RIT
Controller

2012 Summer Salary Charged to Grants and Contracts Worksheet/EAF Instructions

The worksheets are used to calculate summer salary payments for faculty members who are working on externally funded grants and contracts during the 2012 summer quarter. There are two forms available: one to process payments for one month only (June, July, or August) and a second version to process payments for effort throughout the entire summer quarter - June 4 to August 17. The worksheets will automatically calculate the payment amount based on the faculty member's 9.5-month salary for the 2011-12 academic year, the percentage of effort, and the period of time the work will be performed.

  1. Choose the appropriate worksheet based on the period of time the work will be performed:
  2. Demographic Information - Complete the demographic information.
    • 2011-12 AY 9.5-mo. represents the 9.5-month salary for the 2011-12 academic year.
  3. One-Month Worksheet - Choose the appropriate month (June, July, or August) when the faculty member is working. (For effort that does not change throughout the summer, choose the 2012 Summer Salary Charged to Grants and Contracts Worksheet/EAF - Full Summer and skip to step 4.)
    • Faculty members working in the month of June or August are eligible to receive a maximum of 30% for each month of the full summer salary amount.
    • Faculty members working in the month of July are eligible to receive a maximum of 40% of the full summer salary amount.
    • The worksheet will calculate the correct Monthly % Effort based on the month selected.
  4. % of Effort - Complete the percentage of effort to be allocated to each sponsored project and/or departmental account.
  5. Calculated Contract Amount - This represents the payment amount to be allocated to the specific sponsored project or departmental account. This will be the amount you will enter in the Oracle RIT Employee/Adjunct Payment Entry System.
  6. Oracle Acct # - Complete the Oracle account number for the sponsored project or departmental account with allocated effort. The Online Payment System cross-validates account numbers, so it is important the information is accurate prior to entering online.
  7. Total Effort* - The total effort should equal 100% if the faculty member will be working for the entire effective period. The Total Effort calculation cannot exceed 100%.
  8. Total Contract Amount - This is the amount the faculty member will receive equally distributed among the pay periods encompassed within the effective dates. For example, a faculty member working in the month of June only will receive the amount calculated under Total Month Contract Amount over two (2) pay periods June 15 and June 30. A faculty member working the entire summer will receive the amount calculated under Total Summer Contract Amount over six pay periods (June 15, June 30, July 15, July 31, August 15 and August 31).

Here are some additional points to keep in mind as you process summer salary payments:

If you require any assistance with the summer salary process, please contact your SPA representative or Kathi Lynch, PI Mentor Training Specialist at kalspa@rit.edu, x 5-2957. For SPA Rep departmental assignments, please refer to the Sponsored Programs Accounting website: http://finweb.rit.edu/controller/sponsored/assignments.html