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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
FACULTY SUMMER SALARY FOR SPONSORED PROJECTS (GRANTS AND CONTRACTS)
SUMMER 2014
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Why is Summer Salary Different than the Academic Year?
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SUMMER SALARY FOR GRANTS
Many grants allow for faculty to work on their projects outside of the academic year with the opportunity to earn additional salary. These payments are subject to federal, state, and university audit protocols.
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9 month employees may earn additional summer pay. However, on grants:
For any combination of summer appointment, they may not exceed 1.0 FTE They may not exceed greater than one months additional pay in any given month. They may not exceed 133% of their institutional base pay.
100%-August 16-May 15 33%-May 16-August 15
Summer Salary requests must be for work completed during the period of 05/16/14 through 08/15/14. Note: Some sponsors/awards have more restrictive requirements or caps on rate of pay than described above. The most restrictive policy will apply. Contact OGC for additional information or questions related to grant-specific salary restrictions.
SUMMER SALARY FOR GRANTS
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11 month employees may earn additional pay. However: For any combination of summer appointment, they may not exceed 1.0 FTE. They may not exceed more than one month’s additional pay during
the summer period. They may not exceed greater than one month’s additional pay in any given month. Summer Salary requests must be for work completed during the period of 07/01/14 through 07/31/14.
12 month employees Are not eligible to earn additional pay above their normal 1.0 FTE
appointments.
SUMMER SALARY FOR GRANTS
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SUMMER PAY DATES
Summer Salary requests must be for work completed during the period of 05/16/14 through 08/15/14. Summer Salary is not a payment for previous or future effort
performed during the academic year. Possible combinations:
-1St Summer Session -Monthly -2nd Summer Session -Entire 3 months -Weekly -Bi-weekly
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SUMMER SALARY FOR GRANTS
Note:
The Academic Affairs calendar is 07/01/13-06/30/14.
Based on federal guidelines and the effort reporting periods, the Grants calendar for calculating the 133% is 05/16/14-08/15/14.
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Getting Started: How Do We Determine the Allowable Summer
Salary?
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DETERMINING THE ALLOWABLE SALARY
The Annual Salary is the amount to be paid. To check the annual Institutional Base Salary minus stipends, check the PEISALH Banner INB Screen or the ECUbic: Annual Salary with FOAP Info by Banner ID or Name
This must be mathematically proportional/correct based on the individual’s effort
(FTE) and their Institutional Base Salary. The FTE is the amount of effort that relates to the amount of the total salary requested. (This field automatically defaults as 0). **FTE may only be up to 2 decimal places or whole percents. Example: 0.45 not 0.445.
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR
The Summer Grants calculator serves as the most accurate and consistent tool in helping you determine the allowable salary.
There are three tabs: Summer FTE Check, Summer Pay 9 month, and Summer Pay 11 month.
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DETERMINING THE ALLOWABLE SALARY: 133% FORM FOR GRANTS
• The Summer FTE form serves as a check for compliance (FTE <= 1.0, 133%), a planning worksheet, and a reference sheet for keying your EPAFS.
• As part of the EPAF packet, you will need to complete the “Summer FTE Check” worksheet in the “Salary and Salary Cap Calculators” Excel Document found on the OGC Forms Page.
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Note: OGC guidelines are based on calendar year.
DETERMINING THE ALLOWABLE SALARY: 133% FORM FOR GRANTS
• In the circled area, you will see the Total FTE and Total 133% so far. Remember the FTE amounts can not exceed 1.0 once we add the grant funding.
• Repeat this process for each additional grant job. Remember to keep checking your FTE and 133% totals.
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Example 1: Salary Calculator Summer FTE Check
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SALARY CALCULATOR: SUMMER FTE CHECK
Enter the individual’s name in cell A5
Example: Doe, John
Enter the annual salary minus any stipends in cell B5.
Example: $63,649
Enter the Source, FOAP, Grant End Date, Begin and End Date, # of working months, Total Amount, and # of Pays in the respective columns (A-H).
