Type of Expenditure:
Salary Payments to Faculty
Faculty members at CSUN working on a Sponsored Project
The total time based effort must not exceed 125% of the regular assignment.
Charges for Salaries:
- Rate for the additional employment must be the same as CSU base rate of pay for primary assignment.
- Institutional Base Salary: As of July 1, 2013 the basis of the salary used for the calculation of salary charges to Federal projects consists of a faculty members regular compensation for his appointment as faculty member. It does not include any additional compensation for additional appointments (e.g. Director of a Center) or Special Consultants pay.
- Winter/Summer Salary:Regular faculty is employed at CSUN on a 9 months basis; consequently their annual salary for their primary assignment will be divided by nine to determine the monthly salary rate for the summer period.
- NSF projects must not exceed 2 months pay for the summer/winter semester break period. Projects with all other Federal agencies must not exceed 3 months pay for the summer/winter semester break period.
- NIH Projects: Limitations on an individual’s rate of pay directly chargeable to grants, and contracts issued by NIH can be found at http://grants.nih.gov/grants/policy/salcap_summary.htm.
Non-Federal Project: A different salary is permitted, if appropriate for work performed and if allowed by funding source.
Responsible to Initiate:
For payments up to six month
Faculty Payment Request (xls) (including Statement of Class, Rank and Step Statement of Academic Year Rate)
Faculty New to Sponsored Programs and Faculty not Active for the last 12 Month
- Faculty Sign-In Data Sheet (doc)
- W4-Form (pdf)
- Faculty Payment Request (xls) (including Statement of Class, Rank and Step Statement of Academic Year Rate)
For the Principal Investigator: Dean, Associate Dean, Chair, Assistant Chair, MAR
For all other faculty on the project: Principal Investigator
Time of Submission:
Anytime during the project and up to 60 days after the end of the project.
The University Corporation - Payroll Department
10 a.m. on the 1st business day after the end of the respective pay period
Semi-Monthly (15th and last day of the month)
1. Additional Employment
The "California State University Additional Employment Policy" establishes limits on the total amount of employment an individual may have within the CSU system, including faculty. Additional Employment refers to any CSU employment that is in addition to the employee's primary appointment.
Additional employment limitations are time-based, not salary-based. A maximum of 125% time-base is allowed under certain circumstances.
1.1 Federal Projects
In the case of a federal grant or contract, the rate of pay for the additional employment must be the same as the CSU base rate of pay for the primary assignment.
1.1.1 Institutional Base Salary
As per OMB Circular A-21 Section J.10.d (1) charges performed on sponsored agreements by faculty members during the academic year will be based on the individual faculty member’s regular compensation for the continuous period, which constitutes the basis of his/her salary.
The base salary period used in computing charges for work performed during the summer months will be the number of months covered by the faculty member’s official academic year appointment (9 months/12months).
Rate for the additional employment must be the same as CSU base rate of pay for primary assignment. As of July 1, 2013 the basis of the salary used for the calculation of salary charges to Federal projects consists of a faculty member’s regular compensation for his appointment as faculty member. It will not include any additional compensation for additional appointments (e.g. Director of a Center or Special Consultants pay).
1.1.2 Summer Salary
As per OMB Circular A-21 Section J.10.d (2)(a)“work performed by faculty members on sponsored agreements during the summer months or other period not included in the base salary period will be determined for each faculty member at a rate not in excess of the base salary divided by the period to which the base salary relates.
1.1.3 Additional NSF Requirements
NSF’s ‘2/9th Rule’ limits salary compensation to no more than two months of their regular salary in any one year unless approved budget in a particular year is greater than two months. It is no longer limited to just summer months.
Compensation in excess of two months must be disclosed in proposed budget, and must be approved by NSF. Any budget revisions to increase compensation above the two month limit require NSF prior approval.
1.1.4 Additional NIH Requirements
There are limitations on an individual’s rate of pay directly chargeable to grants, and contracts issued by NIH. The current salary cap limits can be found at http://grants.nih.gov/grants/policy/salcap_summary.htm.
