DETERMINING THE ALLOWABLE SALARY ON A GRANT BUYOUT

EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS

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The following is provided as a brief outline of the basic requirements of Banner HR for Grants. For questions, please contact Rosalie Farley at Farleyr@ecu.edu or email grantsc@ecu.edu.

DETERMINING THE ALLOWABLE SALARY ON A GRANT BUYOUT

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INTRODUCTION

The Salary Calculator for Grants was created as a tool for units to be able to determine the

maximum mathematically proportional annual salary allowed given the amount of effort extended on a project to be used on an

Electronic Personnel Action Form, and its percentage columns.

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INTRODUCTION

This tool will also allow you to project the amount of salary that would be charged to a fund given the number of pays that your EPAF is active.

Federal, state, university, and grant/budget restrictions will impact the allowability of the amounts determined on this form.

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INTRODUCTION

The amounts determined on the form are generally approved by OGC if the amounts are not: Crossing a closed effort period (debit or credit)

Against an inactive fund

After the end date of a fund (INB Screens: FRMFUND, FRAGRNT)

Greater than 90 days from the original payroll date

If the forms fall into any of the categories above and/or include a stipend, or are not mathematically proportional they will need case-by-case review and prior approval from OGC and most will not be approved/processed.

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SALARY CALCULATOR

When opening Salary Calculator Version 13, select the 12 month tab. The 12 month tab is generally selected as most employees are paid over 12 months no matter their status (9 mo/12 mo).

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SALARY CALCULATOR

Example: An individual who earns $45,000 annually (no stipends) and is a .75 FTE For this ¾ time individual, they will work 25% on the grant for one semester (9 pays).

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SALARY CALCULATOR

In order to determine the allowable charges to a grant buyout, you must first have the individual’s full time annual salary.

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SALARY CALCULATOR

If the person is part time, you will need to complete the Part Time to Full Time Conversion section of this form.

The annualized salary would be used to determine the allowable salary charges on the EPAF.

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SALARY CALCULATOR

In the Part-time Full-time Conversion Section

Enter the part time annual salary of the individual in cell B5.

Enter the part time FTE of the individual in cell B6.

The individual’s full time annual salary will populate in cell B7.

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SALARY CALCULATOR

In our example, the annualized salary is $60,000.

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SALARY CALCULATOR

Within the Buyout Calculation Section of the Calculator…

Annual Salary: Enter the full time annual salary of the individual obtained from cell B7 or INB in cell B11.

Minus Stipend: Stipends cannot be included in the base salary in determining a grant buyout. Enter the total amount of stipends the individual earns in cell B12.

Reassigned Effort (% FTE): Enter the amount of effort the individual will be working on the grant in cell B17.

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SALARY CALCULATOR

In this case, the person’s allowable annual salary on the grant for 25% effort would be $15,000.

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SALARY CALCULATOR

To calculate the Percentage Column for your EPAF, refer to the EPAF Percentage Check section of the calculator.

For each project (FOAP) in which the individual will be working, enter the FTE in column D, and the amount of annual salary in column E.

The percentage column will calculate the percentages for each FOAP for the labor distribution on the EPAF (column F).

The total FTE and amount of the annual salary will populate in the total line (row 20).

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SALARY CALCULATOR

Note the mathematically proportional percentages for your EPAF differ from the FTE.

Note that the 25% buyout plus the 50% that remains of the non-sponsored

account adds up to their annual salary of $45,000 at an FTE of .75. This is why we use the annual salary in our calculations

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SALARY CALCULATOR

To calculate the projected charges, refer to the Expenditure Check section of the calculator.

Based on the information you keyed on the EPAF Percentage Check section, your FTE, and semi monthly pay will auto-populate in columns H and I.

Enter the number of pays you intend the individual to be paid through your EPAF in cell J11.

Total projections are shown in Column K.

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SALARY CALCULATOR

In this example, the estimated salary charges, not including benefits, is $5,625.

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ANNUAL SALARY VS ACTUAL CHARGES

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SALARY CALCULATOR

Current KPIs state that we must report actions approved/processed that are greater than 60 and 90 days.

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SALARY CALCULATOR

In the 60/90 Day Section, key the Effective Date of the EPAF/PCF in cell E5.

Enter the Personnel Date (the date that they wanted it to happen) of the EPAF/PCF in cell E6.

The number of total days will auto populate in cell E7.

In column F of this same section, to determine the number of days as of today enter the personnel date of the EPAF/PCF in cell F6. The number of total days will auto populate in cell F7.

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SALARY CALCULATOR

Example: An EPAF/PCF has been sent for approval with an Effective Date of 01/16/11, and a Personnel Date of 09/30/10.

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SALARY CALCULATOR

The number of total days within this time span is 108 days, and would require KPI reporting.

