Overview
This category includes salaries (monthly or annual rate) and wages (hourly rate) for all personnel--faculty, staff and students. Both the amount of salary to be paid from the grant and percentage of effort (based on full-time equivalency or 1.0 FTE) to be allocated to the project should be indicated. The university must document actual project effort through the Activity Reporting System after the fact on a quarterly and annual basis, so a careful analysis of project personnel requirements should be made.
Calculation of the total salaries or wages for each employee or TBA position is based on the salary base multiplied by percentage of effort during the period of support. For example, a $30,000 9-month salary base at 1.0 FTE for 6 months totals $20,000 ($30,000/9 mon. x 1.0 x 6 mon.). In determining salaries for unfilled TBA positions, the average salary for the appropriate rank found in the UO's salary reports (web link below) may be used as a guide or use salaries based on similar positions in the department or discipline.
Summer support for faculty members on 9-month appointments is calculated at 1/9 of the academic year salary times the number of months, for up to 3 months (e.g., 2/9 of $30,000 at 1.0 FTE totals $6,667). NSF limits summer support to two-ninths (2/9) of the regular academic-year salary but other agencies may support up to three summer months. However, the total salary (and associated effort) for an individual for all position-related responsibilities (teaching, research, administration, etc.) cannot exceed 100% of the full-time 12-month base salary, regardless of the source of funding (i.e., totally grant-supported or combined state general funds and grant funds).
Salary and wage increases for all types of appointments should be figured into subsequent budget periods of a multi-year project. With outside factors such as collective bargaining agreements, federal minimum wage levels, and current economic conditions in the state and nationally, projecting accurate salary and wage increases is difficult. Therefore, it is strongly advised that PIs use any known rate increases or projected rates of increase announced by the university for future periods. If rate increases are unknown, an annual increase of 5% on salaries and wages should be budgeted.
Academic ranks and appointment procedures are discussed in the UO Faculty Handbook, UO Policy Statements Section 3.0, and "The Academic Appointments Process - A Guide to the Required Forms," available from the Office of the Provost. Contact ORSA for assistance in any aspect of determining appropriate ranks and salary for project personnel.
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Typical UO Salaries for Academic Positions
The UO Office of Resource Management has salary information by department, college and position based on aggregate salaries campus-wide across all ranks. They serve as a starting point for new positions funded on grants. Actual salary levels may vary by discipline or field and PIs are encouraged to consult with their department or center/institute to determine an appropriate and equitable salary for new hires. The ORM reports on salary are located at: http://rm.uoregon.edu.
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Graduate Teaching/Research Fellows (GTFs)
Graduate fellows (GTFs) are employed in teaching and research under the terms of the GTFF Collective Bargaining Agreement. The maximum annual FTE for GTFs is .49 FTE and the minimum is .20 FTE. Overload above .49 FTE is possible in the summer with approval of the Dean of the Graduate School. The 9-month minimum salary rates are on the Quick Reference Card. Appointments are prorated based on a 9-month salary at 1.0 FTE. There is no maximum salary level for GTFs, and academic and administrative units may pay at a higher level than the minimum so long as salary equity by level of appointment for GTFs is maintained in the unit.
Summer GTFs who do not require academic credit to satisfy program or degree requirements, or who find that required courses are not offered in the summer term, may hold a GTF appointment without being required to register. To determine whether a summer GTF has sufficient FTE to obtain a tuition waiver, multiply the annual rate by .20, then multiply this figure by .20. The final total is the minimum budgeted amount needed for a summer tuition waiver. Example: Annual rate @ $19,530 x .20 x .20 = $781, which is the minimum budgeted summer pay for a GTF III to qualify for a waiver. GTFs who are not enrolled for a least 9 credit hours will have their pay subject to FICA, unless they are on F-1 or J-1 visas.
A "Summer Sandwich" tuition waiver (an instructional fee remission; the student must still pay non-instructional fees) is available to students who will not be hired as GTFs during the summer, provided the student qualifies as having a contract at least 2 terms during the current academic year and will be appointed for the following fall term, or held a spring term appointment in the current AY and will be appointed for all 3 terms the following academic or fiscal year. The Graduate School has a request form for the summer sandwich tuition remission, which requires department signature. Tuition remission under the summer sandwich has not been charged to grants in the past; however, this may change and PIs should consider budgeting tuition for GTFs working in the summer at the same rate as the AY resident tuition.
The University subsidizes non-instructional fees for GTFs. Rates are on the Quick Reference Card. GTFs pay the balance of non-instructional fees. Fees should be included as Fringe Benefits and will be charged F&A.
GTFs receive health care coverage under the contract for up to 4 terms per year (the contract now provides summer term insurance coverage for all GTFs and their families). Rates are on the Quick Reference Card. Use actual costs for each GTF who is already known or employed. For GTFs not yet hired, use the recommended average costs based on academic year plus summer coverage. The insurance should be budgeted as fringe benefits and added to the regular 1% OPE rate for GTFs.
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Classified Support Staff
Departmental secretarial support is often not available to researchers for grant activities; consequently, support staff must be included in the budget. With revisions in July 1993 to the federal guidelines (OMB Circular A-21) on charging administrative and clerical costs to grants, it is essential that support staff duties be fully justified and linked to specific project activities (request ORSP memo of July 29, 1994, for more details). Percentage of effort should be at adequate levels (no less than 5% or 10%) so as to justify inclusion of these costs on the grant and be clearly and easily documentable. Compensation plans with classification titles and salary ranges for classified staff are updated periodically and made available by the Office of Human Resources. Appointments must follow normal personnel practices and meet the terms of the bargaining agreement when appropriate. Some appointments on grants may be of a temporary nature; consult with the Human Resources office regarding this type of appointment prior to conducting a search.
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Students
Both undergraduate and graduate students (if less than .20 FTE) may be hired for hourly wages. (Graduate students working more than 8 hours/week on average must be hired as GTFs under the collective bargaining agreement.) This type of appointment differs from that of a graduate research fellow (GTF) in that the grant is not required to pay tuition for student hires and there is no collective bargaining agreement for this employee group. Student wage schedules are periodically updated. The rates below incorporate rate increases based on the State of Oregon minimum wage law. The minimum wage is the entry-level rate and students may be paid within the range for the appropriate classification. The Office of Human Resources should be consulted regarding student classification descriptions.
Students eligible for financial aid under the College Work-Study Program may be hired on a grant. The grant pays the institution's matching requirement of 25% of total wages plus 100% of fringe benefits on total wages (both the institution and federal shares).
Rates are on the Quick Reference Card.
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