University of California
Family Friendly Policies for
Faculty and Other Academic Appointees

SERVICE PERIODS VS. PAY PERIODS

Academic appointees who have academic-year appointments are required to serve for 9 months from the beginning of the fall term through the end of the spring term. They are normally paid over 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 or about
Quarter System
Fall Quarter	August 1, September 1, October 1, and November 1
Winter Quarter	December 1, January 1, February 1, and March 1
Spring Quarter	April 1, May 1, June 1, and July 1
Semester System
Fall Semester	August 1, September 1, October 1, November 1, December 1, and January 1
Spring Semester	February 1, March 1, April 1, May 1, June 1, and July 1

The discrepancy 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 (mid-semester) 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 (semester) are paid an amount that is prorated through the portion (the number of days) of the quarter (semester) that they have worked. Employees should contact the Benefits Office as early as possible to determine what effect the leave or resignation will have on their health and welfare and retirement benefits.