UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).


C5.1 Eligibility

All personnel completing the requisite number of years of service in the indicated steps are eligible for normal merit increase to the indicated steps effective July 1. The following schedule applies to the Regular Professorial, In-Residence, Adjunct, Clinical X, Clinical (Comp), and Professional Research Series:

Current Status Years at Step Normal Merit
Assistant Professor I-III 2 Next higher step
Associate Professor I-II 2 Next higher step
Professor I-IV 3 Next higher step

Eligibility does not imply automatic advancement. Departments are required to review the record of each individual when the individual becomes eligible for a normal merit increase to determine whether or not advancement should be recommended. Advancement follows only upon demonstration of qualification following review. Accelerated advancement in step can also occur prior to eligibility.

For merit increases to Professor VI, VII, VIII, and Above Scale, there is no specified normal period. Service at Steps V and above may be of indefinite duration. Advancement to Step VI, VII, and VIII will normally occur after three years at step. Advancement to an Above-Scale salary will not occur after less than four years of service at Step VIII, except in rare and compelling cases.

Normal merit increases for the Lecturer/Senior Lecturer (SOE and PSOE) series are:

Salary level less than rate for Professor I 2 years at current salary level
Salary level greater than rate for Professor I 3 years at current salary level

It is not unusual for an appraisal action for the Assistant Professor Rank and Lecturer/Senior Lecturer (PSOE) to occur simultaneously with a merit increase action.

Lecturers (NSI) do not have steps and are compensated on a negotiated basis at any rate set forth in the applicable published Academic Standard Table of Pay Rates. Review Article 23 of the Memorandum of Understanding for the specific policy. Departments should periodically review the record of each appointee to determine whether or not a re-negotiated increase in salary should be recommended. Such increases are based on academic attainment, experience and performance and are not automatic.

C5.2 Dossier Preparation

When proposing a Merit Increase, a dossier must be compiled for review by various agencies prior to a final decision being made. Reviewing agencies are basically determined by the title, step proposed, and number of years accelerated if applicable.

Preparation begins with the selection of the appropriate Data Summary packet. There are several different Data Summary packets used for merit increases:

Merit Increase
Merit Increase to Step VI and Above Scale
Assistant Professor
Professional Research

The first page of each of these packets is referred to as the "cover sheet." The cover sheet contains information that will be entered on-line. It indicates the proposed and approved rank, step, annual salary, paid over basis, and effective date of the merit increase.

Review the "Summary of Procedures" section of "The CALL" for the required contents of the dossier and related procedures. Procedures differ depending on the step being proposed. Dossier content is different when a merit is being proposed to Step VI and Above Scale as opposed to that of a merit to other steps of the Professor or Associate Professor Rank.

When review for a Merit Increase coincides with a required Appraisal and review for Renewal of appointment, a single combined dossier should be submitted. If the Merit Increase is combined with a Renewal action, refer to the "Renewal of Appointment" section and use that process.

C5.3 Reviewing Agencies

The dossier may be reviewed by one or more agencies prior to final approval. A Merit Action may be voted on by the full faculty or it can be delegated to a committee for review and vote. This is in accordance with Senate By Law 55.

Further review by the Council on Academic Personnel (CAP), may be necessary for final approval. For advancement to Professor VI, VII, VIII, and Above Scale, CAP review is required. All other normal advancements do not require CAP review.

CAP review is waived if acceleration or deceleration is no more than one year per step. All other cases require CAP review.

The above process also applies to the Lecturer (PSOE and SOE) series and the Professional Researcher series.

C5.4 Approval Authority

All Deans have the approval authority to grant Merit Increases for the Professional Research Series, with the exception of merits to Above Scale. This remains the approval authority of the Academic Vice Chancellor.

