REG 05.20.35 - Summer Salary and Supplemental Pay for Nine Month Faculty
Authority: Provost and Executive Vice Chancellor
History: First Issued: June 1, 2004. Last Revised: May 2, 2012.
Related Policies:
NCSU REG05.20.14 - Supplemental Pay for EPA Employees
NCSU REG10.05.15 - TEARS (The Employee Activity Reporting System)
Additional Reference:
Office of Management and Budget Circular No. A-21 Section J.10.d (1)
SOP for Summer Salary and Supplemental Pay for Nine-Month Faculty
Contact Info: Vice Provost for Faculty Affairs (919-513-7741)
1. INTRODUCTION
This regulation covers summer salary and supplemental pay for faculty whose salary basis is the nine (9)-month academic year.
1.1 “Summer salary” is any earnings paid through NC State University for work performed by 9-month faculty during the period between May 16 through August 15.
1.2 “Supplemental pay” is defined as compensation in excess of a faculty member’s annual salary paid by NC State for temporary increases in responsibility and/or for extra duties beyond the scope of the employee's contract/appointment.
1.3 “Base salary” is the current annual salary of the employee as it appears in the appointment letter or subsequent notification of salary increase/decrease, plus any supplement that carries an anticipated duration of one full year or more.
1.4 “Effort reporting” is a federally-mandated process by which the salary charged to a sponsored project (Ledger 5) funds is certified as being reasonable in relation to the effort expended on that project. “Effort” is the proportion of time spent on any activity, expressed as a percentage of an individual’s total university effort.
2. LIMITATIONS ON SUMMER SALARY
2.1 During the summer, a 9-month faculty member may be paid no more than a total of 33.33 % (based on 1.0 FTE equivalent) of his or her nine-month base salary from all sources of funds. Exceptions beyond the 33.33% summer-earnings maximum must be approved in advance by the Dean/Vice Chancellor (not his/her designee). The Dean’s/Vice Chancellor’s approval and the rationale for the exception should be documented as described in the SOP for Summer Salary and Supplemental Pay for Nine-Month Faculty.
2.2 Exceptions above 33.33% do not apply to the rate of pay a 9-month faculty member receives in the summer from sponsored project funds. A 9-month faculty member’s allowable summer salary from sponsored project funds is calculated on the summer earnings maximum which is 33.33 % (based on 1.0 FTE equivalent) of a faculty member’s nine-month base salary from all sources of funds.
2.3 Payment and effort must be consistent with rules and procedures of NC State and the funding agency. Some funding agencies may impose more restrictive guidelines regarding summer pay; the awarding documents/funding agency regulations are the ultimate authority on allowable expenses.
2.4 Regardless of the source of funds, summer salary will not be adjusted to reflect legislative salary increases.
2.5 All summer salary must have been processed for payment no later than September 30. See Standard Operating Procedure for Summer Salary and Supplemental Pay for Nine-Month Faculty for information on project numbers, purpose and earnings codes, and payroll schedules.
3. SUMMER INSTRUCTIONAL SALARY FOR NINE-MONTH FACULTY
3.1 Salary for summer session instruction is paid at the rate established by each college for their courses and posted on the Enrollment Management and Services’ Summer Sessions web site.
3.2 Salary for instruction of distance education courses offered during summer sessions will be determined by the program offering the course.
3.3 Summer instructional salary must not be authorized for the supervision of summer graduate student research for either nine (9)-month or twelve (12)-month faculty.
3.4 Request for payment to the employee for summer instructional salary may be submitted by the paying department before the effort has been completed.
4. SALARY FOR 9-MONTH FACULTY FROM SOURCES OTHER THAN SUMMER INSTRUCTION
4.1 Effort for which non-instructional summer salary will be paid must be approved by the appropriate administrator before the work begins. The Standard Operating Procedure for Summer Salary and Supplemental Pay for Nine-Month Faculty provides faculty and administrative staff involved with sponsored projects procedures for approval and reporting. For any change in effort or planned work schedule, a new approval is required.
4.2 Request for payment to the employee from non-instructional sources may be submitted by the employee before the effort has been completed. However, it is the responsibility of the faculty member and the college or unit to correct payroll payments made to the faculty member if there have been changes in the expected or reported effort for which the faculty member received payment.
4.3 NC State faculty are limited to 90% effort on grants and contracts during the period May 16-August 15. Exceptions beyond 90% effort must be approved in advance by the Dean/Vice Chancellor (not his/her designee). The Dean/Vice Chancellor’s approval and the rationale for the exception should be documented as described in the SOP for Summer Salary and Supplemental Pay for Nine-Month Faculty. This limit reserves time during the period for such activities as teaching, service or administrative duties, development of grant proposals, or time off for personal activities. Effort may need to be further limited depending on a faculty member’s summer responsibilities beyond the activities funded by the grant or contract.
4.4 If a faculty member commits 100% effort to a contract or grant in a single monthly pay period, he or she must understand that this excludes time spent on teaching, service or administrative duties, development of grant proposals, or time off for personal activities during the period.
4.5 Effort will be confirmed through NCSU REG10.05.15 - TEARS (The Employee Activity Reporting System).
5. SUPPLEMENTAL PAY FOR 9-MONTH FACULTY
5.1 For 9-month faculty, the maximum supplemental pay that may be received during a contract/appointment period (August 16-May 15) is limited to 20% of their base salary (use 1.0 FTE equivalent) of that period. Approval for supplemental pay must be in writing prior to the time the faculty member is to begin performing the additional duties by the department head and dean (or designee.)
5.2 Exceptions to the 20% limit on supplemental pay must be approved by the Dean/Vice Chancellor (not his/her designee) and documented as described in the SOP for Summer Salary and Supplemental Pay for Nine-Month Faculty.