Faculty Additional Employment

 

Click on any of the links below to be navigate through Faculty Additional Employment topics on this page.

 

 

Academic Year   | 

Summer   | 

Non-Faculty Work   | 

ASC   | 

Contacts

 

FACULTY ADDITIONAL EMPLOYMENT HANDOUT PDF File Opens in new window  FAQs

Academic Year

 

 

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 electronic signatures from faculty (optional), 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 AppointmentOpens in new window
  6. Approve faculty additional employment Appointment in the temp fac mod.
    Approving a Faculty Additional Employment AppointmentOpens in new window
  7. Run payroll report.
    Running the Faculty Additional Employment Payroll ReportOpens in new window
  8. Obtain electronic signature on payroll report and forward original report to the payroll office payroll@fullerton.edu.
    In the subject line enter: UNIT ###: Payroll Report for Department #####
  9. Retrieve FAE appointment letter and forward to faculty for signature (required).

 

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.Opens in new window
  • 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 (optional), funding source, and Dean/AVP or Designee.
  5. Forward electronic FAER form with signatures to Academic Talent Management (ATM).
  6. ATM will obtain faculty signature on the appointment letter.
  7. ATM will submit documentation to payroll.
  8. ATM will forward copy of appointment letter to requestor.

 

Notes:

  • If assigned staff does not have access to CMS request to CMS/PeoplesoftOpens in new window
  • 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 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- Summer Work
    Creating a Faculty Additional Employment Summer (Work Break) AppointmentOpens in new window
  6. Approve faculty additional employment Appointment in the temp fac mod
    Approving a Faculty Additional Employment AppointmentOpens in new window
  7. Run Payroll report and send report only to the payroll office
    Running the Faculty Additional Employment Payroll ReportOpens in new window
  8. Retrieve FAE appointment notification and forward to faculty (no signature required) with timesheet instructions
    Retrieving Faculty Additional Employment Contracts/Appointment LettersOpens in new window
  9. Faculty will submit time for days worked in summer
    Faculty Summer 2019 Time ReportingPDF File Opens in new window
  10. Approve Faculty’s Timesheet
    Approving Absences and Time WorkedOpens in new window

 

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.
  • See CSU salary schedule for update wages for 4660: Salary Schedule DetailsOpens in new window .
  • 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 - $500 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 Staff Special Hiring 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 AccessOpens in new window
  • 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 - Julie Nunez julnunez@fullerton.edu at extension 8040.
  • For questions concerning the stipend process for non-faculty work conducted by faculty, please contact Payroll Services – payroll@fullerton.edu at extension 2521.
  • For questions concerning the Special Consultant Quick Hire process, please contact Chris Schloffer cschloffer@fullerton.edu at extension 3478.
  • For questions concerning additional work by faculty compensated with ASC funds, please contact Charles Greenwood cgreenwood@fullerton.edu 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 the Provost office - Nathan Van Diggele nvandiggele@Fullerton.edu at extension 4890.
  • For questions for those currently on H1B or have other employment authorization issued by USCIS, please contact Shannon Ledoux sledoux@Fullerton.edu at x2255.