Auburn University Scholarship Incentive Program Implementation Guidelines

In compliance with the Auburn University Scholarship Incentive Policy, as approved by the Auburn University Senate, Provost, and President, the Office of the Provost provides the following requirements for implementation of the policy.

While the policy states that each department or unit may determine the manner of distributing its own incentive funds, the variety of distribution schemes offered in the first year of the Scholarship Incentive Policy presented administrative challenges not easily overcome causing, among other things, delays in approval of payments.  The following requirements are provided to ensure consistency in interpretation and implementation of the policy, to simplify administrative processes, and to improve the ability of the institution to make timely payments under the policy.

Implementation requirements:

  1. The participant must be a fulltime faculty member with a portion of their salary paid from an externally-sponsored project or gift account;

  2. Externally-sponsored project budgets must include the maximum allowable overhead (F&A) and must not contain voluntary cost share;

  3. IPA Agreements, paid sabbaticals, or Federal Appropriations (i.e. Hatch, Smith Lever, McIntire Stennis) are not eligible sponsored projects for the purposes of generating salary savings under the Scholarship Incentive Policy;

  4. The participant’s institutional base salary must have been budgeted at the start of the fiscal year on base budget or endowment earnings in order to generate salary savings;

  5. If the participant’s base salary is budgeted less than 100% on base budget or endowment earnings, that portion not budgeted must be accommodated first before the participant will be eligible to receive a Scholarship Incentive payment;

  6. Scholarship Incentive payments will be calculated based upon salary savings generated between October 1 and September 30;

  7. Depending upon the amount of salary savings generated, the participant may receive a Scholarship Incentive payment up to but not to exceed 20% of their budgeted 9 or 12 month base salary (as applicable) as of October 1;

  8. On or before November 30, Scholarship Incentive payment requests approved by the participant, the Department Head and the Dean will be provided to the Provost Office for verification and approval.  Any request not received by close of business on November 30 will be automatically denied;

  9. Scholarship Incentive payment requests consist of the completed SIP Request for Payment form and backup evidence of payroll, budget, and sponsored project information (Cover Form’s, labor distribution, salary charges, etc.) documenting the generation of salary savings;

  10. Scholarship Incentive payments will be approved on or before January 31 of the fiscal year following the fiscal year in which the salary savings were generated;

  11. The appropriate personnel for the participant’s time keeping location will process the required EPAF for approval on or before the payroll deadlines established for the February 28 pay date.

  12. The participant will refund the Institution if salary transfers are processed that reduces the salary savings upon which the Scholarship Incentive payment was based;

  13. Funds used to relieve the faculty of assigned duties (e.g., instructional duties) will be subtracted from the incentive; and

  14. A Dean or Department Head may utilize salary savings generated for purposes other than Scholarship Incentive payments.

Last Updated: Nov. 4, 2014