The Special Rate will auto populate in column I.
Enter your EPAF Transaction Number in Column J when you complete the EPAF. This is especially helpful if you have to do multiple EPAFs for an individual.
Enter your assigned FTE/Project Field in the respective columns K-P.
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: SUMMER FTE CHECK
The individual will be earning a total of $17,680 for the summer, and is under his
133% by $3,536. He could earn an additional $3,536.
This information is based on grant guidelines only and may be restricted by AA.
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: SUMMER FTE CHECK
Based on our data, the only available time he could earn the
$3,536 would be between May 16th thru May 31st because he
has reached his 1.0 FTE for the other pay periods.
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Example 2: Salary Calculator Summer Pay for 9 month
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DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
Example 2:
A 9 month Assistant Professor is working 1 month at 100% on a grant from 6/1-6/30/14 and he…
Earns $63,649 annually with no stipends and
Is not teaching or completing any additional work during
this same time period.
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Begin with your Salary Calculator
When opening Salary Calculator Summer 2014, select the Summer FTE Check Tab.
Begin to fill in the information you already know.
Faculty Name
Annual Salary
Source of Funding
FOAP
Grant End Date
Begin and End Date of the Job
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
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Once you have the information entered in on the Summer FTE Check Tab, you will begin to work with the salary calculator tabs to determine the allowable salary.
Select the Summer Pay for 9 mo tab.
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
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Annual Salary: Enter the annual salary of the individual in cell B10. Example: $63,649
Minus Stipend: Stipends cannot be included in the base salary for supplemental earnings. Enter the total amount of stipends the individual earns in cell B11. Example: Individual does not earn a Stipend. Enter $0.
Reassigned Effort (% FTE): Enter the amount of effort the individual will be working on the grant in cell B16. Example: Working 100%
# of Working Months: Enter the number of months the individual will be working on the grant, where each week will be represented as .25, in cell B21. Example: Working 1 month = 1.0 (See # of Working Month Key)
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
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Note: The yearly allowable is $21,216.33
while the monthly pay allowable is $7,072.11
Note: The maximum monthly
allowable for supplemental pay
from all sources is $7,072.11
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
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To calculate the fields required for your EPAF, refer to the EPAF Percentage Check section of the calculator. For each project (FOAP) in which the individual will be working, enter the FTE
in column D, and the amount of supplemental pay in column E.
The percentage column will calculate the percentages for each FOAP for the labor distribution on the EPAF (column E).
The total FTE and amount of supplemental pay (annual salary on EPAF) will populate in the total line (row 32).
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
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To calculate the Special Rate, refer to the Expenditure Check section of the calculator. Based on the information you keyed on the EPAF Percentage Check section, your Special Rate will auto-populate and provide a total. NOTE: There will be NO retro payments and no hand drawn checks. You may need to update cell J24 to calculate the correct amount if your EPAF is late.
DETERMINING THE ALLOWABLE SALARY EXAMPLE 2
In this case, the Special Rate for
2 pays (1 month) will be
$3,536.00 to total $7,072.00
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Example 3: Salary Calculator $ AMOUNT TO % EFFORT
CONVERSION
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: $ AMOUNT TO % EFFORT CONVERSION
EXAMPLE 3
Many times the PI/Individual will only give you an amount that they wish to be paid during a specified time period. This section of the calculator will assist you in determining the amount of effort and if the amount requested is within the appropriate range.
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: $ AMOUNT TO % EFFORT CONVERSION
EXAMPLE 3
Example 3: A 9-month Assistant Professor is working 1.5 months on a
grant from 7/1-8/15/14 and wants to be paid $13,000: Earns $63,649 annually with no stipends and
Is not teaching or completing any additional work
during this same time period.
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Begin with your Salary Calculator.
When opening Salary Calculator Summer 2014, select the Summer FTE Check Tab.
Begin to fill in the information you already know.
