2017 Summer Salary Additional Compensation 11/16/2018

Agenda Key Points Process Map SOP (Standard Operating Procedure) Form (and related tabs) Examples Questions 11/16/2018

Key Points Resolve issues BEFORE advancing form or action 11/16/2018

Training Required for actions affecting ledger 5 accounts Staff Department Heads Faculty 11/16/2018

Key Points - continued For summer salary earned 05/16/17 through 08/15/17 All summer salary must be paid by 9/30/17 Requests submitted after 09/01/17 must include justification for late submission Base salary calculations are for FY17. No adjustments for increase after 7/1/17. 11/16/2018

Key Points - continued Actions can be entered for future months – enter as early as possible Work may not commence prior to submission and all approvals of action Only for 9-month faculty (not 12-month faculty) Only for employees with .75 FTE or more (<.75 FTE – contact COS HR) 11/16/2018

Key Points - continued >90% effort on ledger 5 in any single pay period requires a monitoring plan and Dean’s approval (May & August ½ month, June & July 1 month) 100% effort in any single pay period on ledger 5 project(s)- caution If no ledger 5 funds are used during the entire summer, an exception with Dean’s approval may be granted to exceed 33.33% of total base salary 11/16/2018

Key Points - continued Ensure funding is available in correct budget category PRIOR to form/action submission Ledger 5 expenditures require agency approval 2 options – (1) Included in awarded budget or (2) PMR required – submitted and approved PRIOR Warning - Departments assume financial responsibility if expenditures unallowable NSF 2/9s rule – applied to calendar year (January – December) 11/16/2018

Key Points - continued NIH Cap Effective January 8, 2017 Annual - $187,000 Monthly - $15,583 ½ Month - $7,791 Prior to January 8, 2017 Annual $185,100 Monthly - $15,425 ½ Month - $7,712 Pro-rate for % effort If award issued AND adequate funds available, may rebudget for higher cap 11/16/2018

Key Points - continued When is the Dean’s signature required? Payment after 09/30/17 Total exceeding 33.33% - no exception allowed if any portion on a ledger 5 project >90% effort on ledger 5 in a single pay period – requires monitoring plan 12-month faculty supported by ledger 5 project working at a remote location How to obtain Dean’s signature? E-mail completed and signed form, monitoring acknowledgement page (if applicable) and attestations page to College Business Office (CBO) CBO will review, obtain signature and return to department 11/16/2018

Process Map 3 swim lanes Department roles College roles University roles Resolve issues BEFORE advancing form or action 11/16/2018

SOP Overview of the SOP Refer to SOP as we complete the form 1. Purpose/Introduction 2. Definitions 3. Procedural steps – step by step 4. Forms, tools, etc. – deadlines 5. Revision table Refer to SOP as we complete the form 11/16/2018

Forms Additional Compensation Request Form Monitoring Plan Acknowledgement Attestations Roles and Responsibilities Effort Codes Deadlines 11/16/2018

NIH Example 1 – at 100% Faculty 9 month base+supplements salary = $150,000 2.7 months of 9 months at 100% effort = 30% (2.7/9) Salary requested = $45,000 (150000 * .30) NIH Annual 12 month Salary Cap = $187,000 Monthly Salary Cap = $15,583 (187000/12) ½ Month Salary Cap = $7,791 (15583/2) 2.7 months of 9 months at 100% effort = $42,075 (2.7*15583) Unallowable = $2,925 (45000 – 42075) 11/16/2018

NIH Example 2 – at 80% Faculty 9 month base+supplements salary = $150,000 2.7 months of 9 months at 80% effort = 24% (2.7/9*.80) Salary requested = $36,000 (150000 * .24) NIH Annual 12 month Salary Cap = $187, Monthly Salary Cap = $15,583 (187000/12) ½ Month Salary Cap = $7,791 (15583/2) 2.7 months of 9 months at 80% effort = $33,660 (2.7*15583*.80) Unallowable = $2,340 (36000 – 33660) 11/16/2018

Important Resolve issues BEFORE advancing form or action 11/16/2018

Questions? Remaining questions from today Questions in the future? Contact Department Business Officer Contact College Business Office (for general or process questions) Contact College Research Administration Accountant for Ledger 5 questions 11/16/2018