Additional approval authority for all other series, including Lecturer (PSOE and SOE) is determined if the Dean of the School also serves as Chair. When the Dean and the Chair is the same individual, the Academic Vice Chancellor is the approval authority on all merit actions. These Schools are:

  • Law 
  • Dentistry
  • Nursing

Schools where the Dean does not act as the Chair have been delegated approval authority for certain actions. Schools having this expanded approval authority are:

  • Education and Information Studies
  • College of Letters and Science
  • Arts and Architecture
  • Theater/Film/Television
  • Public Policy & Social Research
  • Engineering
  • Anderson Graduate School of Management
  • School of Medicine
  • Public Health

With regard to merit approval, these Schools have the authority for:

  1. Normal advancement to Professor V and below, and to VII and VIII
  2. Decelerated advancement to Professor V and below, and to VII and VIII
  3. One year accelerated advancement to Professor V and below, and to VII and VIII

Merits including a request for an Off-Scale Salary are the approval authority of the Academic Vice Chancellor, with the exception of actions in Letters and Science and the School of Medicine. The Deans in these areas have approval authority for off-scale salaries up to the next step. The Academic Vice Chancellor has the authority to approve off-scale salary rates up to 10% above the top of the salary scale. The Academic Vice Chancellor also has the authority to approve merits to Above Scale up to a salary rate of 25% above the established salary for Step 8.

C5.5 Entering Academic Merit Information - (AMRT)

EAPP - Appointment and Distribution
Field Data Information
Current EXISTING Appointment and Distribution(s)
Appointment Number The appointment number uniquely identifies an appointment and its associated data. Locate the current active appointment. Nothing should be changed at the appointment level.
Actions Do not enter data, a merit increase is a distribution level action.
Basis Do not change.
Paid Over Do not change.
Appt Begin Do not change.
Appt End Date Do not change. If this merit includes a renewal or reappointment refer to processing instructions for those actions.
Dur Do not change.
Dept This field is system derived from the account number entered in the acct/fund fields.
Title Do not change.
Grade Do not enter data; for staff use only.
Percent Full Time This should not change. If an increase in percentage of time is also occurring re-evaluate benefits eligibility and update appropriate screens.
Fixed/Variable This should only change if the sub budget is changing at the same time of this merit action. If funding/salary is from Sub 0 funds, only an "F" should be used. For salary using Sub 2, 5, or 7, "F" or "V" is acceptable.
Ann/Hr Rate Do not change; this is a system derived field.
Rate Do not change.
Schedule Do not change.
Time This should only change if the sub budget is changing at the same time of this merit action. Refer to General Information Section B1.0.
Leave Accrual Code Do not change.
Distribution Number This number uniquely identifies a payroll distribution associated with an appointment. Do not change this number. The existing data is correct.
Pay End Replace the existing date with the new ending date.
To create a new distribution, move the cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from distribution xx to distribution yy]. This command will result in the system automatically duplicating a new distribution line.
Actions This area is reserved for Action Codes that identify the activity or change of information that is occurring at the Distribution level. Enter "04" to indicate that a Merit Increase is occurring. If a funding change is being processed simultaneously, indicate this action code also.
Location, Account, Cost Center, Fund, Project, Sub If a fund change is being processed with the merit, tab to the field and enter the new information.
FTE Do not enter any data in this field. It is no longer used at UCLA.
Distribution % If a change in percentage is being processed with the merit, enter the new information. A full time (100%) appointment is entered as 1.0000. Enter a 50% appointment as .5000.
Pay Begin Replace this begin date with the effective date of the merit. For example July 1, 20YY is entered as 0701YY.
Pay End Replace this date with the new ending date. For example, June 30, 20YY is entered as 0630YY.
Step Replace with the new approved step. If this action is to a merit above scale, delete the step by placing an * in this field.
O/A Indicator An "O" identifies that the salary rate is Off-scale, this means the salary is higher than the established salary scale for that step. Change may be occurring at this time if an off-scale merit was granted. Delete the "O" if the action returns the individual to an on scale salary. If this action is a merit to above scale, enter the "A" code to indicate the individual is above step 9.
Rate/Amount Replace this with the new rate. This is the full Monthly rate for the designated Rank and Step.
DOS This is the Description of Service Code; generally this should not change. Refer to DOS Code Table for more information.
If more distributions are needed for multiple funding, cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy] and enter the new information where needed.
Press Enter and then "F11" to advance to the next screen.

EPER - Miscellaneous Personnel Information
Field Data Information
Next Salary
Review Date
Enter the date of the next normal review.
See Chart C11.3 for Review Codes and Dates.
Next Salary
Review Type
Enter the code that represents the type of next normal review.
See Chart C11.3 for Review Codes and Dates.
Press Enter and then "F9" to complete the action and update the record.

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