This serves to document the current Research Foundation procedure for processing faculty overload payments. Please note that this process has been in place for some time and does not denote a change.
Purpose

To ensure faculty overload payments are processed in accordance to OMB Circular A-21 in addition to  requirements under Old Dominion Unveristy Policies and procedures in general and Old Dominion University policy and Procedure 5200 in particular.

Policy

Faculty overload may be allowable as a direct charge against sponsored programs in certain limited circumstances pursuant to OMB A21:

>From OMB A21, Section J.8.d.(1)

“Since intra-university consulting is assumed to be undertaken as a university obligation requiring no compensation in addition to full-time base salary, the principle also applies to faculty members who function as consultants or otherwise contribute to a sponsored agreement conducted by another faculty member of the same institution. However, in unusual cases where consultation is across departmental lines or involves a separate or remote operation, and the work performed by the consultant is in addition to his regular departmental load, any charges for such work representing extra compensation above the base salary are allowable provided that such consulting arrangements are specifically provided for in the agreement or approved in writing by the sponsoring agency.”

Procedure

PI completes 108 form and submits to Research Foundation.

Upon receipt of 108, HR identifies object code for compensation. If HR codes compensation as 5120, compensation is considered in addition to University base salary.

HR will send Supplemental Compensation Authorization Form to PI if not received with 108.

PI is to complete and to sign form providing detailed justification for payment and obtain signatures of Department Chair, Dean, and Academic Affairs.

Once signatures are obtained, PI is to forward document to HR Department at Research Foundation.

HR will verify 108 is complete.

GCA will verify 108 and Supplemental Compensation Authorization forms are complete. If not, GCA will contact HR for 108 issues and PI for issues with Supplemental Compensation Authorization form.

GCA will verify that justification for payment details how activity crosses departmental lines or involves a separate or remote location. If justification is inadequate, GCA will contact faculty member for detail (at least once by phone, twice by e-mail with read reply). If faculty member is unresponsive, GCA will send form back in campus mail for completion.

GCA will verify justification for payment details how activity is in addition to regular work assignment. If not, GCA follow procedure above.

GCA will review award document for specific approval of overload. Budget justifications should identify specifically when overload is being proposed. If not in award document or in proposal budget justification, GCA will contact sponsor to request approval.

GCA will sign document and forward to Manager, Sponsored Programs for review. Manager, Sponsored Programs will initial and forward to Executive Director.

Once Executive Director signs, fully approved Supplemental Compensation Authorization and 108 forms will be sent to Payroll.