Policy Number: 317Responsible Office: Grants and Sponsored ResearchEffective Date: 10/1/09Revised: 5/10/11
All University faculty, staff and administrators.
The purpose of this policy is to clarify the requirements and procedures for additional compensation paid to employees on sponsored programs.
The policy does not apply to payments made to faculty members on nine-month appointments for work performed during the summer break.
The following conditions/requirements must be met before additional compensation will be paid on sponsored programs:
In order to ensure that an employee’s supervisors are informed of the additional compensation, an Additional Compensation Pre-approval Form must be completed and fully signed prior to undertaking the efforts for which additional compensation is requested. The form is available for download on the OGSR website on the policy page. The project director must fill in the appropriate information including recipient employee or faculty member’s name/department, time/effort, rate/amount of compensation and time period/dates that effort will be carried out. The project director must list any other additional compensation from University activities that the employee has received or expects to receive for work performed that fiscal year (with the exception of payments for work performed during the summer session for faculty on nine-month appointments).
If the additional compensation is being requested for a faculty member, the form must by signed by that faculty member, the faculty member’s chair and dean, the project director of the sponsored program, and the Director of the OGSR. If the additional compensation is being requested for a staff employee or administrator, the form must by signed by that employee, the employee’s supervisor, the project director of the sponsored program, and the Director of the OGSR.
All signatories verify the accuracy and completeness of the information provided. Once all other signatures have been secured, the Director of the OGSR will review the information and check to ensure that the requested payment meets all requirements. If the request meets the necessary requirements, the Director will sign the form and return a copy for the project director to retain.
Following the completion of the work, the PI must submit a completed Personnel Change Form (PCF) and a Log of Service to the OGSR. The OGSR will give the final approval before sending all the information to Human Resources to process for payment.
St. John's University, New York
Human Resources Policy Manual