Processing Summer Salary Payments Charged to Grants and Contracts
It's time to process summer salary payments for faculty who are working on grants and contracts during the summer quarter. The information in this memo is intended to assist you in calculating and processing payments that will be charged to sponsored projects.
Percentage of Effort - The actual amount paid is based on the percentage of effort expended by the faculty member during the summer quarter (June 8 through August 21). A faculty member who expends 100% effort may earn 26.3% of his/her 9.5-month salary for the 2008-09 academic year. When a faculty member works less than 100% during the summer quarter, the amount he/she is entitled to earn will be adjusted proportionately.
100% Effort - The payment of summer salary obligates the faculty member to provide the proposed percentage of effort working on the sponsored project for the full period for which compensation is paid. For example, a faculty member who requests summer salary for 100% effort on sponsored project activities for all 2.5 months of the summer must forego vacation entirely during the 2.5 month summer period.
National Science Foundation 2/9ths Rule - NSF limits salary compensation to no more than two months of regular salary in one year. When a principal investigator expends 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.
Summer Salary Payments - Summer salary is paid during each pay period over the time span that the employee actually works. Payments for faculty who work on summer contracts cannot be paid in a lump sum, nor can they be made in advance of the work actually being performed. For faculty who expend 100% effort over the summer quarter, the total summer salary will be paid over six (6) pay periods beginning June 15th and ending August 31st.
New This Summer
Online Payment Processing - This year summer salary payments will be processed online using the RIT Employee/Adjunct Payment Entry in Oracle. You will receive instructions from Human Resources for inputting summer salary payments online. To assist you with the calculations of summer salary payments the SPA team created the SPA 2009 Summer Salary Charged to Grants and Contracts Worksheet/EAF available in the Sponsored Programs Accounting website: http://finweb.rit.edu/controller/sponsored/summersalaries.html
Processing Summer Salary Payments
Here are some additional points for you to keep in mind as you prepare summer salary payments:
- Choose the appropriate SPA 2009 Summer Salary Charged to Grants and Contracts Worksheet/EAF based on the period for the effort. There are two worksheets available: one to process payments for one month only (June, July, or August) and a second version to cover effort throughout the summer quarter - June 8 to August 21. The worksheets will automatically calculate the payment amount based on the faculty member's salary, the percentage of effort, and the period of time the work will be performed.
- Summer salary is charged to object code 70550: Faculty Summer Salaries and assessed the part-time benefits rate.
- The Principal Investigator (PI) must approve all salary charges to his/her grant or contract. Please add the appropriate PI name as an approver in the Online Payment System for each grant/contract to be charged.
- Wages paid for summer contracts are included in the employee's regular pay check.
- Individuals on 12-month contracts are not eligible to be paid additional earnings through a summer contract.
- If you and your SPA rep determine that a paper SPA 2009 Summer Salary Charged to Grants and Contracts Worksheet/EAF is needed (e.g. to process late payments), please collect principal investigator (s) signatures on the worksheet, indicate preparer's name and extension, and forward to SPA for approval. SPA will forward to HR for processing.
Please process Summer Salary payments (for projects 30000-36999) by May 15, 2009. This will ensure that summer salary payments are included in the faculty member's June 15th pay (for those employees who are working during June).
Since faculty members who work on sponsored projects commit to a range of effort over the summer quarter, examples to assist you in calculating the summer salary amounts, the general ledger accounts, and the payment period are available at the Sponsored Programs Accounting website: http://finweb.rit.edu/controller/sponsored/summersalaryexamplesmemo.html.
In addition, SPA will offer a hands-on Summer Salary Payment training session Thursday, April 30th, 3:00 p.m. to 4:30 p.m. in Building 76, Room 1125 - Carlson Auditorium. Julie Hawk from the Human Resources Department will be providing a demo of the RIT Employee/Adjunct Payment Entry system.
If you have any questions about this information or about how to calculate and/or process Summer Salary payments, please contact your SPA representative. Refer to the SPA web page for contact information: http://finweb.rit.edu/controller/sponsored/assignments.html
