We also document this as third-party cost share and have the individual submit a letter documenting the time they spent on the grant and the value for that time including imputed fringe benefits, just as we would from any third-party contributor.  We would not include F&A on this contribution.

The one caveat is that we do not allow this if during a pay period they receive any earned pay for the period from the university.

Ted Mordhorst
Assistant Director, Post Award Financial Compliance
University of Washington
Research Accounting and Analysis
3917 University Way N.E.
Box 351122
Seattle, Wa 98105-6692
Ph 206-616-8678, FAX 206-543-0764
email xxxxxx@uw.edu
Office Hours Monday - Thursday 6AM to 5PM

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Carolyn Elliott-Farino
Sent: Thursday, May 27, 2010 1:36 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Summer Salary

It sounds like third party cost share. Your PI is doing the cost sharing,
not the institution. Have the PI sign a time and effort report documenting
the time spent since they have committed that time to the grant, paid or
not.

I didn't understand the comment about requesting permission for leave. And
I disagree with the statement that most summer salary is for three months.
It definitely depends on the funding agency. NIH allows three months, yes;
NSF only allows two.

Carolyn

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf
Of Sharon McCarl
Sent: Thursday, May 27, 2010 4:05 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Summer Salary

I don't see any reason to request a leave.  The faculty member will be
there
working on the project.  The problem is documenting the effort outside of
the payroll/accounting system since you cannot cost share a summer salary
from a non-existent funding source.  I would document the effort in a
letter
and have the PI sign the letter certifying that he or she has provided the
effort and put it in the file.

Sharon

On 5/27/10 3:43 PM, "Jason K McCrory" <xxxxxx@UAB.EDU> wrote:

> Since you refer to this as budgeted summer salary, there is an implied
effort
> commitment the faculty needs to meet during the summer months.  Since
most
> summer salary is for three months, you'll probably have to request
permission
> from the sponsor for the faculty to take leave.  You already know that
since
> no salary will be paid, you won't have costs to move to a cost sharing
account
> and that you will come up short on that commitment.  Assuming this gets
> approved, see if your institution has a policy relating to undocumented
> voluntary cost sharing and follow it.
>
> Jason
>
> -----Original Message-----
> From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of
> Nicole M. Corali
> Sent: Thursday, May 27, 2010 2:06 PM
> To: xxxxxx@hrinet.org
> Subject: [RESADM-L] Summer Salary
>
> Good Afternoon -
>
> Has anyone come across a faculty member who wants to forgo budgeted
summer
> salary. The PI is paid on a 9 month appointment. There is academic year
cost
> share already associated with this grant. They want to forgo summer
salary in
> order to use it on other expenses. The problem being, they are not
reducing
> their effort, but rather working for no compensation during the summer.
Since
> they are not receiving salary, we have no way to certify their effort
other
> than have them signing a certification that they are committing the
amount of
> effort originally proposed, but this brings into question voluntary cost
share
> issues, but since there is no salary associated with summer pay, there
is no
> way to track the associated cost share. Has anyone run into this and how
did
> you handle?
>
> Thanks,
> Nicole
>
>
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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")
======================================================================

======================================================================
 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")
======================================================================

======================================================================
 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")
======================================================================