Questions About Summer Salary

What is summer pay from grant funds?

Summer salary is personnel expense (object code 1024) of 9 or 10-month faculty charged to a grant, SBR account or contract. Summer pay is for work during the last two pay periods of a Fiscal Year or the first two pay periods of the next Fiscal Year. Twelve-month faculty may forfeit up to four weeks of vacation in exchange for a proportionate amount of summer pay. Summer pay may be charged to a grant if it appears in the approved grant budget.

NJIT allows a maximum summer salary equal to one third of the individual's base 9 or 10 month salary for the previous academic year. The maximum allowable rate of summer salary on National Science Foundation (NSF) grants is 2/9 the pay for the previous academic year. If information about your salary for the previous academic year is not available to you from other sources, Human Resources Department can provide the information.

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What are the procedures for the summer pay ?

A summer-salary Personnel Action Form (PAF) should state (in the start/stop date spaces provided) the time period during which you will receive summer pay. The PAF should indicate the amount of summer salary, the accounts to be charged, and the proportion of the total summer pay to be charged to each account. Also, the PAF should state the payee's name, address and social security number, and the NJIT department. Additional fringe benefit expense, 5% of salary, will be charged. Prior to administrative processing, the PAF should be signed by the PI, the Department Head, the Dean, and the Provost.

A summer-salary Personnel Action Form (PAF) should state (in the start/stop date spaces provided) the time period during which you will receive summer pay. The PAF should indicate the amount of summer salary, the accounts to be charged, and the proportion of the total summer pay to be charged to each account. Also, the PAF should state the payee's name, address and social security number, and the NJIT department. Additional fringe benefit expense, 5% of salary, will be charged. Prior to administrative processing, the PAF should be signed by the PI, the Department Head, the Dean, and the Provost.

The summer pay PAF must be submitted before September 30. Grant awards received after this date, and which allow pre-award costs, may be used for summer pay during the pre-award-cost period. For instance, if an award allowing 90-day pre-award costs is received in October, then an October PAF for summer pay during August would be permissible. In this circumstance, a copy of the award document allowing pre-award costs must be attached to the PAF.

Summer pay from grants ending on or before 6/30 should be fully paid out over the first two summer paydays (i.e., in June). Summer pay from grants starting on or after 7/1 should be paid in the last summer payday, e.g., 7/20/2001.

Grant sponsors require documentation of the time period during which the grant work was carried out for which an individual is being compensated. For example, one might be paid July 6 and July 20 for research conducted between June 29 and July 16. In addition NSF wants non-PIs to describe the services for which they are being compensated with summer salary. If the grant is from NSF, the period of work and services provided should be written in the "remarks" section of the PAF (or on an addendum, if more space is necessary).

Generally, a three-week lead time is needed from the time the fully-approved PAF arrives at the Budget Office to the payday on which the summer pay is to be paid.

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