Faculty of Arts and Sciences s1

Faculty of Arts and Sciences FY2016 SUPPLEMENTAL FACULTY COMPENSATION

Effective July 1, 2015, the Faculty of Arts and Sciences will be implementing its new supplemental salary policy outlined in Dean Smith’s memorandum, dated February 13, 2015, available on the FAS Office of Finance website: (http://finance.fas.harvard.edu/links/form-categories/faculty-financial-services/). Supplemental salary includes compensation for effort expended on federal and non-federal research grants as well as Dean’s ninths. Faculty will now submit a single request for supplemental salary (up to the maximum 3/9ths) before the start of each fiscal year. For fiscal year 2016, the application deadline is June 11, 2015. Additional requests may only be made beyond the deadline if a new grant that provides supplemental salary is subsequently awarded.

Payments will be spread over the fiscal year for each award, consistent with the limits adopted by sponsors. While the number of months of supplemental salary, once declared, is fixed for the fiscal year, the faculty will be able to request changes during the year to the allocation of payments to grants with help from department administrators. If supplemental salary payments are approved during the year (e.g. due to a new award), the payments will be spread evenly across the remaining months of the fiscal year.

Principal Investigators (PIs) are reminded of the expectation of federal sponsors (as reinforced by regulations of the Office of Management and Budget) that during any month in which any portion of the PI’s salary is charged to one or more grants, the PI’s effort in that month should benefit the project(s) funded by the grant(s) proportionally. Effort on sponsored projects will be certified annually.

All completed applications for supplemental faculty compensation should be submitted to your department’s lab director or department administrator who, after reviewing and signing, will forward them to Sue Rose in the FAS Office of Finance, 1414 Massachusetts Avenue, 4th floor. Please refer to the following deadline to ensure payment of supplemental compensation and note that forms received after the deadline date cannot be guaranteed timely payment:

FY2016 Application Deadline: All applications – Sponsored and non-sponsored funding, including Dean’s ninths:

Form must be received in the Office of Finance by Thursday, June 11, 2015

Please note that when faculty request supplemental compensation, the “20 percent rule” applies. The 20 percent rule states that no more than 20 percent of one’s total professional effort may be directed to professional activities outside Harvard.

If you have questions about this process, please contact Sue Rose in the FAS Office of Finance ([email protected], 617- 495-9729). For sponsored research questions, please contact Alison Wellman Smith in FAS Research Administration Services ([email protected], 617-496-0974).

1 Faculty of Arts and Sciences FY16 Request for Faculty Supplemental Salary

Name______Harvard ID ______

Title______Department______

Please use this form to request supplemental compensation for FY16. Faculty may draw up to 3/9ths of their FY16 academic-year salary as supplemental compensation during the fiscal year (July 2015 through June 2016). All supplemental salary requested from sponsored and non-sponsored funds (including Dean’s ninths) will ordinarily be paid in equal monthly installments throughout the year, starting in July 2015. In order to fulfill effort commitments, supplemental salary should be paid from grants on which explicit requests for supplemental salary have been made; these payments can be made only for time worked during the specified period on the grant projects charged – any vacation taken must be excluded.

Special information for federally sponsored funding: The current NIH Salary Cap (Executive Level II) was last increased on 1/12/2015 – the maximum allowable monthly salary cap is $15,275 (please note: this cap is subject to change). Non-federal sponsored funds may not be used to “top up” NIH-capped salaries beyond the cap.

A maximum of 2/9ths of base salary may be requested from NSF funds in any year.

1A. Non-Sponsored Supplemental Salary Request, including Dean’s Ninths # of Ninths Comments Tub Org Fund Activity Sub Root or $ Amt

2 1B. Sponsored Supplemental Salary Request Project Project # of Ninths Sponsor Org Activity Sub Root Start Date End Date NIH CAP or Amt

1C. Total Supplemental Ninths Requested ______

Faculty Signature Date

Lab Director/Department Administrator Signature Date Office Phone Number