The Summer Pay Request (SPR) form should be used for faculty employees who have an academic year appointment. For employees who have full calendar year appointments, a Change of Status (COS) form or online request should be used.
The faculty member should complete the Summer Payment Request (SPR) form for External Grants or Contracts. This form should be submitted with the Faculty Special Pay form and reviewed by the Dean’s Office before submission to GCSR. The Dean’s Office will route the required forms to GCSR for all grant or contract funding requests.
Oakland University guidelines for payments to faculty employees outside the regular service period stipulate that no more than 45% of base salary may be paid for teaching and other related duties over the course of the entire summer term. Any payment request should comply with the Oakland University guidelines and sponsoring agency restrictions, if applicable.
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Enter the identifying information for the employee who will be working during the summer term. Please be aware that the home department for the employee may be different than the unit responsible to approve charges to the fund. The
Faculty Special Payment (FSP) form requires signatures of the persons responsible to approve charges.
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The Summer Payment Request must be signed by the employee who will receive payment during the summer term.
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Either the payment amount or the percentage of efforts should be completed; both are not necessary.
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An Earnings Code of 324 and Subaccount C053 must be used for the transaction to correctly allocate fringe benefits.
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The Banner transaction number is a required field on the form and should be entered prior to sending the forms to GCSR. If the amounts change due to the 45% limit or sponsored restrictions, the electronic transaction will be sent back to the Dean’s Office with comments. The transaction should be corrected online.
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Submit a Faculty Special Payment form for each funding source. Please note the following:
a. An FSP form has only one funding source indicated because the signers on the FSP are the persons responsible for oversight of the single fund.
b. The signatures obtained on the FSP certify that the fund fiduciaries approve of the commitment against the fund. However, the signature obtained on the SPR is confirmation of the employee's commitment to perform activity during the summer term. If the employee becomes aware of a change prior to the 10th workday of the month, an email notification should be sent to ougcsr@oakland.edu to stop payment.
c. The employee will receive an Effort Certification report at the end of the summer term to confirm the activity actually performed during the summer term. If there is a significant difference of planned vs. actual activity, a refund may be due to the sponsoring agency. Summer payments are made for activity that occurs during the summer term only. It is not appropriate to request payment for work completed during the academic term in the summer; to do so is a violation of compliance with grant/contract terms and Oakland University policy.
d. The limit of 45% applies to all activity during the summer term, including teaching and other related professional duties. Salary above the base academic term amount is unallowable for a comparable period of time, i.e., $50,000 academic pay would limit summer pay to $22,500 (45% x $50,000), however, if only 1/2 the summer term is worked, the limit would be $11,250. If a faculty member received $4,800 for teaching during this time, research pay would be limited to $6,450.
e. Sponsor restrictions override Oakland University policy. If the sponsor does not permit summer pay or restricts pay and/or benefits, Oakland University will not approve payment of the sponsor funds in excess of these restrictions.
The GCSR fax number is (248) 370-2973. Emails may be sent to ougcsr@oakland.edu for questions related to summer salary approvals.