OSP Roundtable Cross Departmental Proposals Working with Arts & Sciences Faculty Wednesday, March 17

Contact the appropriate Arts & Sciences Research Grant Manager (RGM) as soon as you know the grant you are working on will involve an Arts & Sciences faculty member. The RGM will work with you in determining faculty effort/salary, fringe rate, increases, graduate student stipends, and other budgetary items. will help you obtain the signature of the appropriate Department Chair after reviewing the final budget and budget justification. Budgetary/Routing Process

What we need to know The names of the faculty members involved with your project Start/end dates of the project Sponsor Costs associated with the faculty’s work beside salary and fringe (graduate student support, supplies, equipment, etc.) Budget limitation

Understanding 9 month academic appointments versus 12 month appointments Most Arts & Sciences faculty members are appointed and paid for 9 academic months, even though their salary is distributed over 12 months. In addition to their 9 month salaried appointment, they are entitled to earn an additional 3 months support from other sources. Most Arts & Sciences faculty receive their support from grants during their free term.

Understanding 9 month academic appointments versus 12 month appointments A&S faculty can receive salary during the Academic term if it is used as part of a Research Leave (buy out). When a faculty member is paid 9/12, they are paid in terms of months (we aim to work in increments of ½ months, although we realize that due to budget restraints this is not always possible). In terms of the routing form (and often sponsor forms) academic months and free term (or summer) months are identified and calculated separately.

Completing the Routing Form Although we use person months in determining faculty effort on a proposal, the routing form requires that we provide the percentage of “9 month” effort and/or the percentage of “Off Term” effort. The following is provided for your reference. (Please note: Most Arts and Sciences Faculty members will be paid during their “Off Term”). % Effort Off Term ½ month = 17% 1 month = 33% 1 ½ month = 50% 2 months = 66% 2 ½ months = 83% 3 months = 100% % Effort 9 months (Academic Year) ½ month = 6% 1 month = 11% 1 ½ months = 17% 2 months = 23% 2 ½ months = 28% 3 months = 33%

Final Points Contact the appropriate Research Grant Manager as soon as you are notified of a proposal which will include an Arts & Sciences faculty member. ALSO It is important to notify us if your grant is awarded. In most cases, we will need to process the Payroll paperwork for any Arts & Sciences faculty member.