Reduced Responsibility Policy, Process and Status on Implementation

1
Reduced ResponsibilityPolicy, Process and Status
on Implementation

• Presented by
• Carol Rhodes
• Associate Director
• Office of Sponsored Programs
• Michael Anthony
• Executive Director
• Management Accounting Analysis
• To MRAM
• November 14, 2013

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What is Reduced Responsibility?

• Reduced Responsibility defines a temporary
  reduction of a faculty members base salary
  commensurate with a reduction in the faculty
  members institutional responsibilities. This
  does not result in a reduction of the faculty
  members appointment with the University.

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Factors that lead to RR status

• Loss of external funding as source of salary
  support
• Loss of internal funding with intent to seek
  external funding as source

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Purpose of GIM 38

• The why Per federal sponsor requirements
  (disallows increase in IBS due to securing
  external funding)
• The who/what
• Defining Faculty
• Defining Reduced Responsibility (RR) status
• The how
• Standardized documentation and review of RR
  status
• Return to full base salary and responsibility
  process
• The requirement to follow the process of
  documentation
• Mandatory
• Uniform across all schools/colleges

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Documentation of Responsibilities

• Alleviates appearance of increase of base salary
  due to increase in external funding, once
  external funding sought and obtained.
• When funding secured, reflects a restoration to
  previous base salary and responsibilities.
• Allows faculty member to continue using IBS on
  proposals - reduces risk that a lower amount will
  be required by sponsor to calculate compensation
  off grant.

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Overview of RR Status Procedures

• Identification of RR status
• Reduced Responsibility Documentation
• Recording at Department level
• Tracking at Central level
• Proposals Effort and Salary calculation
• Ending RR status

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Identifying RR StatusWho and How

• Faculty member When reduction in external
  funding imminent (based on sponsor notifications,
  communications)
• Department administrator Use Reporting Services
  to generate a report identifying discrepancies
  between appointment level current distributions
• Payroll coordinator Notify the department
  administrator if a faculty members paid
  distribution reduces based on changes to
  externally funding

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Documenting the RR Status

• Responsibilities prior to loss of external
  funding documented
• Responsibilities while in Reduced Responsibility
  status
• Responsibilities once external funding secured
  and a return to full base salary level
• All faculty members will use standardized
  documentation

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Example RR status documentation
Part A Prior to RR Status
Institutional Base Salary
Part B During RR Status
RR Status Salary (Not IBS)
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Where does the documentation go?

• Approval required by Chair/Director, Dean
• Original filed with payroll records
• Copy sent to faculty member

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How will it be centrally tracked?

• New Earn Type in OPUS (RRD Reduced
  Responsibility Distribution)
• RRD earn type reflects of reduced effort
• Entered by the payroll coordinator

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OPUS
OPUS with RRD
OPUS before RRD
Dollars Percent
Grant A 30,000 20
Grant B 30,000 20
Non-Grant 90,000 60
150,000 100
Dollars Percent
Grant A 30,000 20
RRD 20
Non-Grant 90,000 60
120,000 100

• Use the RRD percent to calculate the missing
  salary amount

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Proposal Writing Use IBS

• RR documentation provides basis for using IBS
  level immediately prior to RR status to calculate
  salary on proposals (rather than using the
  reduced amount)
• Include statement in budget justification
• Full-appointment Institutional Base Salary
  amounts are used in all salary calculations,
  including for any researchers who may have a
  part-time or reduced responsibility appointment
  and correspondingly reduced compensation.
  Proposed effort is also expressed in relation to
  full-appointment effort, so the requested salary
  is consistent with proposed effort.
• As before, effort/time to carry out proposal
  writing is not paid from grants.

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Supporting Scholarly Activities

• Support provided to faculty from non-federal
  funds for scholarly responsibilities (e.g., grant
  proposal writing, administrative activities)
  should remain consistent with the academic units
  practice and GIM 35.

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How does RR status end?

• External funding secured
• Same RR Status Form used to reflect restoration
  to full base salary and commensurate
  responsibilities
• RR status at 3 year maximum
• Appointment is renegotiated

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GIM 38 Implementation Steps

• Final approval by Provost (?)
• Finalize RR Status Form (?)
• Finalize communication plan materials
• Conduct informational sessions for faculty and
  staff
• Post GIM 38

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Thank You