During the summer, sponsored project activity increases significantly. Our goal is to provide the most efficient and highest quality service possible while ensuring compliance with university and sponsors' policies.
This memo includes a listing of staff members who will have direct responsibility for submitting summer hire requests associated with sponsored project summer activity. To ensure that you are providing the correct t funding intonation to these individuals, I strongly encourage you to review your Grants Management Report(s), meet with your Grant Analyst in Research Administrative Services, Office of Research and meet the Grants and Contracts Team to determine the available budget. The dates for this year's summer activity are May 7 to July 29, 2023.
Please submit all hire related requests no later than Friday, May 19, 2023 Requests sent after this date will be delayed in processing or payment.
This year, ALL Grant Related Summer Hires will be submitted by the following individuals according to responsible area:
HR Delegate--Responsible Area
Riley McKay-College of Arts & Sciences
Jessica Horsley-School of Business
Calena D. Smith-Cathy Hughes School of Communications
Tanya Greenfield-College of Dentistry
Rosemary Pearson-School of Divinity
Linda Jones-School of Education
Ebenga Nzinga-College of Engineering & Architecture
Linda Jones-Graduate School
Ann-Marie Waterman-School of Law
Shahrnaz Niamir-College of Medicine
Catina Brooks-College of Nursing & Allied Health Sciences
Natasha Tiller-College of Pharmacy
Tiffany R. Pearson-School of Social Work
Denise Saunders-Thompson-Chadwick A. Boseman College of Fine Arts
Britney Allen-Office the Provost
To streamline this process, please complete the Summer Salary Request Form (also attached) that will allow you to include details about who will work, start and end dates, amount to be paid, the project number, and whether they are a new hire. If you have not identified the individual, type "TBD" for the name. Once complete, please email the form to the appropriate HR Delegate with a copy to firstname.lastname@example.org with "Summer Activity" as the subject line.
It is very important that we receive fully completed Summer Salary Request Form. If any grant-related Summer Hires are submitted by individuals other than the HR Delegates, they will be denied.
Faculty Summer Salary
Summer Salary is compensation paid to academic appointed 9-month faculty who perform research on a grant or contract during the summer months of May, June, July, and August or perform additional administrative duties. As you know, Howard University permits faculty members with nine-month appointments to receive additional compensation for work performed during the summer term. The amount of compensation from all funding sources (sponsored research, summer instruction, or other departmental/college activity) for the summer cannot exceed 3/9ths of your IBS. When completing the summer salary Request Form, include all funding sources for your summer salary on the same form. Salary for the summer months is determined by dividing the base salary by nine (9) months, a summer month salary is referred to as 1/9th, two months as 2/9ths, and three months as 3/9ths
All faculty members who are being paid salary from NSF grants must be aware of the following NSF rules: As a general policy, NSF limits the salary compensation requested in the proposal budget for senior personnel to no more than two months of their regular salary in any one year. This limit includes salary compensation received from all NSF-funded grants. This effort must be documented in accordance with 2 CFR § 200, Subpart E.
If you plan to have students paid through Human Resources, please identify the positions or capacity in which you will need students to work on the project. Position information can be submitted even if you have not identified the students. On the summer salary request form type "TBD" for the name. When you have identified the student, you would like to hire follow-up with the appropriate HR Delegate administrator to complete the student hire.
Summer Staff Hiring
If you plan to hire summer staff or summer wage employees, please identify the positions or capacity in which you will need these individuals to work on the project. Position information can be submitted even if you have not identified the individual. On the summer salary request form, type "TBD" for the name. When you have identified the individual, you would like to hire follow- up with the appropriate HR Delegate to complete the summer hire.
Creation of Contingent Workers for Summer Programs
For those faculty members with summer programs supported by extramural funds, please contact the appropriate individual listed above to submit a Contingent Worker Form. To streamline this process, please complete the Contingent Worker Form (also attached). A Contingent Worker is needed for high school and visiting college students, etc. The completion of the Contingent Worker Form will provide high school and visiting college students with the appropriate HU ID and access to buildings. If you are unsure, whether a Contingent Worker Form is needed, please contact the Office of Human Resources for clarification.
Office of Human Resources Guidelines
The Office of Human Resources' General Processing Guidelines will be enforced. Per 500-112 University Hiring Policy, all faculty, staff, and students must be on-boarded and fully approved by the Office of Human Resources prior to working. Individuals who violate this policy will be disciplined, up to and including possible termination of employment.
If you have questions regarding the general processes outlined in this memo, please send an email to email@example.com or call 202-806-6000. For specific questions related to your specific project contact your analyst in Research Administrative Services or call 202-806-4759.
Thank you for adhering to the dates and processes identified in this communication. I appreciate your cooperation.