Summer 2021 Research Compensation - Guidelines

University of New Mexico faculty with 9-month appointments and who have contract/grant awards with summer salary itemized in the budgets, may receive summer research compensation. Compensation is only for actual time worked and effort spent during the summer research period, and can only be paid for periods the faculty member is actively working on the project. It cannot be paid to faculty on vacation, committed to other projects, or for time worked outside of the summer research period.

If a Summer Teaching Agreement is also in effect, usually days identified for teaching cannot be identified as summer research. Normally, the two cannot overlap, if together they exceed 100% FTE. If teaching full time during the summer, extra compensation of up to one day per week (125% FTE) is allowable, if approved in advance by the department chairperson, dean, and by the agency funding the summer research. Exceptions to this policy must be approved in advance by the Senior Vice Provost. 

To ensure timely processing of summer compensation requests, follow the guidelines below:

  1. The award budget must have adequate funds to cover the summer salary including fringe benefits.
  2. Federal grant rules do not allow 9-month faculty to receive summer research compensation more than 1/9th of their salary for any one summer month. Faculty on 9-month appointments may receive a maximum summer research compensation of 3/9ths of their salary during the summer.

    (NOTE: The guidelines for 2022 will be modified to exclude SACs and the ‘plus’ component of the ‘base plus’ salary structure from the institutional base salary.) 

    The pay rate (Rate 1) for May and June is determined by the 2020/2021 academic year salary and the pay rate (Rate 2) for July and August is determined by the 2021/2022 academic year salary. The calculations for the maximum allowable payments may include, for this year, any approved SACs, though a faculty member can choose to take less than the maximum allowable payment. The academic year salary does not include:
• Overload Payments
• Extra Compensation as described by Faculty Handbook Policy C.140
• Monetary Awards
• Please note: Specific funding agencies may have distinct policies. For example, the National Science Foundation (NSF) guidelines stipulate "under normal re-budgeting authority, a grantee can internally approve an increase or decrease in person-months devoted to the project after an award is made, even if doing so results in salary support for senior personnel exceeding the two-month salary policy. No prior approval from NSF is necessary unless the re-budgeting would cause the objectives or scope of the project to change. NSF prior approval is necessary if the objectives or scope of the project change." For additional NSF information: https://www.nsf.gov/pubs/policydocs/pappg20_1/nsf20_1.pdf

  1. You may submit one form for the entire summer pay period. Use Rate 1 for summer research that occurs before July 1 and Rate 2 for summer research that occurs after July 1.
  1. All Summer Research forms must be processed no later than the deadline for the last ‘pick up’ payroll during the first week in September each year. Any exceptions will need to be accompanied by a justification signed by the chair and dean.
  1. The 3/9ths limit is calculated using the base salary as follows:
  1. Example: Professor X’s academic year salary for FY20/21 is $90,000. Rate 1 for May and June will be $10,000 ($90,000/9). For FY21/22, Professors X’s academic year salary is hypothetically $95,000. Rate 2 for July and August will be $10,555.55 ($95,000/9).

The amount payable in May and August is pro-rated by the number of work days for summer research in each month and the total should equal 1/9th. Use .524 as the multiplier for calculating the May payroll, and .476 for the August payroll.

For information on how the multipliers were determined, please see the explanation at the end of the guidelines.

The maximum allowable payments for the summer research period of May 13 through August 9 are outlined in the following table:

 

Calculation

Maximum Payment

May Payment

10,000*.524

$5240.00

June Payment

10,000.00

$10,000.00

July Payment

10,555.00

$10,555.00

August Payment

10,555*.476

$5024.18

Total Payment

 

$30,819.18

 

For additional sample calculations, see the examples given at the end of the guidelines.

Should you have any questions about the form, please call the Office of Faculty Affairs and Services at 277-4525 or send an email message to faculty@unm.edu. If you have questions about your index/grant, call the Contract and Grant Accounting.

Basis for Determining May and August Percentages

The basis for determining the percentage of 1/9th of the faculty member's salary that can be paid during the partial months of May and August is the percentage of work days in either month. 

 

Working Days

Calculation

Percentage

Summer Research Days from May 17-31

11

11/21

52.4%

Summer Research Days in August 1-13:

10

10/21

47.6%

Total Summer Research Days in May/August:

21

N/A

100%



Example Scenarios for Summer Research Payment Calculations

 

Example A: Faculty A will receive maximum payment for May, June, July, August. Faculty A has a SAC for both AY 20/21 and AY 21/22.

 

9 mo Base

SAC

Total

2020/2021 Contract

$55,000.00

$5,000.00

$60,000.00

2021/2022 Contract

$56,650.00

$5,000.00

$61,650.00

 

 

 

 

 

 

 

 

 

Calculation

Rate

 

Rate 1 (2019/2020 contract)

$60,000/9

$6,666.67

 

Rate 2 (2020/2021 contract)

$61,650/9

$6,850.00

 

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

$6,666.67*.524

$3,493.34

 

June Payment

$6,666.67

$6,666.67

 

July Payment

$6,850.00

$6,850.00

 

August Payment

$6,850*.476

$3,260.60

 

 

 

Example B: Faculty B will receive maximum payment for May, June, July, August. Faculty B has a SAC for AY 20/21 and no SAC in AY 21/22.

 

9 mo Base

SAC

Total

2020/2021 Contract

$55,000.00

$5,000.00

$60,000.00

2021/2022 Contract

$56,650.00

$-

$56,650.00

 

 

 

 

 

 

 

 

 

Calculation

Rate

 

Rate 1 (2020/2021 contract)

$60,000/9

$6,666.67

 

Rate 2 (2021/2022 contract)

$56,650/9

$6,294.44

 

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

$6,666.67*.524

$3,493.34

 

June Payment

$6,666.67

$6,666.67

 

July Payment

$6,294.44

$6,294.44

 

August Payment

$6,294.44*.476

$2,996.15

 

 


Example C: Faculty C will receive maximum payment for May, June, July, August. Faculty C does not have a SAC in AY 20/21 and will have a SAC in AY 21/22

 

9 mo Base

SAC

Total

2020/2021 Contract:

$55,000.00

$-

$55,000.00

2021/2022 Contract

$56,650.00

$5,000.00

$61,650.00

 

 

 

 

 

Calculation

Rate

 

Rate 1 (2020/2021 contract)

$55,000/9

$6,111.11

 

Rate 2 (2021/2022 contract)

$61,650/9

$6,850.00

 

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

$6,111.11*.524

$3,202.22

 

June Payment

$6,111.11

$6,111.11

 

July Payment

$6,850.00

$6,850.00

 

August Payment

6,850.00*.476

$3,260.60

 



Example D: Faculty A (see payment schedule from Example A) will be conducting summer research for several weeks during the summer research period. Payment can be pro-rated by the number of days worked in the month. The maximum number for work days per month for the 2021 summer research period is given below.

 

Maximum Number of Work Days

May 2021

11

June 2021

22

July 2021

22

August 2021

10

 

Example D.1:   Faculty A working 5 days (1 week) in May
Calculation:      5 days/11 total work days*Maximum May Payment  

            5/15*$6,111.11*.524 = $1,067.41

Example D.2    Faculty A working 10 days (2 weeks) in June
Calculation:      10 days/22 total work days*Maximum June Payment

           10 days/20 total work days*$6,111.11 = $3,055.55

Example D.3:   Faculty A working 15 days (3 weeks) in July
Calculation:      15 days/22 total work days*$6,850.00 = $4,467.39

Example D.4:   Faculty A working 2 days in August
Calculation:      2 days/10 total work days*$6,850.00*.476 = $652.12