Dear SHARE Region,
For your eligible faculty with available funding that can be used for summer ninths compensation (such as endowed chair funds, start-up funds, etc.), I am writing today to let you know that Berkeley Regional Services (BRS) will begin collecting the information this month to set up summer salary payments.
Some of these details were originally communicated to campus on 1/18/23 by Heather Archer, Assistant Vice Provost/Academic Personnel Office and Berkeley Regional Services. In essence, to highlight the start of the summer salary request period, and to convey that similar to the prior year, we will maintain the earlier than usual faculty submission deadlines due to Berkeley’s proactive actions to mitigate potential delays in processing these large volumes during the summer period at the UCPath Center.
We strongly recommend that your faculty and you make every effort to submit summer salary requests by the posted deadlines to avoid UCPath processing delays and potential pay errors due to retroactive actions.
Actions for you
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By the end of business day Friday, 3/10/23, let me know who (you or someone else in your department) will need access to the Summer Salary Smartsheet for submitting requests. You can do so by completing this google form. Designated staff then will receive access and instructions.
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HR/APS is in the process of updating this year’s Smartsheets; they anticipate opening access the week of 3/13/23.
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We ask that you request information from PIs now so that you have the PI effort days ready to enter into Smartsheet as soon as it becomes available.
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If your faculty knows he/she will be taking additional months for summer salary, we encourage you to submit the requests early so we can stage the summer salary appointment for the duration of the summer period. This will avoid renewal issues and auto termination of appointments by UCPath.
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If you/your designee is new to using Smartsheet, we are happy to plan some individual Zoom training at a convenient schedule. Let me know if you are interested. Once we have your list of users, we’ll let you know the date/time(s). Recorded training from last summer may be found here
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We will be offering a “office hours” type session for any Research Administrators/Financial Analysts/Submitters (RA/FA) on 3/17/23 from 1-2:30 PM Please join or share the Zoom meeting link with your staff who may want to attend and ask questions. Before attending, it’s highly recommended participants review the recorded training from last summer prior to attending the office hours. If you are a new department manager or AP analyst that will be submitting summer salary requests on the smartsheet, we highly encourage you to attend.
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An FAQ designed specifically for RA/other preparers has been developed - check it out at: https://regionalservices.berkeley.edu/sites/default/files/summersalary-faq-ra-otherpreparers.pdf
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PLEASE NOTE: New items regarding LATE summer salary requests added. Please be sure to review and familiarize yourself with the new instructions when submitting LATE requests in the smartsheet after the rows are locked.
All of the information you need to know is featured on the Summer Salary for Faculty pages of our BRS website:
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Important Summer Salary deadlines and details(including complexities that may occur with late requests)
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Additional tools and resources (like request forms, FAQs, guidelines, etc.)
A few additional reminders
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If you are an FA not coordinating with a regional RA, you will need to process your own Position Funding. Please reach out to Henry Chan for additional guidance.
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The RA/FA will need to provide the Department Code for summer salary position(s).
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For June and July, effort that is over 100% of time will require two (2) positions.
For specific policy questions regarding summer compensation, please contact the Academic Personnel Office (APO) at: appolicy@berkeley.edu
If you are a department in Letters and Science, please contact your Dean’s Office Analyst or representative
If you have any questions, please let me know. I look forward to working with you in support of your faculty’s summer compensation.
In partnership,
Ana Sanchez