Summer Research Supplemental Pay Procedure - Nine Month Employee
REG 10.10.6
Research Administration
Authority:
Vice Chancellor for Research and Graduate Studies
History:
First Issued: May 1, 2001.
Additional References:
Public Law 95-507, Subpart 19 of the Federal Acquisition Regulation.
Contact Info:
Associate Vice Chancellor for Research (919-515-2117), Office of Sponsored Programs and Regulatory Compliance (919) 515-7200, Director, Office of Contracts and Grants (919) 515-2153.
1. APPLICABILITY
This procedure is applicable to supplemental payments made to 9-month employees
for work performed on sponsored projects during the summer. This includes
work paid for directly by the sponsor and work paid for by other funding sources
and used as cost sharing on the sponsored project.
2. PAYMENT REQUEST
A request for supplemental salary should be made in writing. Payment must
be based on the percent effort worked during the summer reporting periods
as described in the Payment Calculation Section below. The payment request
should be signed and dated by the employee and department head or department
head designee.
This policy is not intended to alter or replace information in the faculty
handbook concerning overload compensation and summer earnings for nine-month
appointees. Please see chapter 7 of the faculty handbook for further information
on these two subjects.
3. PAYMENT CALCULATION
Per Federal Circular A-21 the base salary period used in computing charges
for work performed during the summer months will be the number of months covered
by the faculty member's official academic year appointment. Therefore, the
research supplemental pay for full time 9-month employees working in the summer
shall be allowed at a rate not in excess of the base salary divided by 9.
Reporting period pro-ration will be based on the % of effort expended. The
reporting periods are defined below.
For example, Dr. Smith's regular 9-month academic salary is $90,000. He
worked 40% on project 500000 during the summer reporting period May 16th
-31st.
The monthly rate would be calculated as follows:
$90,000/9 = $10,000.
The payment would be calculated as follows:
The reporting period May 16th - 31st represents 50% of a month.
$10,000 x .50 = $5,000
Effort expended during the reporting period was 40%
$5,000 x .40 = $2,000
The reporting periods and percents that should be used in pro-ration calculations
are as follows:
May 16th - May 31st - 50%
June 1st - June 30 - 100%
July 1st - July 31st - 100%
August 1 - August 15 - 50%
4. DOCUMENTATION
The supplemental pay request form must be signed by the employee and the
department head (or department head designee) and dated. This documentation
should be retained in the department or college and be available for examination
in an audit. The documentation should be kept according to the retention schedule
of the sponsored award that paid the salary. The college/department has discretion
in the form used but at a minimum must contain the following information:
- Employee Name
- Appointment Type (Number of Months)
- Sponsor Name
- Account Number
- Reporting Period Begin and End Date
- % Effort Expended During the Reporting Period
- Employee Signature (original/no stamp or designee) and Date
- Department Head or Designee Signature and Date
An administrative section on the form should contain the calculated dollar
amount to be paid.
