RIT
Controller

2009 Summer Salary Charged to Grants and Contracts Worksheet/EAF and Instructions

The worksheets are used to calculate summer salary payments for faculty members who are working on externally funded grants and contracts during the 2009 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 8 to August 21. The worksheets will automatically calculate the payment amount based on the faculty member's 9.5-month salary for the 2008-09 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.
    • Salary amount represents the 9.5-month salary for the 2008-09 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 2009 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. 100% Allocation to NSF sponsored projects - Complete when a faculty member will expend 100% summer effort on an NSF-funded award (s). The maximum amount of summer salary he/she is eligible to receive is limited to 21.05% of his/her 9.5-month salary for the 2008-09 academic year.
  5. % of Effort - Complete the percentage of effort to be allocated to each sponsored project and/or departmental account.
  6. PI Name/Signature - Fill-in the PI name for each sponsored project. The PI's will need to be manually added as approvers on the RIT Employee/Adjunct Payment Entry in Oracle. IF YOU ARE PROCESSING PAYMENTS ONLINE, THE PI's SIGNATURE IS NOT REQUIRED ON THE WORKSHEET. The Online Payment System will route the summer salary request for approval based on the approvers you entered. The approval request will be routed to SPA automatically at the end.
  7. 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.
  8. Total Effort - The total effort at the bottom of the worksheet should equal 100% if the faculty member will be working for the entire effective period.
  9. Calculated Amount - This represents the payment amount to be allocated to that specific sponsored project or departmental account. This will be the amount you will enter in the Online Payment System.
  10. 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 Yancey Moore, PI Mentor Training Specialist at ylmcto@rit.edu, x 5-5354. For SPA Rep departmental assignments, please refer to the Sponsored Programs Accounting website: http://finweb.rit.edu/controller/sponsored/assignments.html