Special Payments-Sponsored Program/Institutional Trust Fund
PURPOSE
The purpose of this statement is to provide guidance for paying and processing special payments for individuals on sponsored program funds or institutional funds.
GENERAL GUIDELINES/APPLICABLE POLICIES
It must be noted that work on a sponsored program should be performed via release time efforts. It is not the intent that sponsored program funds be used to supplement salaries by allowing employees to earn extra income but rather to replace salary sources to augment the effort contributed to a particular award. Therefore, request for special payments on sponsored programs will only be granted in extreme circumstances. Work must not be allowed prior to the approval by Contracts & Grants or the employee authorizing the employment will be held personally liable for the special payment. (See University Policy on Supplemental Compensation)
The following, are special payments:
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Amounts paid to EPA employees for work during the academic year that is outside of their normal scope of duties. This work is normally performed after the work hours and/or on weekends. (Work on a sponsored program during the summer where the employee is paid at their normal pay rate is not special payment, this is summer employment).
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Special -awards or honors that EPA -and SPA employees receive such as Employee of the Year, Administrator of the Year, Outstanding Teacher, that must be paid on the payroll.
PROCEDURES
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The Principal Investigator/Project Director will prepare the appropriate payroll authorization indicating that it is a special payment and include written justification with the authorization.
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The Internal Salary Authorization form should be prepared for EPA personnel. The E-1 form should be completed for SPA personnel.
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The completed forms should be submitted to Contracts & Grants for verification of funds and allowability of costs.
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If funds are available and the costs are allowable, the authorization will be approved.
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Approved Internal Salary Authorizations are forwarded to the Vice Chancellor for Academic Affairs. Approved E-1 forms are forwarded to Human Resources.
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Authorizations not approved by Contracts & Grants are returned to the account manager with a letter of explanation
