appropriate fields in the Requisition Information page and click submit at the bottom of the page once completed.
    • All fields marked with an asterisk (*) indicates a required field
  • Once submitted the requisition will route for approvals 



 

Applying to the Temp Pool:

  • Candidate shall apply to the Temporary Pool 
    • Select Emergency Hire
    • In the search results, select Temporary Pool
    • Begin application by selecting “Apply Now”
  • To begin your application, you will be prompted to login or create a login if you have not already done so

 

Notes:

  • This work counts against the 125% limitation.

ASC

 

Faculty doing additional work compensated using funds administered by the ASC or the Philanthropic Foundation will:

  • Be hired by the ASC (which includes completion of a PTR form).
  • Be required prior to beginning work to sign in at the ASC HR Office in Titan Hall and verify eligibility to work in the United States unless they have done so previously with the ASC. This may require completing a background check and/or a Live Scan.
  • Be paid by the ASC every two weeks. ASC Payroll Account Access
  • Receive beginning in 2019 separate W-2s for work paid by the University and by the ASC.
  • Pay State Medicare, FICA (Social Security Tax) and SDI (State Disability Insurance), which will total approximately 11% of their gross pay.
  • The ASC will make all faculty payments through its payroll system.
  • The ASC now appoints and pays additional work by full-time or part-time faculty compensated using funds (grants and contracts) administered by the ASC or the Philanthropic Foundation through the SCPR system. 
  • However, they will still have to schedule and certify days in the SCPR system for additional work compensated with funds administered by the ASC or the Philanthropic Foundation.

 

The changes noted above do not affect (a) the 125% limitation on additional work performed by faculty set forth in the Unit 3 CBA or (b) how the University calculates that amount.  

What steps must faculty take before beginning to work on an appointment for additional faculty work compensated using funds administered by the ASC or the Philanthropic Foundation?

The Principal Investigator or Project Director of the project funding the work must submit an ASC Personnel Transaction Report to ASC Human Resources. The work flow for the new SCPR system will remain the same as before: (1) the ASC administrator creates a pay commitment if the additional work is compensated using funds administered by the ASC; the designated staff member creates the pay commitment if the additional work is compensated using funds administered by the Philanthropic Foundation; (2) the PI/PD selects faculty consultants; (3) the respective Dean approves the faculty member to work; and (4) the ASC/PF administrator encumbers the payment against the ASC/PF account. Here is the complete workflow:

 no state funds

Faculty will need to schedule work days when notified by email. After the scheduled days have passed, faculty will need to sign in to the SCPR to certify days worked. 

 

Why are the payroll deductions for faculty paid by the ASC higher than the faculty member’s State payroll deductions? 

The ASC is a private employer with a different Tax Identification Number from the University and is subject to Federal and State of California labor and tax laws. It must withhold FICA (Social Security and Medicare) taxes and State Disability Insurance premiums from employee wages.

   You can use 11% as an estimate of the employer-paid payroll taxes charged for faculty additional pay through the ASC:

  • FICA taxes: 7.65%
  • State Unemployment Insurance: 0.5%
  • Workers’ Compensation: multiple rates depending on the type of work performed

 

How will faculty be paid? 

The ASC issues checks every two weeks. Faculty will have the option to receive their pay by paper check or by Direct Deposit after submitting their bank information to the ASC. The ASC will mail paychecks not picked up at its office in Titan Hall the day before the subsequent payday.

 

Do faculty performing additional work using funds from a grant administered by the ASC or the Philanthropic Foundation first have to be verified/sign in as an ASC employee?

Because faculty must become employees of the ASC before they can receive payment for additional work compensated using grants administered by the ASC or the Philanthropic Foundation, they must sign-in with the ASC, complete a background check, and certify with the ASC that they are eligible to work in the United States. Being a separate employer, federal law requires the ASC to maintain its own hiring records separate from the University.

The scope of the background check required by the ASC and performed by Accurate is limited to the following:

(a) a national address locater based on your social security number (SSN trace),

(b) a 7-year criminal search in each county where you have lived based on the SSN trace, and

(c) a review of the National Criminal Database (National Sex Offender Database). 

 

What role do department coordinators/designated staff members play in processing additional work compensated using ASC or Philanthropic Foundation funds?

The ASC administrator creates a pay commitment if the additional work is compensated using funds administered by the ASC; the designated staff member creates the pay commitment if the additional work is compensated using funds administered by the Philanthropic Foundation.   The Dean or other higher level SCPR Approver still must review the faculty members selected by the SCPR Project Director for additional work.

 

Do faculty performing additional work using funds from a grant administered by the ASC or the Philanthropic Foundation have to schedule and certify time for additional work compensated using ASC or Philanthropic Funds?

 Yes. The process for scheduling and certifying time embedded in the updated SCPR system is the same as the process used in the former SCPR system.

 

Will the changes to the appointment and payment processing for additional faculty work compensated using funds administered by the ASC or the Philanthropic Foundation impact how much additional work faculty can assume? 

 No.   Faculty still must comply with the 125% restriction.

 

Who pays for the background check and/or the Live Scan?

ASC will seek reimbursement for these costs ($18 for a background check and $32 for a Live Scan) from the grant account funding the salary.

 

Who do faculty reach out to if additional assistance is needed?

Direct initial questions related to the payment of additional work compensated by the ASC or Philanthropic Foundation to the following people:

* ASC-funded work: Contact the ASC sponsored programs administrator assigned to your department.

* Faculty need to submit paperwork to the ASC prior to their first payment by ASC payroll.  Contact ASC Human Resources about this requirement and remember to mention you will be receiving “faculty additional pay.”

* Philanthropic Foundation-funded work: Contact your department’s staff member who administers its Philanthropic Foundation accounts and creates pay commitments in the Special Consultant Payment Request system (the SCPR).

Please contact Nathan Van Diggele in the Provost’s Office at extension 4890 with questions about the 125% restriction or calculation.

 

Contacts

 

  • For questions concerning additional faculty work by full-time and part-time faculty, please contact Academic Talent Management at extension 8040.
  • For questions concerning the stipend process for non-faculty work conducted by faculty, please contact Payroll Services at extension 2521.
  • For questions concerning the Special Consultant Quick Hire process, please contact Melvin Alegado at extension 5346.
  • For questions concerning additional work by faculty compensated with ASC funds, please contact Charles Greenwood at extension 4102.
  • For questions concerning additional work by faculty compensated with Philanthropic funds, please call Susan Cervantes at x4420 or email foundation@fullerton.edu.
  • For questions concerning the 125% restriction on additional work by faculty, please contact Nathan Van Diggele in the Provost’s Office at extension 4890.
  • For questions for those currently on H1B or have other employment authorization issued by USCIS, please contact Shannon Ledoux at x2255.