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Hands on Practice

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EPA: DETERMINING THE ALLOWABLE SALARY

Example:

An Assistant Professor is working 25% on a grant for 3 months

• Earns $63,649 annually with no stipends

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EPA: DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR VERSION 13

Select the Twelve Month Tab. Reminder: All employees are paid over 12 months

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EPA: DETERMINING THE ALLOWABLE SALARY

Annual Salary: Enter the annual salary of the individual in cell B11. Example: $63,649

Minus Stipend: Stipends cannot be included in the base salary for supplemental earnings. Enter the total amount of stipends the individual earns in cell B12. Example: Individual does not earn a Stipend. Enter $0.

Reassigned Effort (% FTE): Enter the amount of effort the individual will be working on the grant in cell B17. Example: Working 25%

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EPA: DETERMINING the Allowable Salary

Note: The maximum allowable annual

salary working 25% effort is

$15,912

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To calculate the Percentage Column for your EPAF, refer to the EPAF Percentage Check section of the calculator.

Enter the .25 FTE in column D, and the annual salary of $15,912 in column E.

EPA: DETERMINING the Allowable Salary

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To calculate the projected charges, refer to the Expenditure Check section of the calculator.

Based on the information you keyed on the EPAF Percentage Check section, your FTE, and semi monthly pay will auto-populate in columns H and I.

EPA: DETERMINING the Allowable Salary

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EPA: DETERMINING the Allowable Salary

Enter the number of pays to be paid through your EPAF in cell J11. In this case, he will be working for 3 months- or 6 pays.

Total projections are shown in Column K.

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ANNUAL SALARY VS ACTUAL CHARGES

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SPA/CSS: DETERMINING THE ALLOWABLE SALARY

Example:

A Nurse is working 25% on a grant for 5 months

• Earns $32,000 annually with no stipends

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SPA/CSS EMPLOYEES

Annual Salary: Enter the annual salary of the individual in cell B11. Example: $32,000 Minus Stipend: Stipends cannot be included in the base salary for supplemental earnings. Enter the total amount of stipends the individual earns in cell B12. Example: Individual does not earn a Stipend. Enter $0. Reassigned Effort (% FTE): Enter the amount of effort the individual will be working on the grant in cell B17. Example: Working 25%

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SPA: DETERMINING THE ALLOWABLE SALARY SALARY CALCULATOR VERSION 13

Select the Twelve Month Tab. Reminder: All employees are paid over 12 months

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SPA: DETERMINING THE ALLOWABLE SALARY

Note: The maximum allowable

annual salary is $8,000.

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To calculate the Percentage Column for your EPAF, refer to the EPAF Percentage Check section of the calculator.

Enter the .25 FTE in column D, and the annual salary of $8,000 in column E.

SPA: DETERMINING THE ALLOWABLE SALARY

EPAF Percentage Check

FTE Annual Salary Percentage

0.25 $8,000.00 25.00%

0.75 $24,000.00 75.00%

0.00%

0.00%

0.00%

0.00%

0.00%

0.00%

1.000 $32,000.00 100.00%

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To calculate the projected charges, refer to the Expenditure Check section of the calculator.

Based on the information you keyed on the EPAF Percentage Check section, your FTE, and semi monthly pay will auto-populate in columns H and I.

SPA: DETERMINING THE ALLOWABLE SALARY

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Enter the number of pays to be paid through your EPAF in cell J11. In this case, he will be working for 5 months- or 10 pays.

Total projections are shown in Column K.

SPA: DETERMINING THE ALLOWABLE SALARY

Expenditure Check- Salary

No. Pays

FTE Semi-Mo Pay 10 Total

0.25 $333.33 10 $3,333.33

0.75 $1,000.00 10 $10,000.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

1.00 $1,333.33 $13,333.33

Expenditure Check- Salary

No. Pays

FTE Semi-Mo Pay 10 Total

0.25 $333.33 10 $3,333.33

0.75 $1,000.00 10 $10,000.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

0.00 $0.00 10 $0.00

1.00 $1,333.33 $13,333.33

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ANNUAL SALARY VS ACTUAL CHARGES

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PERSONNEL LINKS

List of current individuals being paid on a grant ECU BIC/Finance/Research Accounting/Grant Fund

Personnel Snapshot Current Jobs for an Employee

ECU BIC/Human Resource/Public Folder/Current Employee Jobs by ID

Annual Salary for an Employee with all positions and FTEs ECU BIC/Human Resource/Public Folder/Annual Salary

with FOAP Info by Banner ID or Name Banner HR Redistribution Form:

http://www.ecu.edu/syscoord/ Grant Salary Calculator

QUESTIONS?

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For questions about grant buyouts, please contact your OGC Representative or email grantsc@ecu.edu.