Use of Sponsor Funds to Pay Supplemental Month Salaries

Use of Sponsor Funds to Pay Supplemental Month Salaries

Revised June 2010

Use of Sponsor Funds to Pay Supplemental Month Salaries

Faculty electing or hired into a9, 10 or 11-month appointment in the Division of Agricultural Sciences and Natural Resources have the option of generating salary from extramural funds during the respective tenth, eleventh, or twelfth, (“off”), month(s). The amount of the extramural funding obligated to a faculty member’s salary for the month(s) shall not exceedthe rate of their current salary, as set for that fiscal year, plus the associated fringe benefit cost. The amount dedicated to the faculty member’s salary, and the period of time covered, should be clearly stipulated in the contract or grant as a budget item.

The following criteria should be met for approval of the additional month’s salary:

  • Source of funds will be an extramural sponsor, awarding funds based upon a peer-reviewed proposal.
  • Award should include F&A at 1) OSU’s full rate, or 2) less than OSU’s full rate, but at the maximum rate allowed by the agency.
  • The faculty member must perform grant-related work, as will be verified by Time and Effort certifications required by OMB Circular A-21.
  • Requests not meeting this criteria may be considered on case-by-case basis.

The “Memorandum of Agreement for Use of Sponsor Funds to Pay Supplemental Month Salaries” must be completed and signed by the faculty member and the department head. Route this form with the award routing to Ag Sponsored Programs, no later than April 15 in the fiscal year that the salary is requested. The request will be reviewed and approved by Ag Sponsored Programs during the routing process. When the routing is fully executed, Ag Sponsored Programs will retain a copy for the grant file and forward the original for review by DASNR.

After April 15 of the appropriate fiscal year, the appropriate associate(s) and the dean will review all Supplemental Requests. Upon full approval by DASNR, the original form will be returned to the department to process the EA and fund change.

It must also be clearly understood that:

  • inclusion of any faculty salary support in a proposed or awarded budget does not obligate DASNR to approve the use of those funds towards supplemental month salary support, and
  • the proposal routing will note, in Part 4, that summer salary has been requested and that the faculty member will route the “Memorandum of Agreement for Use of Sponsor Funds to Pay Supplemental Month Salaries” at the time of award, and
  • payment of supplemental month salary support is contingent upon available account balances.

Memorandum of Agreement

for

Use of Sponsor Funds to Pay Supplemental Month Salaries

Faculty Member (or Post Doc): ______Department: ______

Sponsoring Agency: ______Account Number: ______

Award Title: ______

______

This grant was received through a competitive peer review process.

Yes

No. Please explain: ______

______

The award includes:

F&A at OSU’s full rate.

F&A at less than OSU’s full rate, but at the maximum rate allowed by the agency.

F&A at less than the maximum rate allowed by the agency. Please explain: ______

______

The budget presented to, and awarded by, the agency specifically states that salary is for payment of “supplemental month” or “summer” salary.

Yes

No, this could not be included for the following reasons: ______

______

I certify that:

  • I hold an 9/10/11-month(circle one) appointment, and understand that if I receive payment from a qualified grant for part or all of my 10/11/12th month (circle one) of employment, I will have my number of annual workdays increased by the number of days for which payment is received, and
  • work on this grant will enhance my overall program of work at Oklahoma State University and will also increase either the research, extension, or teaching output attributable to DASNR.

Approvals (obtained during routing):

______

Faculty MemberDateGrant PI (if different than above)Date

______

Department Head DateAg Sponsored ProgramsDate

Approvals (obtained after April 15 of the appropriate fiscal year):

______

Associate Dean/Director DateDean/Director Date

** This form should be included with the award routing documents. The original will be returned to the department after April 15 for processing via EA and fund change.

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