Summer Salary from Sponsored Program Accounts

Scope

This policy applies to all Indiana University faculty receiving summer salary on any sponsored program account.

Back to top

Policy Statement

It is the policy of Indiana University that summer salary reimbursement from any sponsored program will not exceed 2.5% of the previous academic year’s salary for each full week of service during the summer. Service must be performed consistent with the periods outlined in ACA-33, Academic Appointee Responsibilities and Conduct. In addition, some sponsors (e.g., National Science Foundation) limit the duration of summer appointments, and there are campus limitations on the number of weeks that can be worked in any one summer.

Back to top

Reason for Policy

To establish maximum summer salary rates allowable on sponsored programs.

Back to top

Procedures

While the summer session typically covers 15 weeks, summer salary on sponsored project accounts is typically limited to a maximum of 13 weeks in order to provide the faculty member with vacation time as well as time to prepare and submit new proposals. Pay shall be based upon actual effort provided during the summer months and shall not be based upon effort provided during the prior or upcoming academic year. Most funding sponsors allow summer salary, but the sponsor guidelines should be reviewed during the proposal submission to determine whether prior approval or inclusion in the proposal budget is required by the sponsor. Department and school approval may also be required.

While academic year salary is often cost-shared by academic units, summer salary is rarely cost-shared, and must be approved by the department providing the cost-share funding. The summer session is often spent preparing and submitting proposals to funding sponsors; this activity may not be compensated with summer salary from a sponsored program account. 

Summer salary is processed by the campus Academic Affairs (or equivalent) office.  Questions regarding allowability of summer salary may be directed to the Office for Research Administration.  Questions regarding the process for receiving summer salary may be directed to the Academic Affairs office.

Back to top

Definitions

Summer Salary: Salary received from sponsored program accounts by faculty on academic year appointments for work performed during the summer period.  

Back to top

Sanctions

Charges for summer salary that are not approved as per this policy will be considered unallowable and will be moved to a non-sponsored departmental account.

Back to top

History

Replaces III-80 Policies Related to Contract and Grant Administration: Summer Salary

On September 27, 2023, non-substantive changes were made to clarify the dates when service may be performed. The previous version of the policy can be found here.

A substantive review of the policy was conducted by IU Research and minor non-substantive changes were made in March 2024.

Previous Versions:

• Effective Dates: 10-3-2011 through 5-3-2017

Back to top