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Academic Year Appointment Dates/Conversion Factors

• Salary Conversion Factors
• Duty Period vs. Pay Dates
• Appointment
• Load and Salary
• Change of Status
• Leave of Absence
• Termination

SALARY CONVERSION FACTORS

• To convert an Annual Year (AN) salary to an Academic Year (AY) salary: Multiply the AN salary by 9/11.
• To convert an AY salary to an AN salary: Multiply the AY salary by 11/9.
• Academic Year Conversion Guidelines Through 2004-05

DUTY PERIOD vs. PAY DATES

Semester Fall Spring

_Duty_Period__ Aug 16 - Dec 31 Jan 1 - May 15

_Pay_Period___ Aug 16 - Feb 15 Feb 16 - Aug 15

APPOINTMENT

All AY appointments begin on August 16 or January 1. (August 16 is the usual starting date.)
Temporary AY appointments end on August 15 and must be at least a year in length.

A faculty/academic staff member appointed on an AY basis effective January 1 will receive salary for 7.5 months (January 1 through August 15) rather than the normal 6 months (February 16 through August 15) for spring semester. Thus, the following options apply to academic year appointments that begin on January 1:

• The salary rate is temporarily lowered for the period January 1 through August 15 in order that the faculty/academic staff member receives the appropriate AY salary amount for six months, which is paid over the 7.5 month period. (This is the preferred option, i.e., reduced salary rate = salary rate * 0.8). If a Load and Salary form is processed for a summer assignment under this option, the June 30 salary should be the normal academic year salary rate, i.e., not the adjusted rate. For example, if salary rate = 42,000, reduced salary rate = 42,000 * 0.8 or 33, 600.
• The normal academic year salary rate may be used if the appointment is not funded by a grant or contract; the unit is responsible for salary costs.

LOAD AND SALARY

AY summer semester dates are established annually. Reference the Summer Semester Appointment Procedures memorandum sent annually to Deans, Directors and Chairpersons from the Office of Planning and Budgets..

CHANGE OF STATUS

1. Changes from AY to AN, or from AN to AY begin August 16. In the case of an administrative assignment an exception to the begin date may be made by the Provost based on the impact on the University and the applicable faculty/academic staff member.
2. Changes in salary distribution, percent employment, etc. of AY faculty/academic staff should be made in semester increments. The dates for such changes are the semester pay period dates (shown above).
3. When pay period dates conflict with dates of grants, use the dates of the pay period which covers the duty days which fall within the grant dates. For example, an AY faculty member may charge his/her annual salary distribution to a grant through August 15 even though the grant ends on June 30.

LEAVE OF ABSENCE - Pay Dates of Leave

1. Leave with full pay for AY: The pay dates are the semester pay period dates for all leaves granted on a semester basis. Pay dates for medical and other leaves which are not in semester increments should be the actual dates the faculty/academic staff member is on leave.

Semester Fall Spring

_Duty_Period__ Aug 16 - Dec 31 Jan 1 - May 15

_Pay_Period___ Aug 16 - Feb 15 Feb 16 - Aug 15

2. Sabbatical leave with half pay for AY:

	Leave_Begin Fall :		____Pay_Dates_of_Leave________________________ Aug 16 - Aug 15
	Spring : . .	or or	Feb 16 - Feb 15 Feb 16 - Dec 31 plus May 16 - Jun 30 of following year Jan 1 - Dec 31

3. Leave with no pay for AY:

	____Leave_Period_____ Fall Semester:		______________Pay_Dates_of_Leave______________ Aug 16 - Dec 31 plus May 16 - Jun 30 of following year
	Spring Semester: .	or	Feb 16 - Aug 15 Jan 1 - Jun 30
	Full Year beginning Fall:		Aug 16 - Aug 15
	Full Year beginning Spring: . .	or or	Feb 16 - Feb 15 Feb 16 - Dec 31 plus May 16 - Jun 30 of following year Jan 1 - Dec 31

TERMINATION

 For AY employees use the following dates:

Terminating after: Fall semester Spring semester

Last Day on Payroll: February 15 August 15

Last Day Worked: Last day of term up to Dec 31 Last day of term up to May 15

Number of weeks of the semester which were worked (round up)

Divided by number of weeks classes meet in the semester (round down, start with day classes begin and end with last day of finals)

Multiply by 6 months and round up.

This gives you the number of months to be paid for the semester. Add them to the beginning pay date for the semester (August 16 for Fall semester, or February 16 for Spring semester) to get the last day on payroll.