NIH Federal Fiscal Year
Date of Salary Earnings
Maximum Monthly Rate
Maximum Annual Salary Rate
10/1/12 – 9/30/13
12/31/11 – 9/30/12
10/1/11 – 12/22/11
10/1/10 – 9/30/11
1/1/10 – 12/31/10
10/1/09 – 12/31/09
1/1/09 – 12/31/09
10/1/08 – 12/31/08
1.2 Non-Federal Projects
Faculty payments in project from a non-federal granting agency containing federal funds (pass-through) are treated identical to payments in federal projects.
Faculty payment on a sponsored program from a non-federal agency that does not contain any federal pass through funds will depend on the agency’s grant regulations, specification on the agreement/contract, or the budgeted amount approved.
1.3 Faculty Early Retirement Program (FERP)
Faculty members currently employed under the Faculty Early Retirement Program (FERP) can receive only very limited direct compensation payments from a sponsored program. (However, they are still able to receive Faculty Release Time, as part of a sponsored program.) Please contact the Academic Affairs Office for more details.
2.1 Office of Research and Sponsored Projects (ORSP)
Once a project is awarded, the principal investigator is required by the Office of Research and Sponsored Projects fill out the Grants and Contracts Workload Disclosure Form. This form is forwarded to Faculty Affairs to assist them in monitoring total CSU employment.
2.2 Faculty Affairs
Faculty Affairs ensures that work performed in sponsored agreements does not conflict with a current faculty member’s regular compensation or exceed the 125% workload limitation enforced by the Unit-3 Faculty Collective Bargaining Agreement and CSU Additional Employment Policy.
2.3 Faculty Member
The CSUN faculty member working on a sponsored program requests additional salary payments for overtime and/or payments for the summer and or winter breaks.
2.3.1 Required Forms
Faculty can request additional salary from a sponsored program through the submission of a ‘Faculty Payment Request’ form.
Faculty new to Sponsored Programs or faculty not paid through a sponsored project in the last 12 months will need to submit
- a ‘Faculty Sign-In Sheet’ and
- a ‘W-4’
- along with the ‘Faculty Payment Request’.
2.3.2 Period of Effort
The period of effort is the time that the work is performed. It is important to consider the CSU additional employment policy, which limits the total amount of employment to a maximum of 125% time-base, during the academic year.
2.3.3 Time of Document Submission/Effort Reporting
The 'Faculty Payment Request' may be submitted prior to the effort being expended or after the effort has been expended. There must be an effort report completed at the end of each academic period. Sponsored Programs will supply the effort report at the appropriate time.
2.4 TUC Sponsored Programs
A continuous monitoring process will ensure compliance with the grantors’ regulations:
- As of February 28, 2013 the Sponsored Programs Administrative Compliance Analyst will receive all ‘Faculty Payment Requests’ from the Payroll Dept. before the approval through the liaison.
- Faculty name, date, pay period, project number, and amount requested on the payment request will be entered on a monitoring spreadsheet. The spreadsheet will organized by faculty, showing individual payments from all projects received throughout the fiscal year.
- The Analyst will monitor according to the following criteria:
- Calculation of the allocable salary is based on the faculty member’s regular compensation.
- Additional Employment (Overtime, Summer Salary) does not exceed 25% of the base salary.
- Summer Salary at NSF projects do not exceed the 2/9 role.
- Salaries at NIH projects do not exceed the caps.
- If the payment request meets the criteria, it is forwarded to the liaison for budget approval.
- If the payment request does not meet the criteria, the Sponsored Programs Administrative Compliance Analyst will inform the respective Liaison.
- The Liaison will contact the Director of Office of Research and Sponsored Project (ORSP) before contacting the principal investigator and relay the limitation.
The liaison will review the Faculty Payment Request and approve based on the following criteria:
- Date. The date of the request must be within the project period. Also, the liaison will examine section 2 ‘Pay Period/Period of Effort’ of the form. This must be filled out correctly for an accurate Effort Reporting.
- Budget Balance Available. The project must have sufficient funds and an account established to pay the faculty. If not, the principal investigator will be notified and a budget revision form will be requested from him/her.
- Signature. The principal investigator is required to approve the faculty payment request. If the request is for the PI, a signature from the Dean, Chair, or MAR is required.
2.5 CSUN Human Resources
TUC-Accounting will send a report listing all faculty payments to CSUN Human Resources once a year.