FYI on Supplemental Pay Issue:

Some of the Oklahoma colleges and universities' policies do not address
supplemental pay for admin or staff. I am told that in one university
administrators may not work outside of the university...period. This
coincides with a trend where - because faculty are stretched too thinly
- administrators "stand in" for faculty expertise when applying for
grant funding. For example, it might be the case that it might be the
case where a junior administrator ($30K-$50K) or staff member has a
strong background in physics and no-one from the physics department has
the time (or inclination) to compete or contribute to a grant
completion. Should the grant be funded, the "stand-in" heavily
contributes to the project success but the budgeted costs for that
contribution goes into the general fund.

I wonder if this has happened on any  other campuses?

Linda Mason, Ed.D.
Coordinator for Grants and
External Funding Assistance
Oklahoma State Regents for Higher Education
655 Research Parkway, Suite 200
Oklahoma City, OK 73104
405-225-9486
800-858-1840
405-225-9230 Fax
xxxxxx@osrhe.edu
web: www.okhighered.org/grant-opps/
IP: 164.58.250.178 (on 24hr/7days/wk)

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Jason K McCrory
Sent: Thursday, January 04, 2007 7:47 AM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Supplemental Pay for Faculty

I find no portion of A-21 that disallows supplemental pay.  Under
section J, part 8, I find the following statements.

"Incidental work (that in excess of normal for the individual), for
which supplemental compensation is paid by an institution under
institutional policy, need not be included in the payroll distribution
systems described below, provided such work and compensation are
separately identified and documented in the financial management system
of the institution."

"However, in unusual cases where consultation is across departmental
lines or involves a separate or remote operation, and the work performed
by the consultant is in addition to his regular departmental load, any
charges for such work representing extra compensation above the base
salary are allowable provided that such consulting arrangements are
specifically provided for in the agreement or approved in writing by the
sponsoring agency."

What I do find are institutions that feel it necessary to roll
supplemental pay into the salary component, which then becomes part of
the effort reporting cycle.  Whether this is done because of an
interpretation of IRS regulations, at the behest of the payee (who wants
to have it included for retirement fund calculation) or some legitimate
reason, it is the decision to include them in the payroll system that is
the issue and not A-21.

If I am wrong in my understanding of A-21, feel free to correct me.

Jason

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Susan Greene
Sent: Wednesday, January 03, 2007 12:26 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Supplemental Pay for Faculty

MUSC doesn't allow it per A-21.
Susan

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Karen Henry
Sent: Wednesday, January 03, 2007 12:28 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Supplemental Pay for Faculty

Supplemental pay is a problem for us too and we are in the process of
revising our supplemental pay policy.

Some of the issues that we are still considering are as follows.  I'd
love to hear how others are handling these issues.

1.  Do you allow supplemental pay for faculty and staff or just faculty?

2.  How much supplemental pay do you consider reasonable? 20% extra?

3.  Do you allow supplemental pay for faculty during off-contract
period?  Example, Professor Smith is a 9-month employee but has 3 months
of summer support from various sponsored projects.  Do you allow him to
earn 100% from sponsored research during the summer and to teach summer
school?

4.  Do you allow faculty to earn supplemental compensation in excess of
their base rate if the sponsor is non-federal?

5.  How do you interpret A-21 section J.10 d 1?  We have heard that some
institutions are not allowing supplemental pay on sponsored projects at
all.  How do you define "separate or remote operation".  We have many US
Dept. of Ed grants where faculty are performing work at the
K-12 public schools.  Would you consider that separate or remote?

We'd welcome your thoughts and ideas too. Thanks,

Karen Henry, Director
Office of Research Administration
Boise State University
1910 University Drive
Boise, ID 83725-1135
(208) 426-1571
(208) 426-1048
xxxxxx@boisestate.edu

>>> "Rosales, Laura" <xxxxxx@TAMUCC.EDU> 1/3/2007 9:28 AM >>>
At our institution, we have been dealing with an issue regarding
supplemental pay for faculty members.

According to OMB Circular A-21, Section J 10, A and D1, it discusses
faculty consultation on sponsored agreements and that supplemental
compensation is allowed with some restrictions mentioned in section D1.

Are there any other regulations out there that we should consult with
regarding supplemental pay?

The issue of supplemental pay has become a big issue where we've had a
number of faculty asking for supplemental pay for work on sponsored
programs that is above their jobs-sometimes over 100%. But, if not paid,
they will not perform this work.

We have a policy that says that if a faculty member is at 100% effort
already and is awarded a sponsored project during the semester, the
policy allows for a faculty to be paid up to 20% above their 100%
workload temporarily until the semester is over and their schedule can
be revised for the following semester to allow for release time for the
sponsored project. But, that is all. We get all other kinds of scenarios
where faculty are turning in supplemental pay forms for work they are
doing while sometimes teaching a full load.

What kind of examples have you had? What kind of policies have you
initiated in this area?

Is it a problem for ya'll?

Thank you in advance for any guidance you can give us!

Laura Leal Rosales, CRA

Sr. Grants & Contract Admininstrator

Office of Graduate Studies & Research

Texas A&M University-Corpus Christi

6300 Ocean Drive, Unit # 5844

Corpus Christi, Texas 78412

Phone: 361-825-3882

Fax: 361-825-2755

xxxxxx@tamucc.edu

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 Instructions on how to use the RESADM-L Mailing List, including
subscription information and a web-searchable archive, are available
via our web site at http://www.hrinet.org (click on "Listserv Lists")
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 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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