Supplemental Payments on Sponsored Projects
Supplemental payments to exempt individuals may be allowable on sponsored projects, subject to restrictions based on employee and funding type. Payments to individuals for services above and beyond their institutional base salary may be allowable on Federally-funded sponsored projects as governed by the requirements in the Federal Uniform Guidance (2 CFR 200.430); the effort must be outside the academic year (for all faculty on 9-month appointments) or be documented as outside of normal duties for all other individuals. Sponsored projects funded by other non-Federal sources should be managed similarly. Refer to the table below for detailed guidance.
|Type of Employee
|N/A (Not eligible for supplements): Per GAP 101.6, supplemental payments cannot be issued to hourly employees; assignment to a secondary position is appropriate if additional work is performed outside of their role.
|Per GAP 101.6, supplemental payments may be paid to exempt employees at their existing rate of pay for additional work performed above their institutional responsibilities. Charging a supplemental payment to a sponsored project is only allowable on an exceptional basis, and must be approved in advance by ORA or ORS. If approved, a document must be provided as an attachment to the supplemental pay request iForm, including supporting details for the nature of the work above and beyond the individual’s institutional base salary, an estimate of the amount of additional work provided with an associated calculation of the payment amount, the approval from ORA or ORS, and sponsor prior approval if applicable.
|Faculty (Academic 9-Month Appt)
|As outlined in Chapter 4 of the Duke Faculty Handbook, faculty on 9- and 10-month appointments are eligible to receive summer supplements on sponsored projects, subject to maximums per month and within a summer. Additional guidance is available in the Effort Commitments page of MyResearchPath and in this Summer Effort Quick Reference.
|Faculty (Calendar 12-month Appt)
|As outlined in Chapter 4 of the Duke Faculty Handbook, faculty on 12-month appointments should normally not receive extraordinary pay for additional work outside of their appointment term. If an exception is requested and approved, a document must be provided as an attachment to the supplemental pay request iForm, including supporting details for the nature of the work above and beyond the individual’s institutional base salary, the approval from ORA or ORS, and sponsor prior approval if applicable.
|All Employees at Zero Rate of Pay (Emeritus Faculty, Adjunct Faculty, Visiting Scholar, etc.)
|All supplemental payments to individuals who do not have a current rate of pay (a Duke institutional base salary) must include supporting documentation as an attachment to the supplemental pay request iForm. The support must include: confirmation of the sponsored project’s work completed by the individual, description of the amount of work provided, justification of the rate of pay applied to the amount of work to support the total payment amount, and confirmation from the sponsored project’s Principal Investigator that the work was completed. For example, the justification for the rate of pay for an emeritus faculty could be the most recent IBS rate applied to the amount of person months worked on the project. If the rate of pay per the amount of effort required to complete a portion of the project’s work had been documented in the grant proposal budget, the iForm’s documentation should include the details from the proposal to support the amount of the supplement.