NEW ADDITIONAL PAY PROCEDURE FOR PERIODS BEGINNING FALL 2016:
With the email dated August 3, 2016, Academic Affairs informed Prinicpal Investigators about the implementation of a new campus-wide, PeopleSoft based, electronic system for Additional Pay.
As a consequence, all faculty payment requests for Sponsored Programs, Agency Funds, Workshops and Endowments at TUC must be processed through the new campus special pay system. This applies to all payment requests for the Fall Semester 2016 and thereafter. Paper-based ‘Faculty Payment Requests’ can no longer be processed for these time periods.
The new system consist of two steps:
1. "Pre-Authorization" of the payment prior to conducting the work.
2. "Request of Payment" after the work has been completed.
The following are the major changes for requesting payments:
- All payments need Pre-Approval.
- Pre-Approval must be obtained prior to conducting the work.
- Pre-Approval, cannot be requested, once the work has already begun or has been completed.
- TUC will not be able to process any payment requests without these Pre-Approvals, (in these cases we will need the permission of the Provost)
Therefore, I would strongly encourage you to plan your work, and submit your Pre-Approvals right after you receive your grant award.
Please plan and pre-authorize your payments as early as possible, preferably immediately at the time your grant is awarded.
The following guides are intended to acquaint and assist you with the new process:
- A brief PowerPoint presentation, providing an overview on the issue; (power point)
- A written training guide with screenshots that will guide you through both, the Pre-Authorization and the Request of Payment Process (see attachment);
- A training video for the Pre-Authorization process can be viewed at https://youtu.be/jhpJQRIYi58 ;
- A training video for the Request of Payment; https://www.youtube.com/watch?v=ruG5xhpHH_Y
PLEASE NOTE: THE PROCEDURE BELOW IS VALID FOR FACULTY PAYMENT REQUESTS UNTIL SUMMER 2016.
FOR FACULTY PAYMENT REQUESTS BEGINNING FALL 2016 A NEW "ADDITIONAL PAY" PROCEDURE (SEE ABOVE) APPLIES:
Type of Expenditure:
Salary Payments to Faculty
Faculty members at CSUN working on a Sponsored Project
The total time based effort from all CSU additional employment must not exceed 25% of the regular assignment.
Definition: Additional Work
(a) consists of employment of a substantially different nature from the employee's primary or normal employment; (b) is funded from non-general fund sources.
Faculty working on anything that is considered outside of the scope of their regular duties. In terms of part-time versus full-time faculty, the main difference in terms of additional work is how much work they can do. All employees are restricted to do an additional 25% over their full-time appointment (that calculates to about 10 additional hours per week, up to a total of 50 hours per week ).
Example Part-Time: a part-time faculty who is working 50%, could conduct up to 75% of additional work.
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.
- Monthly 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.
125% Additional Employment Limit: Additional Employment refers to any CSU employment that is in addition to the employee's primary appointment. Additional employment limitations are based on time-base, not salary. A maximum of 125% time-base is allowed under certain circumstances.
Federal Limits during Summer/Winter Breaks: Additional employment reimbursed from federal projects must not exceed 100% during the summer and winter break periods. A faculty member can receive up to 125% of additional employment during the summer and winter break periods, however only 100% can stem from federal projects. The remaining 25% must be from non-federal sources.
NSF 2/9th Rule: The National Science Foundation (NSF) allows only 2 months of additional employment per year, paid at the regular salary rate, for all of their projects.
- Other Federal Agencies: 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 https://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:
Starting Fall 2016 and forward, request will be process through an Automated Additional Pay System in PeopleSoft. This system will require a two-step process for approving additional work: The first step will be a Pre-Authorization of the additional work to ensure that faculty do not violate the 125% policy pursuant to Article 36 in the Faculty Collective Bargaining Agreement. the second step will be a Payment Authorization to submit final payment for additional work that has been completer. both of these steps will go through multiple levels of approval which have been determined and assigned by each department, in order to ensure accuracy and compliance with the Additional Employment Policy of the CSU (HR 2002-05)
For the Principal Investigator: Dean, Associate Dean, Chair, Assistant Chair, MAR
For all other faculty on the project: Principal Investigator or Authorized Signer.
Semi-Monthly (15th and last day of the month)
THE UNIVERSITY CORPORATION'S FACULTY PAYMENT / ADDITIONAL EMPLOYMENT POLICY
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 Federal Limits during Summer/Winter Breaks:
Additional employment reimbursed from federal projects must not exceed 100% during the summer and winter break periods. A faculty member can receive up to 125% of additional employment during the summer and winter break periods, however only 100% can stem from federal projects. The remaining 25% must be from non-federal sources.
1.1.4 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.
1.1.5 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 https://grants.nih.gov/grants/policy/salcap_summary.htm.
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 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.
2.4 TUC Sponsored Programs
- The Analyst will monitor according to the following criteria:
- 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 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 Projects (ORSP) before contacting the Principal Investigator and relay the limitation.