Changes to Regular Salary/Funding

  • For positions that are paid by university (department / state) funding: Submit an inquiry to AskHR.
  • For positions that are paid in full or in part by non-university sources: To request changes involving regular salary, Full-Time Equivalent (FTE), regular salary funding sources including allocation changes, or extensions: please use the聽 (Docusign). This form is also used to request Course Buyouts.

Determining Required Approvers based on Funding

The type of funding determines which approvers are needed for personnel actions. In all cases, approval is required by the employee's manager. To determine other approvers:

  • : Enter the speedtype or other value, and if the first character of the Project is an S, it is an external grant (S) / sponsored funding; these require approval by the Principal Investigator (PI)
  • Grant Funded Numbers lists Fund codes considered external grant / sponsored funding; these require approval by the PI
  • University (department/state) Fund codes are 52110 or begin with 51. These require approval by the Department Chair
  • All other Fund codes require approval by the fund manager
  • Research Investment Funds are Fund code 52129. These require approval by the fund manager and:
    • For faculty, they require approval by the Controller
    • For Staff, they require approval by the Vice Chancellor for Research and Innovation (VCRI)

Office of Sponsored Programs (OSP) provides assistance to faculty and research staff in all aspects of obtaining and managing external research funding. OSP assists with administration of grants and contracts from setup through award closeout.

Course Buyouts

A personnel action form (PAF) must be submitted which will charge the non-university fund $15,000, thereby leaving $15,000 in the university salary account, which will be used to pay the replacement instructor and other expenses.

For course buyouts with Research Investment Funds, see the Principal Investigator (PI) Research Funds Course Buyout.

For course buyouts with grant funds, please use the (Docusign).

Instructions for completing this Docusign form

Employee: The faculty member requesting the course buyout

Approvers / PIs (The faculty member, although a PI, does not need to sign again in this section)

  1. The faculty member's Chair.
  2. If applicable, a co-PI.
  3. If more than one course buyout per academic year is being requested: include the Dean for the second and subsequent course buyouts during that year.
  4. If more than two course buyouts per academic year are being requested: include the Provost for the third and subsequent course buyout requests during that year.

Instructions on filling out the fields within the Docusign form:

  • Action/Action Reason (box 3): Checkmark Course Buyout.
  • Annual Salary (based on full-time employment (FTE)) (box 9): Your regular 9-month academic year salary, which is the base salary plus any pensionable stipends.
  • Appointment End Date (box 5): May be left blank
  • Effective Date (box 4) and Payroll Allocation Beginning Date (for every Human Resources (HR) Combo Code in box 13): Any Sunday in January (for Spring) or the first Sunday in September (for Fall).

The calculations below will arrive at the $15,000 buyout amount regardless of the exact dates chosen, because it is based on one quarter of the salary, which is 13 weeks.

  • Payroll Allocation End Date (for every combo code in box 13): The Saturday spanning 13 weeks after the Effective Date.
  • Allocation percentage for the HR Combo Code of your external grant: $15,000 divided by (Annual Salary divided by 4).
  • Allocation percentage for the HR Combo Code of your standard university salary: 100% minus the Allocation percentage for the HR Combo Code of your external grant.

Additional Compensation