format_list_bulleted Topic Overview

Faculty-Specific Payroll Administration

Paying Stanford faculty members can require additional steps to manage specific situations, such as faculty pay spreads and salary caps to adhere to government and sponsor regulations on charging of salary to sponsored projects. This page also covers payments for benefits and other fees during off-salary months, honoraria and sabbatical leave.

Salary for many faculty appointments is based on a nine-month academic year. Faculty may choose to spread pay for nine-month appointments over 10 or 12 months. This election is specified on the faculty member’s job record in the PeopleSoft HR Management system.

Sponsored projects require a change to salary as it is earned, rather than as it is paid. Faculty who have elected to receive pay for a nine-month appointment over 10 or 12 months require special entries in Labor Distribution to charge associated sponsored projects as the salary is earned. Refer to Resources: Faculty Labor Distribution Entry Templates (Faculty Pay Spreads).

Additionally, sponsored projects may have limitations on the amount of salary that can be charged. For information on salary caps, refer to Salary Cap Administration on the DoResearch website. Special entries are required in Labor Distribution to allocate salary over the cap. Refer to Resources: Faculty Labor Distribution Entry Templates (Faculty Salary Caps) for more information.

Refer to the Labor Distribution webpage for information about getting access, training, how-to instructions and more.

Non-medical school faculty who have nine-month academic-year appointments may receive additional pay if they teach or perform research during the off-duty quarter. Faculty may also receive additional pay for assuming significant administrative duties. Refer to the Faculty Handbook for the supplementary compensation policy. Supplemental pay is added to the faculty member’s regular paycheck. For instructions on initiating off-quarter and supplemental pay, refer to How to: Request Recurring Payment.

Faculty members who elect to have their salary paid over a nine- or 10-month period, who do not receive supplemental pay, must make special arrangements with the Benefits Office for continuation of benefits and to pay normal payroll deductions during the off-salary months of the calendar year (usually July 1 to Sept. 30).

To arrange the direct payment of other fees normally paid through payroll deductions, such as faculty loans or ground and water fees, the faculty member should contact the Faculty/Staff Housing Receivables representative in the FAIR Department of the Controller’s Office.

Occasional token payments for services performed outside of the faculty member's normal academic duties must be paid through Payroll as an honorarium. The full fringe benefit rate applies to the payment. Refer to How to: Request One-Time Payment and Topic Overview: Paying Honoraria.

Refer to Section 3.2: Sabbatical Leave of the Faculty Handbook for complete information including:

  • Purpose
  • How to request
  • Appointments at other institutions
  • Service accrual towards sabbatical leave
  • Calculating sabbatical leave duration and rate of pay
  • Return to service following sabbatical leave
  • Borrowing sabbatical leave eligibility
Last Updated: Aug 14, 2020