Faculty Summer Comp

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Faculty Summer Compensation

When planning for Faculty Summer Compensation please review the policy and procedures.

Four points not mentioned in the procedure but of interest are as follows:

First, the general rule has always been that a faculty member can only charge a grant or contract based on his or her actual salary at the time the work is performed. Retroactive adjustments due to subsequent contract negotiations are only allowed if the award is still active and then only to the extent that funds are available.

Second, if there is a possibility that a PI will be working on a grant or contract during the summer but will be unable to submit the required paperwork before starting the work, the PI should send a memo of intent to work on the award to the accountant of the award. In the memo the PI should provide work information, i.e. period of work, percentage of salary to be charged to the award and dollar amount.

Third, if a PI has tenure or a part or full tenured track position, the authorized signer is the Dean to whom the faculty member reports. If the position is wholly grant funded and works solely within a Center, Bureau or Institute and is not considered a tenured tracked position, then the authorized signer should be the Director of the Center, Bureau or Institute. This reflects the changes in Joseph Seneca's memo of January 24, 1997 on the New Brunswick Reorganization. However, no individual can self approve or have a subordinate be the authorized signer.

Fourth, Time Report Forms should not be submitted until the work is completed, even at the end of the fiscal year. The reason for this is that the TRFs are also the effort certification report for the work. Effort can only be certified after the work is done. The best approach for prompt payment is to submit the paperwork early and request preprinted TRFs for every two weeks. This will minimize payroll disruptions. Forms which are submitted in advance will be returned to the unit initiating them.

Reminder: On a project which has not yet been funded, a Project Director is responsible for submitting an Institutional Prior Approval form (IPAS) to request pre-award costs prior to beginning work. Through this mechanism Project Directors declare that they are starting work on a project with the expectation that summer salary will be paid when the award is received. This also applies to multi-year awards which renew during the summer. An IPAS form must be submitted and approved by DGCA, before the work is started, not before the PAF is received for approval.

For a printout of the form to be used for IPAS requests.

AGENCY REQUIREMENTS:

Public Health Service Maximum Salary Rate.

National Science Foundation: For academic year appointees, summer salary which exceeds 2/9 of academic year salary is not allowable. Similarly, summer salary of 1/11 for a calendar year appointees in lieu of vacation is not allowed.