Summer Pay Guidelines

Generally, rate of pay is based on credit hours of the course and figured at the rate of one credit hour generating 3.33% of the previous academic year's full‑time compensation rate, but units may determine other methods that do not exceed this maximum. Financial considerations may involve a rate of pay that is equivalent to the adjunct rate.

For example, a faculty member teaching a three credit hour course and a two credit hour course would have a summer salary at 16.65% of the previous year’s compensation rate (i.e., 5 credit hours x 3.33%). Teaching two 3-credit hour courses during the summer is considered a full summer load. Appointments beyond the norm may be made in cases of institutional need, to a maximum salary of 27.5% of the preceding academic year rate. This 27.5% limit applies when faculty are only teaching.

Should the course be offered in a format other than the typical six‑week session, rate of pay will still be based on the credit hours (e.g., a 3 credit hour course will be equivalent to 10% of the previous full‑time rate whether the course is offered in a five or seven week format).

Normal summer appointments for activities other than teaching, on general funds or on outside (grants and contracts) funds may be made during any period from the day after commencement (May 13, 2023) until one week prior to the beginning day of fall classes. Long‑standing university practice requires that the weekly rate not exceed 2.5% of the previous academic year’s compensation rate. Federal funds must be spent in keeping with these university guidelines.

Consequently, the maximum appointment would be for 13 weeks or a total appointment based on 32.5% of the previous academic year full‑time rate (i.e., 13 weeks at 2.5%). However, some granting agencies may have restrictions on how much summer effort they will support. Therefore, appointments made to grant accounts should be made in accordance with any restrictions. 

In addition, in order to meet auditing requirements, the Edocs should show a five-day appointment for each 2.5% academic year salary claimed; i.e., a nine‑week appointment that begins on Monday must conclude on Friday nine weeks later. In conformity with requirements of Circular A‑21 of the Federal Office of Management and Budget, we shall be required to have faculty members confirm individual distributions of time and effort devoted to those activities for which they have been appointed and compensated.

A particularly important aspect of this requirement is that persons appointed on grants for 40 standard hours must certify that they actually devoted 40 standard hours of their compensated time on these sponsored projects. As usual, faculty members must be able to attest they were engaged in activities for which they were appointed during their summer appointment.

Combinations of summer appointments for teaching, research, curricular development, or administrative work can be held concurrently as long as the FTE does not exceed 100% during any time interval, (at up to 32.5% of the previous full‑time academic year rate) or 13 weeks of work, and as long as the rate for teaching is calculated at 3.33% per credit hour. 

If a faculty member is committed to teaching 6 credit hours in a summer session, this ordinarily will constitute a full‑time (40 standard hours) commitment and no other type of summer appointment may be held within this time frame without the prior approval of the school dean and the assistant vice chancellor for faculty affairs.

If a summer appointment involves teaching less than six hours in a regularly scheduled summer session, the maximum allowable appointment for assigned research or administrative work must not exceed the 13 week limitation, the 40 standard hour limitation or the 32.5% limitation. For example, a faculty member teaching a 3 credit hour course in a six week summer session could also accept a research appointment for six weeks at an additional 15% of the previous full‑time compensation rate for a combined total summer appointment of 26.5% (i.e., 3 credit hours x 3.33% plus 8 weeks x 2.5% = 20.99%).

Summer appointments for teaching, non-teaching activities or a combination thereof, which are full-time and in excess of eleven weeks may be approved by the assistant vice chancellor for academic affairs: if recommended by the department chair and dean; if institutional or project need can be demonstrated; if permitted by any granting agency involved; and if the standard hours do not exceed 100% during any period of the appointment.

The faculty member must be ready to attest that the entire period(s) of the appointment(s) will be spent working on the designated project(s)/course(s). In no case will an exception be granted beyond 13 weeks (32.5% of the previous academic year rate).

All summer appointments will be processed with the Create Summer Pay eDoc. For summer I and summer II, selecting the session will allow the correct dates to populate the edoc. For dates outside the regular summer session, select Irregular (IRR), and enter the appropriate start and end dates. 

Training for summer eDocs is available – contact Karen Lee (ude[dot]ui[at]2eelk) for information.

Keep in mind that in order to process a Create Summer Pay eDoc for a summer appointment, a faculty member or lecturer must have been employed with IU on an adjunct or full‑time basis during the previous spring semester. This would include full‑time visiting faculty who were here the previous semester as well.

To determine standard hours for full-time faculty for teaching:

6 credits =      40 Standard Hours, at 20% of previous academic year’s compensation rate

3 credits =      20 Standard Hours, at 10% of previous academic year’s compensation rate

To determine standard hours for adjunct faculty:

6 credits =      24 Standard Hours (maximum for summer)

3 credits =      12 Standard Hours

Graduate students appointed during the summer may work up to 40 standard hours without special justification. However, no appointments in excess of 40 standard hours will be allowed. The chart for minimum salary ranges for AC3s is attached.

In compliance with the Affordable Care Act, students who did not hold an appointment in the preceding spring semester must be appointed on a 12-month student position (not a summer position) to ensure health insurance coverage.

Use the Additional Pay eDoc and select Academic Overload (AOV) from the Administer Additional Pay: Additional Pay screen. If a faculty member is appointed to a 12-month position, they cannot be paid as a summer session appointee. They must be paid on an Overload basis. Combinations of summer teaching, research, administrative, and workshop appointments must not exceed 40 standard hours during any time interval.

Any possible exception to this limitation must be approved in advance by the Office of Academic Affairs.

Request for approvals can be sent to acadhr@iupui.edu.