2021 Summer Salary Additional Compensation - (COS SOP BO.01.04)
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2021 Summer Salary
Additional Compensation
(COS SOP BO.01.04)
03/30/2021 1Agenda
Key Points, Highlights and Things to Remember
Funding considerations
Approval Workflows
Changes to actions
Process Map
SOP (Standard Operating Procedure)
Form (and related tabs)
Active Queue Report
Questions
03/30/2021 2BY THE NUMBERS
We are a busy college!
03/30/2021 3DEADLINES
A deadline is the day everything should be done! It
takes time to process and review. Start well
BEFORE the deadline!
03/30/2021 4Important – 1 st plea
Resolve issues BEFORE
advancing form or action
03/30/2021 5Key Points
To process summer salary earned between 05/16/21
and 08/15/21 for 9-month faculty
All summer salary must be paid by 9/30/21
Requests submitted after 08/31/21 must include
justification for late submission
Base salary calculations are for FY21. No
adjustments for increase after 7/1/21
Do not use cents on sheet, whole dollars only
Round down!
03/30/2021 6Earnings Codes - Research
601 – work performed 05/16/21–6/30/21
602 – work performed 07/01/21–8/15/21
Ifentering action after 7/1/21 for work
performed 5/16/21 – 6/30/21
use 601, not 602
03/30/2021 7Earnings Codes - Overload
617– Administrative duties performed
beyond contract/appointment
responsibilities during the period of
5/16/21 – 8/15/21
619– Instructional duties performed beyond
contract/appointment responsibilities
during the period of 5/16/21 – 8/15/21
03/30/2021 8Earnings Codes – Summer Teaching
651 – Teaching summer session I
652 – Teaching summer session II
653 – Teaching 10 week summer session
996 – Teaching Distance Ed course
03/30/2021 9What months to use?
For Summer Session Instruction
Summer Session I – June payroll
Summer Session II – July payroll
Summer Session 10 week – Split 50/50 between the
months of June & July.
Allother duties – pay in month duties
performed
Example: Work in May, Paid in May
03/30/2021 10Applicable Employees Only for 9-month faculty (not 12-month faculty) WAS NEW in 2020 – reminder applies to faculty on phase retirement – REG 05.57.01 Section 3.3.1 Only for employees with .75 FTE or more (
Things to Remember #1
Don’t wait until the week of the deadline to
enter all actions
Ensure description of work is detailed
Actions should be entered month by month (enter
May for May payments, etc.). COS discourages
entering for future months to minimize
corrections
If work start/end date, there should be $ in row
Ensure dates on form MATCH dates in system!
03/30/2021 12Things to Remember #2
Don’t wait until the week of the deadline to enter
all actions (yes, again)
Form should capture entire summer’s activity
Initiator’s responsibility to ensure actions are fully
approved – run active queue report
Work may not commence prior to submission and all
COS approvals of action
Ensure funding is available in correct budget category
PRIOR to form/action submission (regardless of fund
type)
03/30/2021 13Something good came from last
summer – DocuSign!
This is me celebrating LOL!
03/30/2021 14Dean’s Signature Required?
When?
Payment after 09/30/21
Total exceeding 33.33% - no exception if any
portion on a ledger 5 project
>90% effort on ledger 5 in a single pay
period – requires monitoring plan
DocuSign Routing
Dean McGahan as signer
Jamie Barber as cc
03/30/2021 15No L-5 Funds this summer?
