Extra Compensation Sponsored Research Services Quarterly Business Meeting December 15, 2009 Agenda Locating EXC Forms Richard Hatcher Policy Overview Rhonda Bastian The EXC Calendar Sharon Conley EXC Forms Jean Kaesemeyer Sanya Baker SRS Contacts for EXC PI Last Name SRS Contact Phone A –E Sharon Conley 556-4803 F–H Richard Hatcher 556-4808 I-L Sanya Baker 556-4811 M – Si Jean Kaesemeyer 556-4814 Sj – Z Rhonda Bastian 556-4804 Locating Extra Compensation Instructions and Forms Go to: http://www.uc.edu/srs Click on: Policies and Procedures on the left side of the page Click on: Extra Compensation Policy, Calendar and Forms in the Policies and Procedures list A Quick Overview of EXC Forms • The EXC Policy Form provides guidelines and definitions. • The EXC Calendar provides dates that EXC can be earned. • The EXC Effort Report form provides the account information needed to process EXC and certify the time worked. • The Calculation Template helps you accurately calculate the EXC payment amount. EXC Policy Overview • EXC is extra compensation for work performed above and beyond the normal base salary period. • Federal rules and regulations do not allow for an individual’s institutional base salary to be increased as a result of obtaining grant funding. • These federal rules and regulations also restrict the payment of overload, bonus or other payments outside the base salary. • Our Policy Guidelines for Extra Compensation follow: – UC’s general policy regarding allowability of supplemental compensation – OMB Circular A-21 – Agency Policy Guidelines EXC Policy • Defines the EXC research year • Lists which faculty can (and cannot) earn EXC • Explains effort reporting • When EXC payment requests should be made • How BAs should initiate EXC request • Details account code and funding requirements • Maximum EXC allowed • Specific agency limits that effect EXC Additional Resources • In addition to the SRS Website - • Government Cost Compliance Website: http://www.uc.edu/af/gcc/ – Institutional Base Salary – UC Financial Policies – Allowable/Unallowable Charges The EXC Calendar EXC Calendar Guidelines • The EXC calendar provides the dates when faculty can earn EXC • The EXC research year begins 09/01 and ends 08/31 • All Required Signatures MUST be present or the form will be returned • Effort Report Forms must record hours by month and are due in SRS Accounting Division by the due dates listed on the calendar. • The calendar has been revised to reflect the FY2010 Payroll PCR cutoff date. EXC Guidelines cont. • EXC payment request e-mails can be submitted monthly but must be received by SRS Accounting Division no later than 45 days after the award end date dates or by the payment request due date, whichever is earlier. • EXC payment requests cannot be honored if the Effort Report is NOT Received by the Due Date. • Maximum Allowable EXC paid during an EXC year is 14/32 of the adjusted annual base salary = 560 hours. • University Policy does NOT permit Advances on EXC. All days reported after the earliest signature date must be resubmitted for payment. • WITHOUT EXCEPTION: Hand Drawn Check Requests will not be issued to pay EXC. The EXC Effort Report Form • This is a downloadable spreadsheet to be used to report Extra Compensation Effort. It consists of three sheets identified by the tabs at the bottom of the spreadsheet. • Refer to the EXC Calendar for monthly hour maximums, Effort Report and Payment deadlines • Send completed form as PDF attachment to email@example.com • THIS IS NOT A PAYMENT FORM. AN E-MAIL REQUEST MUST BE SUBMITTED FOR PAYMENT ! The Calculation Template Example of a correctly completed Extra Compensation Effort Report form Effort Report Instructions • Complete instructions on how to complete the form and how to properly submit it to SRS Accounting are located on the sheet of the EXC Effort Report Form labeled EXC Report For • Business Administrators initiate request for EXC payment by email – format below • A separate email request should be sent for each EXC period being paid • Once email is sent you should receive a confirmation by email from the SRS GA that your EXC was processed. If not contact the GA immediately • Required information should be in the following format: EXC Do • Do send your EXC within a reasonable time frame to receive a confirmation response • That way if it hasn’t be received there will still be time to complete it if it was missed EXC DON’T • Don’t send more than one request per email. • SRS Accounting could take it as a duplicate. Questions?
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