Use of Auto-Termination Checkbox for Academic Student Employees (Best Practice)


Overview


As a reminder, the pay periods for Academic Year appointees (those with pay frequencies UC_9M and UC912) do not exactly match the service periods. Regardless, employees are required to perform service through the end of the service period for the quarter in which they work even if the pay period ends before that date. This includes Academic Student Employees. For fiscal year employees (e.g., GSR), the pay and service periods match.

It is recommended that departments use the auto-term box to ensure ASE and GSR are not overpaid. Departments should be utilizing end date monitoring reports to stay on top of end dates and avoid unnecessary entries.

Please note:

If an employee will work beyond the expected job end date, a PayPath transaction to extend the date must be initiated and approved at least one day prior to the expected job end date in order to stop the job from auto-terminating. In the event an employee is inadvertently terminated, a reinstatement may be processed to reactivate the job.

Short Work Break (SWB) may also be utilized in lieu of auto-terminating if, and only if, the student will be working in that same title again with a break of no more than one quarter. Again, the department must ensure the SWB is entered in a timely manner to avoid overpaying the student.

Critical Concepts


UC San Diego’s academic year runs mid-September thru mid-June. A sample of the 2020-21 and 2021-22 dates are included in the table below. Refer to the UCSD Academic and Administrative Calendar for the actual quarter service begin and end dates in future years (the pay period dates never change). 

 

UC San Diego Academic Year Pay and Service Periods for ASE and GSR


 

Academic Year 2020-2021

Academic Year Paid Over 9 months (UC_9M pay frequency)
QuarterService Period (work)Pay Period (pay)
Fall09/28/2020 - 12/19/202010/01/2020 - 12/31/2020
Winter01/04/2021 - 03/20/202101/01/2021 - 03/31/2021
Spring03/24/2021 - 06/11/202104/01/2021 - 06/30/2021

 

Academic Year 2021-2022

Academic Year Paid Over 9 months (UC_9M pay frequency)
QuarterService Period (work)Pay Period (pay)
Fall09/20/2021 - 12/11/202110/01/2021 - 12/31/2021
Winter01/03/2022 - 03/19/202201/01/2022 - 03/31/2022
Spring03/23/2022 - 06/10/202204/01/2022 - 06/30/2022

 

Fiscal Year (UC_FY pay frequency) – use this for GSRs
QuarterService Period (work)Pay Period (pay)
Summer07/01 - 9/3007/01 - 9/30
Fall10/01 - 12/3110/01 - 12/31
Winter01/01 - 03/3101/01 - 03/31
Spring04/1 - 06/3004/1 - 06/30

 

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