OTHER FACULTY PERSONNEL TOPICS

6. Intercampus Transfer/One-Time Payments
   
   1. General Information:
      

      Intercampus transfer/One-time payments (IT\OTP) are additional compensation for ladder faculty and other academic appointees.  IT\OTP can be used to pay either faculty from other UC campuses for services rendered or UCLA Faculty, by exception, for services rendered OUTSIDE their home department.  Below are a few examples of circumstances where an IT\OTP is appropriate:

      Samples:

      Multi-campus Appointment (Intercampus Transfer)

      Professor Jones comes to UCLA from UCSB to teach a senior 33% time seminar in English each Monday for the Spring Quarter.  He is the professor of record for the course.  His home department at UCSB reduces his workload proportionately and UCLA will reimburses UCSB for the 33% teaching time of his salary for the quarter, meanwhile and his 100% salary is paid fully through UCSB.  Professor Jones is given a Vstg. WOS appointment online as part of his being the Prof. of record for the course.

      Assistant Professor Chang, Psychology, UC Riverside is conducting summer research with a research center at UCLA.  The center grant is requesting to pay a summer ninth for Professor Chang's participation.

      One Time Payments

      Associate Professor Smith of the History Department, UC Irvine, participates in a panel departmental colloquium for UCLA's the Political Science Department.  This is above and beyond her commitment to History, UCLA's Political Science Department will pay is requesting to pay him $500 for him $500 for her service and time.

      Professor Williams, a UCLA Adjunct Associate Professor, gives a lecture to a group of donors as part of a fundraising event at UC Riverside; the Donor fund allows for an honorarium (by-agreement payment) to be paid to her.

      Lecturer Jane Adams is providing guidance/mentoring as part of an outreach program outside regular working time and the duties as assigned in her appointment letter from the Dean.

      Assistant Professor Chang is conducting summer research with another group/department outside his own.  The grant allows for research compensation and the second department intends to pay him from the grant.

      Other (IT/OTP) Use

      Academic Administrator Josephine Bruin is an 11/12 appointee.  She is requesting an 11th payment for additional work conducted over the summer.  She surrenders the equivalent number of vacation days and is paid an 11th.

      In order to pay a faculty member using IT/OTP, each campus utilizes a slightly different version of this form.  If UCLA is the HOST campus, the department MUST use the UCLA version of the form.  The UCLA IT\OTP form is in word format and can be downloaded from L&S Academic Personnel forms page. It is the fourth form on the list.
      
      

   2. Guidelines
      • One-time payments cannot be paid to faculty by their own department and only by exception on the same campus.
      • Only one service or event may be paid on each form.
      • One-time payments cannot exceed $2,000 per payment (except in the case of an intercampus transfer reimbursing a home department for partial salary).
      • One-time payments may not be made from 19900 funding.  If a department is funded ONLY with 19900 funds, please contact the College APO PRIOR to initiating the OTP.
      • One-time payments CANNOT be generated from sub 3 funding.
      • For host campus fund source, please ensure that a cost center, project code and sub are included.  Incomplete information will result in further payment delays.
      • One-time payments made during the summer period DO count toward summer compensation maximums.  Please check the Summary of Policy and procedure Governing Summer Quarter & Vacation Employment to ensure that the IT\OTP amount (in combination with any other payments) does not beyond the allowable maximums.
        
        
   3. Filling Out the Form
      1. Header information (Home campus, host campus, etc.).  Fill in the names of the home campus, home department and home school; host campus, host department and host school. ALL information in this section must be complete.   Home campus information should be obtained from the payee’s home campus/department.
      2. Section One: Home Campus Info.  Prepare will need ALL of the information in this section.  This information can be obtained from the payee’s home campus/department.  Please be sure that all sections are completed, including appointment percent.
      3. Section Two: Host Campus Info.
         Host Campus Temporary appointment:  This section is used for the title of the temporary appointment to UCLA (or another campus).  Most commonly used titles are:
         1. Miscellaneous Lecturer (for a guest lecture, membership on a panel, or speaking engagement)
         2. Faculty Consultant (for consultative matters such as input on a project)
         3. Asst., Assoc., or Full Researcher 9/9 (for research provided on, or collaboration in, a research project)  If the payee has a ladder faculty appointment at the home campus, the researcher title should be at the same level as the payees ladder appointment.
         4. Academic Misc. (for undergraduate program review, or other special circumstances)
         5. Same title as at the home campus if paying a 9th or a reimbursing a portion or all of the payee’s regular salary

         If you are unsure as to which title to use, leave the space blank. Upon notice of approval, the department will be informed which title code should be used to make payment.

