A request for summer salary indicates a commitment to put forth the comparable effort on the particular project during the summer, not the academic year. Effort expended during the AY does not satisfy a commitment related to the receipt of summer salary.

All effort devoted and corresponding salary charged to sponsored projects must be in compliance with sponsor and University policies. Committed effort on a sponsored project should be devoted exclusively to the activity supported by that sponsored project. Other activities performed during the summer months (e.g., administrative or academic activities, vacation, writing new proposals) may not be charged to sponsored projects. 

Sponsors may have restrictions on summer salary. Faculty should therefore consult their grant terms and conditions prior to committing summer effort. Any questions regarding sponsor terms or conditions should be directed to Sponsored Projects.

Faculty summer salary is defined as the period outside of the academic year. Summer salary that is paid in the "summer period" will be reflected in a separate effort report. Faculty members who receive summer salary and also have AY salary allocated to sponsored funding will receive two effort reports for each semi-annual reporting cycle: one for the summer period and one for the academic period. 

Because of system limitations associated with summer salary and effort reporting, in most cases effort percentages will need to be documented via comments within the effort report.

When processing a costing allocation in Workday, please complete and attach the Summer Salary Costing Allocation Template.

Summer Salary Costing Allocation Template [XLS]

Documentation

The effort certification partner (ECP) may want to include additional supporting documentation, such as a Salary Cap Worksheet, payroll accounting adjustments (PAAs) or the Faculty Summer Salary Supplementation Form (for BioMed units).

To attach supporting documentation:

• After retrieving/opening the effort report, select Change Effort.
• Attach supporting documentation via the attach feature (select the paper clip icon).
• Include comments explaining the document that was attached.
• The certifier will be able to open the attachments when reviewing and certifying their effort reports.

Below are examples of common summer effort reporting scenarios that require changes to the summer effort report.

Faculty Member Spreads AY Pay Over 12 Months 

A faculty member may choose to spread AY pay over 12 months.

One Job and Summer Pay

If the faculty member has one job listed in Workday and is receiving summer pay only, the effort report should include faculty summer pay allocations and AY pay received during the summer period. If the faculty member’s salary is over a sponsor-imposed cap, the over-the-cap portion of pay is also included on the effort report.

Due to system limitations the percentages on the effort report are required to total 100%. The percentage on the effort report is not correct and actual effort will need to be described in the comments field of the effort report.

There is no “effort attributable to the pay allocations that represent the spread of academic year salary”; therefore the percentages noted do not represent effort and this needs to be noted in the comments field.

In most cases, effort during the summer months is less than 100% and, in these cases, the actual percentage effort associated with the sponsored award needs to be noted in the comments field of the effort report.  

Multiple Jobs and Summer Pay

If the faculty member has multiple jobs listed in Workday and is receiving summer pay, the effort report should include pay allocations during the summer period for all jobs (e.g., faculty summer pay, monthly stipend for serving as chair) in addition to the academic pay that is being spread over the summer months. If the faculty member’s salary is over a sponsor-imposed cap, the over-the-cap portion of pay is also included on the effort report.

Due to system limitations the percentages on the effort report are required to total 100%. The percentage on the effort report is not correct and actual effort will need to be described in the comments field of the effort report.

There is no “effort attributable to the pay allocations that represent the spread of academic year salary”; therefore the percentages noted do not represent effort and this needs to be noted in the comments field.

In most cases, effort during the summer months is less than 100% and, in these cases, the actual percentage effort associated with the sponsored award needs to be noted in the comments field of the effort report.  

Faculty Does Not Spread AY Pay Over 12 Months 

A faculty member may choose not to spread academic year pay over 12 months.

One Job and Summer Pay

If the faculty member has one job in Workday, the effort report should include faculty summer pay allocations on sponsored funding during the summer period. If the faculty member’s salary is over a sponsor-imposed cap, the over-the-cap portion of pay is also included on the effort report.

Due to system limitations the percentages on the effort report are required to total 100%. In most cases effort during the summer months is less than 100%, and in these cases, the actual percentage effort for each sponsored award needs to be noted in the comments field of the effort report.  

Multiple Jobs and Summer Pay

If the faculty member has multiple jobs in Workday, the effort report should include pay allocations during the summer period for all jobs (e.g., summer pay and monthly stipends for serving as chair). If the faculty member’s salary is over a sponsor-imposed cap, the over-the-cap portion of pay is also included on the effort report.

Due to system limitations the percentages on the effort report are required to total 100%. If effort during the certification period is less than 100%, the actual percentage effort for each sponsored award needs to be noted in the comments field of the effort report.