Skip to main content

Summer Research Guidelines


Summer Research compensation is for faculty who have contract or grant awards with summer salary itemized in the budget. 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 also 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 Provost's Office via the Senior Vice Provost.


Please follow the guidelines below when preparing summer research forms: 

  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 pay themselves more than 1/9th of their salary in any one summer month. Faculty on 9-month appointments may pay themselves a maximum of 3/9ths of their academic year salary during the summer. Academic year salary is defined as the 9-month base salary plus any special administrative component (SAC) that was in effect at the time the summer research payment was approved. Specifically, the pay rate (Rate 1) for May and June is determined by the 2017/2018 academic year salary and the pay rate (Rate 2) for July and August is determined by the 2018/2019 academic year salary. Revisions to an academic year contract will not result in revisions to summer research payments. The calculations for the maximum allowable payments must include 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: If research to be performed is for a National Science Foundation award, the maximum compensation is limited to no more than two months of regular salary in any one year, including summer salary. This limit includes salary received from all NSF funded grants.
  3. You may submit one form for the entire summer period pay. Use Rate 1 for summer research that occurs before July 1 and Rate 2 for summer research that occurs after July 1.
  4. The 3/9ths limit is calculated using the base salary as follows. Example: Professor X's academic year salary for FY17/18 is $90,000. Rate 1 for May and June will be $10,000 ($90,000/9). For FY18/19, Professors X's academic year salary is $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 .636 as the multiplier for calculating the May payroll, and .364 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 14 through August 10 are given the table below: 

 

Calculation

Maximum Payment

May Payment

10,000*.636

$6360.00

June Payment

10,000.00

$10,000.00

July Payment

10,555.00

$10,555.00

August Payment

10,555*.364

$3842.02

Total Payment

 

$30,757.02


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


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. 

Should you have any questions about the form, please call the Office of Faculty Affairs and Services at 277-4528 or by email at faculty@unm.edu or 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 was the percentage of work days that fall in either month. Specifically: 

 

Working Days

Calculation

Percentage

Summer Research Days from May 14-31

14

14/22

63.6%

Summer Research Days in August 1-10:

8

8/22

36.4%

Total Summer Research Days in May/August:

22

N/A

100.00%



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 17/18 and AY 18/19. 

 

9 mo Base

SAC

Total

2017/2018 Contract

$55,000.00

$5,000.00

$60,000.00

2018/2019 Contract

$56,650.00

$5,000.00

$61,650.00

 

 

 

 

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

6,666.67*.636

$4,240.00

 

June Payment

6,666.67

$6,666.67

 

July Payment

6,850.00

$6,850.00

 

August Payment

6850*.364

$2.493.40

 

CalculationRate
Rate 1 (2017/2018 contract)60000/9 $6,666.67
Rate 2 (2018/2019 contract)61,650/9 $6,850.00

CalculationMaximum Payment
May Payment6,666.67*.636$4,240.00
June Payment6,666.67$6,666.67
July Payment6,850.00$6,850.00
August Payment6850*.364$2.493.40


Example B: Faculty B will receive maximum payment for May, June, July, August. Faculty B has a SAC for AY 17/18 and no SAC in AY 18/19. 

 

9 mo Base

SAC

Total

2017/2018 Contract

$55,000.00

$5,000.00

$60,000.00

2018/2019 Contract

$56,650.00

$-

$56,650.00

 

 

 

 

 

 

 

 

 

Calculation

Rate

 

Rate 1 (2017/2018 contract)

60000/9

$6,666.67

 

Rate 2 (2018/2019 contract)

56,650/9

$6,294.44

 

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

6,666.67*.636

$4,240.00

 

June Payment

6,666.67

$6,666.67

 

July Payment

6,294.44

$6,294.44

 

August Payment

6,294.44*.364

$2,291.18

 


Example C: Faculty C will receive maximum payment for May, June, July, August. Faculty C does not have a SAC in AY 17/18 and will have a SAC in AY 18/19 

 

9 mo Base

SAC

Total

2017/2018 Contract:

$55,000.00

$-

$55,000.00

2018/2019 Contract

$56,650.00

$5,000.00

$61,650.00

 

 

 

 

 

Calculation

Rate

 

Rate 1 (2017/2018 contract)

55,000/9

$6,111.11

 

Rate 2 (2018/2019 contract)

61,650/9

$6,850.00

 

 

 

 

 

Calculation

Maximum Payment

 

May Payment

6,111.11*.636

$3,886.67

 

June Payment

6,111.11

$6,111.11

 

July Payment

6,850.00

$6,850.00

 

August Payment

6,850.00*.364

$2,493.40

 



Example D: Faculty A (see payment schedule from Example A) will only 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 2018 summer research period is given below.

 

Maximum Number of Work Days

May 2018

14

June 2018

22

July 2018

22

August 2018

8



Example D.1: Faculty A working 5 days (1 week) in May
Calculation: 5 days/14 total work days*Maximum May Payment 
5/14*$6,666.67*.636 = $1,514.29


Example D.2 Faculty A working 10 days (2 weeks) in June
Calculation: 10 days/22 total work days*Maximum June Payment
10 days/22 total work days*$6,666.67 = $3,030.30


Example D.3: Faculty A working 15 days (3 weeks) in July
Calculation: 15 days/22 total work days*$6,850.00 = $4,670.45


Example D.4: Faculty A working 2 days in August
Calculation: 2 days/8 total work days*$6,850.00*.364 = $623.35