         Title code:  UC wide title codes can be found at UCOP's Academic Personnel website.
         The most commonly used title codes (for a-d above) are:

         1. 1650 - Miscellaneous Lecturer
         2. 3700 - Faculty Consultant
         3. 3225 - Asst. Researcher:, 3215 - Assoc. Researcher, 3205 - Researcher
         4. 3999 - Faculty Miscellaneous
         5. Title Code varies, use home campus title code.

         Step/Grade: This field is used only in cases where the department is making an appointment using the same title/series as the primary appointment, or planning to reimburse another campus for full or partial salary of an academic employee.  Please include step and grade where appropriate.

         Event services date:  Date(s) the service was rendered.

         One time Payment:  Amount of the OTP (leave blank if department is not reimbursing another campus for full or partial salary).

         % Time or Hours to be paid:  This field is used only in cases where the department is making an appointment using the same title/series as the primary appointment, or planning to reimburse another campus for partial salary of an academic employee.  Enter the % of time or the number of hours to be paid.

         Pay rate: This field is used only in cases where the department is making an appointment using the same title/series as the primary appointment, or planning to reimburse another campus for partial salary of an academic employee.  Enter the employee’s home campus pay rate for the temporaryintercampus appointment.

         Description of Service (DOS) Code:  This code entered into the EDB, and is usually either BYA, HON,or REG.  Use REG only in cases where another campus is being reimbursed for an appointee’s time. If you do not know which title code, dos code to use, leave the space blank.  Upon notice of approval, the Department will be informed which title code, dos code should be used to make payment.

         Host Campus Fund Source to be Charged:  This is the host campus FAU.  In the case of a UCLA FAU, please be sure to include all information requested: location, account, cost center, fund, project code (as appropriate) and sub.  Incomplete information will result in further delays in payment.

      4. Section Three: Event Info.
         This is a brief 1-2 sentence description of the services rendered.  (i.e. Professor Smithe of the History Department participated was guest lecturer at a panel for the October 25, Political Science Department departmental colloquium: lecture entitled, “A New Political History of Southern California.”.)
         
      5. Section Four: Signatures
         Host campus Authorization is the Chair of the Department or (academic) Director of a Center. Other signatures will be obtained AFTER submission to the college APO.
         
      6. Routing
         Once fund source authorization is obtained, the host department should forward the completed form to L&S Personnel Office, 1331 Murphy Hall, CAMPUS MAILCODE:  143801.  After obtaining the necessary approvals at the college level it will then be forwarded the campus Campus APO Academic Personnel Office.  e fund source authorization has been obtained, the host department should forward the OTP form to the College APO office for review.  The College APO will obtain the necessary approvals at the College level and forward the request to UCLA APO. For additional information please see Payroll's PTR Special Processes Section E5, Multi-campus & One time Payment Intercampus Payments (Procedure if UCLA/UCOP is the Host  Campus) or (Procedure if UCLA is the home campus) Please be aware that these requests can take up to 90 days to process. 
         
      7. Approval & Payment
         Departments will be notified via email once the payment has been authorized.  Approval is sent via email from either UCLA APO, College APO, or the UCLA Payroll office.  Once payment has been authorized the EDB preparer in the host department will put the payment on-line via instructions in the email. (i.e. title code, DOS code, and payment amount(s).  Actual payment will appear as a separate line-item on the employee’s regularly scheduled paycheck/stub.  For additional information on processing these payments online, refer to Payroll's PTR Special Professes, Section E5.