Faculty Name
Annual Salary
Source of Funding
FOAP
Grant End Date
Begin and End Date of the Job
DETERMINING THE ALLOWABLE SALARY EXAMPLE 3
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Once you have the information entered in on the Summer FTE Check Tab, you will begin to work with the salary calculator tabs to determine the allowable salary.
Select the Summer Pay for 9 mo tab
DETERMINING THE ALLOWABLE SALARY EXAMPLE 3
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Annual Salary: Enter the annual salary of the individual in cell B10. Example: $63,649
Minus Stipend: Stipends cannot be included in the base salary for supplemental earnings. Enter the total amount of stipends the individual earns in cell B11. Example: Individual does not earn a Stipend. Enter $0.
Reassigned Effort (% FTE): Enter the amount of effort the individual will be working on the grant in cell B16. Example: Working 100%
# of Working Months: Enter the number of months the individual will be working on the grant, where each week will be represented as .25, in cell B21. Example: Working 1 and a half months = 1.5 (See # of Working Month Key) Wishes to Earn: Enter the amount of salary that the individual requested in cell B29. Example: $13,000
DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: $ AMOUNT TO % EFFORT CONVERSION
EXAMPLE 3
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In this case,
$13,000
represents 123%
of his pay, and
you are 23% over.
The Maximum that
he could earn
working 100% for 1.5
months would be
$10,608.
DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: $ AMOUNT TO % EFFORT CONVERSION
EXAMPLE 3
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The EPAF Percentage Check and
Expenditure Check is entered as follows:
DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: $ AMOUNT TO % EFFORT CONVERSION
EXAMPLE 3
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DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR: SUMMER FTE CHECK
Once you have finished all the jobs the individual will work
during the summer, you should have a completed Summer FTE
Check sheet that resembles this.
Remember that you will need to email this sheet to Rosalie
Farley ([email protected]) as part of your EPAF packet for
every individual.
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
How Should I Prepare My Summer EPAFS?
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Complete the EPAF for Add EPA Supplemental Earnings, AJ0035, using the Banner HR Instructions.
COMPLETING YOUR SUMMER EPAF
EPAF: AJ0035- Add EPA Supplemental Earnings
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Please remember: Even if you currently have a grants position number, for summer salary for grants you must only use position S06069. Do not establish a grants position for summer salary. We will not require a separate position number for summer supplemental earnings.
Only use 00, 01, 02… as your suffix for the S06069 position. Do not repeat suffixes.
You must select the appropriate Earnings Code from a drop down list. For summer grant pay, please select 228: Summer Grant Outside Contract.
COMPLETING YOUR SUMMER EPAF
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If split funding the Supplemental Earnings Request, please enter the amount of effort or FTE that relates to the amount of the salary requested for each FOAP in the respective Project Field. Please also check your percentage columns to ensure the proper amounts are charged to each respective grant. FTE may only be up to 2 decimal places or in a whole percent
Example: 0.45 not 0.445 If submitting multiple requests, number the requests (e.g. 1 of 3, 2 of 3, etc.) for each request and place the respective number in the comments section of the EPAF.
COMPLETING YOUR SUMMER EPAF
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Job Begin Date: 05/16/2014.
Job Effective Date: 05/16/2014
Personnel Date: 05/16/2014 or depending on the individual’s starting date on the grant, if later.
End the Job Effective Date: 06/30/2014 or depending on the individual’s ending date on the grant, if earlier.
End the Job Personnel Date: 06/30/2014 or depending on the individual’s ending date on the grant, if earlier.
SUMMER PAY DATES: 1ST SUMMER SESSION
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SUMMER PAY DATES: 2ND SUMMER SESSION
Job Begin Date: 07/01/2014.
Job Effective Date: 07/01/2014.
Personnel Date: 07/01/2014 or depending on the individual’s starting date on the grant, if later.
End the Job Effective Date: 08/15/2014 or depending on the individual’s ending date on the grant, if earlier.
End the Job Personnel Date: 08/15/2014 or depending on the individual’s ending date on the grant, if earlier.
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SUMMER PAY DATES: ENTIRE 13 WEEKS
Job Begin Date: 05/16/2014.
