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Pay Period vs. Service Period

 
Academic Year Pay Periods (Three Quarters)

Academic appointees who have academic-year appointments (9/12 month) are required to serve for nine (9) months from the beginning of the fall quarter through the end of the spring quarter. They are normally paid over twelve (12) months; their pay for nine (9) months of service is distributed over twelve (12) months.   Consequently, the months in which they receive payment do not correspond to their service periods. The pay periods for academic-year appointees paid on a 12-month basis are as follows:

Service Period
Paychecks Received On

Fall Quarter

Aug. 1st, Sept. 1st, Oct. 1st, and Nov. 1st

Winter Quarter

Dec. 1st, Jan. 1st, Feb. 1st, and March 1st

Spring Quarter

Apr. 1st, May 1st, June 1st, and July 1st

The difference between the service period and the pay period can lead to problems when an academic appointee paid on an academic year basis (9/12) resigns in mid-quarter or at the end of the quarter, or goes on a leave without pay for part of the academic year. Pay must correspond to the portion of the quarter or the portion of the year that is actually worked.

For example, a faculty member who resigns effective the end of the fall quarter would be entitled to paychecks on August 1, September 1, October 1, and November 1, but not on December 1 or thereafter. In the event that the December 1 or later check is received or benefits are used during a non-covered period, funds must be reimbursed. Faculty members leaving during the course of a quarter are paid an amount that is prorated through the portion (the number of days or “daily rate”) of the quarter that they have worked.

For more information, please refer to the memo from the Vice Provost for Academic Personnel: https://academicpersonnel.ucr.edu/sites/g/files/rcwecm1261/files/2020-02/Service%20Period%20vs%20Pay%20Period-%2002.6.20.pdf.

For policy information, please refer to APM 600: https://www.ucop.edu/academic-personnel-programs/_files/apm/apm-600.pdf.