Affiliate Salary Worksheet Instructions

							                           Affiliate Salary Worksheet Instructions
                                             Updated 01/14/05

A worksheet should be prepared for employees with qualifying combined salaries or for
employees with MUSC salary that exceeds a grant or contract’s maximum allowable salary
for each instance when a PEAR form is necessary, such as:

-   new awards
-   fund changes
-   salary changes
-   effort distribution changes
-   change in encumbrance dates

Complete fields 1 – 2, Name and Department.

The Effective date (field 3) and End date (field 4) used on the Worksheets should correlate to the
Effective Date of Action and the earliest encumbered date on the PEAR forms.

Enter the person’s base salary amounts from each entity in fields 5 & 6.

Fields 7 – 10 will calculate themselves.

The name of the person completing the form should be entered in field 11.

In field 12, which is entitled Sources, enter the source of funding.

In field 13, enter the UDAK # for each source of funding.

Fields 14 – 16 will calculate themselves.

In field 17, Base Salary to Cal. Budget, an amount must be entered on each line to correspond to
each source of funding. For sponsored projects, the amount should agree with the current base
salary amount being used to request reimbursement. This amount may be different than the total
base from field 7. This is due to (i) NIH salary cap (ii) only the MUSC salary was used when the
project was initially awarded (iii) it’s a Corporate award and the incentive salary is being
recovered in addition to base salary. (For NIH salary cap by fiscal year, go to:
http://research.musc.edu/gca/nih_caps.htm).


In field 18 enter the Awarded/Budgeted Effort for each source.

Field 19 will calculate itself.

Enter Y or N in field 20 indicating whether the grant or contract qualifies for combined MUSC &
Affiliate Salary. If the source of funds represent an unrestricted account, either Y or N can be
entered in this field. However, if a Y is used, an amount will be calculated in field 22, but this
amount cannot and will not be invoiced. If there is no Affiliate Base Salary, but there is Affiliate
Incentive Salary that will be used, you should enter a Y in this column.

Fields 21 – 24 will calculate themselves. The distribution percentages, which are calculated by
the worksheet in field 24, should be the percentages used when completing MUSC PEAR forms.

Fill in Affiliate Fund Number in field 25.

If Salary Cap excess is necessary, enter the source MUSC UDAK for the excess amount in field
26. (Note: Manual adjustments will be required for multiple Salary Cap excess sources.)
In field 27 enter the percent FTE for the employee (i.e. 100% = 1 FTE; 85% = .85 FTE).

If applicable, enter the Incentive Salary in field 28. This field is optional and the salary included in
this field can only be recovered from Corporate Trials.

Submit MUSC PEAR and worksheet to Grants & Contracts Accounting for processing no later
           th
that the 20 of the month following the period to which the charges relate.

Invoices are prepared monthly for processing reimbursements to Affiliates.

Department initiating worksheet is sent informational copy of invoices.

MUSC Grants & Contracts Accounting will summarize cap excess data for the F&A (IDC) cost
report.