If no ledger 5 funds are used during the
entire summer, an exception with
Dean’s approval may be granted to exceed
33.33% of total base salary
03/30/2021 16Required Training for L-5
Any employee receiving salary on L-5 funds
Any employee processing paperwork or
entering an action involving L-5 funds – if you are
trying to enter an action and are blocked, it may be that you
have not completed the mandatory training, see your DBO
Any employee signing paperwork or
electronically approving actions involving L-5
funds
reporter.ncsu.edu
03/30/2021 17L-5 Project Budgets
Ledger 5 expenditures require agency approval
2 options
(1) Already included in awarded budget or
(2) Submit PMR – wait for approval PRIOR to entering
action
Warning - Departments assume financial responsibility
if expenditures are deemed unallowable
03/30/2021 18L-5 projects warnings
>90% effort on ledger 5 in any single pay period
requires a monitoring plan and Dean’s approval
(May & August ½ month, June & July full month)
100% effort in any monthly pay period on ledger 5
project(s) – no other activities allowed
WAS NEW FOR 2020 - NSF 2/9s rule
Applies to 8/16/2020 – 8/15/2021
Fall2020 and Spring 2021 - This is a $ amount, not
yes or no
03/30/2021 19NIH Cap
Salary Cap Summary (FY1990 – Present)
03/30/2021 20NIH Cap
NIH Cap
Effective January 3, 2021
Annual - $199,300
Monthly - $16,608
½ Month - $8,304
If award issued AND adequate funds available, may rebudget for higher
cap
Must pro-rate for % effort if less than 100%
May use a cost sharing account (non L-5) to make up differential
03/30/2021 21NIH Example 1 – at 100%
Requested
Faculty 9 month base + supplements salary = $150,000
Faculty monthly salary = $16,666 (150000/9)
2.7 months of 9 months at 100% effort = $44,998 (16666 * 2.7)
Allowed
NIH Annual 12 month Salary Cap = $199,300
Monthly Salary Cap = $16,608 (199300/12)
2.7 months of 12 months at 100% effort = $44,841 (16608 *2.7)
Unallowable = $156 (44998 – 44841)
03/30/2021 22NIH Example 2 – at 80%
Requested
Faculty 9 month base+supplements salary = $150,000
Faculty monthly salary = $16,666 (150000/9)
2.7 months of 9 months at 80% effort = $35,998 (16666 * 2.7*.80)
Allowed
NIH Annual 12 month Salary Cap = $199,300
Monthly Salary Cap = $16,608 (197300/12)
2.7 months of 12 months at 80% effort = $35,874 (16608 *2.7*.80)
Unallowable = $608 (44998 – 44390)
03/30/2021 23Approval Workflow L-5
Departmental (department head)
Research Office (post-award accountant)
Business Office (director of research administration)
Dean (assistant dean for finance, assistant dean for human
resources or senior associate dean)
03/30/2021 24Approval Workflow Non L-5
Departmental (department head)
Business Office (assistant dean for finance,
assistant dean for human resources or senior
associate dean)
03/30/2021 25Approval Workflow Mixed
Funds (same as L-5)
Departmental (department head)
Research Office (post-award accountant)
Business Office (director of research administration)
Dean (assistant dean for business operations, assistant
dean for human resources or senior associate dean)
03/30/2021 26Approval Workflow for actions
initiated outside of COS
For actions where funding is coming from outside COS
Actions are entered by the funding unit
This funding would be on line 15 on the form
03/30/2021 27Approval Workflow - OUCs
Home Dept and Requesting Dept are not the same. The system will add
another additional pay dept approval block in workflow if OUCs do not match
Example within the same department
Example between COS and another unit
4/1/2021 28
03/30/2021Changes to Actions
(SOP BO.04.01)
Timeline
SOP
Forms
29
03/30/2021Important – 2nd plea
Resolve issues BEFORE
advancing form or action
03/30/2021 30Process Map
3 swim lanes
Department roles
College roles
University roles
03/30/2021 31SOP
Overview of the SOP
Section 1 - Purpose/Introduction
Section 2 - Definitions
Section 3 - Procedural steps – step by step
Section 4 - Forms, tools, etc. – deadlines
Section 5 - Revision table
Changes for 2021 – Section 3.5.4 to
reflect use of DocuSign
03/30/2021 32Form and Information
Additional Compensation Request Form
New for 2021
Added box for COS OFBM initials for Dean
Added Teaching – Both Summer I and II as drop down
Monitoring Plan Acknowledgement
Attestations
Roles and Responsibilities
Effort Codes
Deadlines
03/30/2021 33EXAMPLES OF FORMS
03/30/2021 34Active Queue Report
Initiator’s responsibility to ensure actions are approved
through final approval by the applicable deadline.
Initiator shall run active queue report, determine status
of actions and follow up with approvers as deadlines
approach
MyPackPortal > Human Resources Systems >
NCSU Administration > Additional Compensation >
Additional Compensation Rpts > Active Queue Report
03/30/2021 35Important – 3 rd plea
Resolve issues BEFORE
advancing form or action
03/30/2021 36Questions?
Remaining questions from today
Questions in the future?
Contact Department Business Officer
Contact anyone in College Office of Finance
and Business Management (for general or
process questions)
ContactCollege Research Administration
Accountant for Ledger 5 questions
03/30/2021 37You can also read