Job Effective Date: 05/16/2014.
Job Begin Personnel Date: 05/16/2014 or depending on the individual’s starting date on the grant, if later.
End the Job Effective Date: 08/15/2014 or depending on the individual’s ending date on the grant, if earlier.
End the Job Personnel Date: 08/15/2014 or depending on the individual’s ending date on the grant, if earlier.
COMPLETING YOUR SUMMER EPAF
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HELPFUL EPAF TIPS
Query Date should equal to the next available Payroll Date- either the 1st or the 16th. Personnel Date is the date of when it was supposed to happen. Effective Date cannot be before the last paid date. This date should equal the next available payroll date- either the 1st or the 16th. Personnel and Effective dates must be within the beginning and end date of the grant. Please include the Grant End Date in the comments section. Must use tab key. Clicking in the cell to key information will create an error. Contract type should be (S) for Secondary Employee Class Code should be (EU) Supplemental Pay Add to Comments EPAF number (1 of 2, 2 of 2) to avoid any short or overpays in Banner. When keying in your EPAF, the Annual Salary must be equal to the grant funded portion of their salary or the amount that you reduce the state funded position.
HELPFUL EPAF TIPS
Percent is not the FTE. This represents the percentage of the annual salary that will be charged to each FOAP. However, the percentages must be mathematically proportional to the FTE. assigned in the Project Field.
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HELPFUL EPAF TIPS
Don’t forget…. If you complete your EPAF late, the Banner system does not automatically correct back entries.
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EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS
Do I Need to Adjust the Academic Year Additional Grant Jobs?
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If the individual’s secondary (grant) position was ended, to avoid overcharges to the grant, complete the following: For an existing employee: EPA Adjustment to Annual Salary, FTE, and or Funding CG0005 And Add a Secondary EPA Permanent Job AJ0011 Note: Do not complete this step if the employee is 100% funded on a grant.
BEGINNING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB: EPAFs
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EPA Secondary Appointments Academic Year Effective Date- 08/16/2014; 1st installment on 08/31. Personnel Date- 08/16/2014 through 05/15/2015. 24 installments. Job to remain active through end of the budget period unless funding balances restrict the continuation. 12.5% rate/FTE per course buyout, per semester.
BEGINNING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB: EPAF ACADEMIC YEAR
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EPA Secondary Appointments Fall Semester Effective Date- 08/16/2014; 1st installment on 08/31. Personnel Date- 08/16/2014 through 12/31/2014. 24 installments. May complete Banner HR Redistributions beginning 8/16 to equate to 12.5% allowable.
BEGINNING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB: EPAF FALL SEMESTER
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ENDING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB
You will no longer need to end the person’s secondary/grant position
at the end of an academic year as you have typically done in the past.
You will only need to end the grant job when: The grant from which the secondary/grant positions are funded
ends or A change is necessary due to limitations on grant funding or Another management reason.
This is because of the 24 pay rule, and the fact that the individual is still getting paid for work they completed during the academic year. These funds are marked as regular earnings. Regular earnings are excluded in the Summer Effort Period.
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Regular earnings are excluded from the Summer Effort Period.
ENDING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB
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ENDING THE ACADEMIC YEAR ADDITIONAL GRANTS JOB
If you need to end the grant job for the academic year complete the following:
End an Additional Job (employee not separating) EJ0001 EPAF to end the grant assignment.
AND
EPA Adjustment to Annual Salary, FTE and/or Funding CG0005 EPAF.
Note: Do not complete this step if the employee is 100% funded on a grant.
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QUESTIONS?
For questions about Summer Salary for Grants, please email Rosalie Farley ([email protected]). If you need assistance after attempting to complete your EPAFs, please contact us with your Summer Salary Calculator.
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BANNER HR LINKS
Commonly Used HR Forms: http://www.ecu.edu/hr/HR_Forms.cfm
EPAF Instructions: http://www.ecu.edu/cs-admin/HumanResources/IPS.cfm
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