linear_scale How To

Create or Update Individual Labor Schedules with SUP Salary Caps

A Salary Cap is defined as a maximum annual rate of salary for full-time effort that can be charged to an agency's award. When an agency specifies a maximum rate at which an individual may be paid from that agency's funds, the university must ensure that any salary above that rate will not be charged to the agency. In order to capture the salary percentage that is over the cap, a separate line using Expenditure Type 51190 must be added to their labor schedule.

With Salary Cap

Only authorized users with the proper authority and training can create or update labor schedules using the Labor Schedule system in Oracle Financials. Access is restricted to the user’s organization per Authority Manager.

To view short demonstrations of common Labor Schedules tasks, see Labor Schedules Task Demonstrations.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Labor Scheduler Salary View

Do not use your browser forward or back buttons to navigate within the Labor Scheduler system, you may lose your work.

  1. Click the Individual Create/Update page link located in the upper left of the screen under the Labor Scheduler drop-down list
  2. Enter the Employee Name or Employee Number 
  3. Click the Search button
  4. In the Search Results section, click the pencil icon in the Edit/Add column for the Assignment Labor Schedule line

If the employee has more than one Labor Schedule set up, you will see multiple lines in the search results. They can be distinguished by the Type Code (A=Assignment, SUP = Supplemental, HAS = Housing Allowance Dept., HAP = Housing Allowance Univ.,  HCG = Housing Bay Area,  HCE = Housing Clinician Educator)

  1. In the Assignment Labor Schedule section, click the Salary Cap Calculation Tool button
  2. In the Assignment Salary Cap Calculation section, select a template form the drop-down list

Entries made in the Salary Cap Calculation Tool will load into the employee’s labor schedule record. When applicable, all active labor schedule lines will be end-dated to the last day of the previous pay period and future dated lines will be deleted after submission. 

Academic year appointment paid over 12 months (full-time or part-time)

Template Header Information

  1. Enter Percent of Full Time
  2. Enter Months in Appointment

Sponsored Research PTA(s) with Salary Caps Section

Entries in this section will load with the employee's salary expenditure type.

  1. Enter a Project Number, Task Number and Award Number
  2. Enter the Sal Cap at 100% FTE 12 Mo. Appt amount (Salary cap amounts may vary, please review the solicitation carefully to determine whether a sponsor has a salary cap.)   
  3. Enter the Proposed or Awarded Effort %
  4. Enter a Start Date and End Date
  5. Click the Add Line button

To add additional PTAs, repeat this step.

The total sponsored Proposed or Awarded Effort cannot exceed 90%.

Salary over the Cap PTA(s) with Expenditure Type 51190 Section

Entries in this section will load with the salary cap expenditure type 51190

  1. Enter a Project Number, Task Number and Award Number
  2. Transfer the amount from the % Salary over Cap per pay period (shown in green in the section above) to the % Salary over Cap field
  3. Enter a Start Date and End Date
  4. Click the Add Line button

Unrestricted PTA(s)- Primarily Operating Budget Section

The offset amount calculated in the Sponsored Research section is included in the Unrestricted direct charge figure. The Offset Account does not include Unallowed Cap % calculated above, this is the normal salary portion. Entries in this section will load with the employee's salary expenditure type.

  1. Enter a Project Number, Task Number and Award Number
  2. Enter the Proposed or Awarded Effort %
  3. Enter a Start Date and End Date
  4. Click the Add Line button

To add additional PTAs, repeat this step. The total Sponsored and Unrestricted Effort must equal 100%.

Totals Section

Amounts may vary slightly vary due to rounding. If the Total Effort is 100.00% and the Direct Charge% is between 98%-101%, you may allocate/adjust the remaining Direct Charge% in the employee's labor schedule record, after uploading the labor schedule lines created using the template. If over 100% allocate/adjust a Sponsored PTA, if under 100% allocate/adjust a Non-Sponsored PTA.

Actual pay should be checked regularly to ensure it is being charged as expected. Variations of $1 or less per pay period that may occur on a sponsored award with a salary cap do not need to be corrected. 

  1. Click the Upload to LS button
  2. In the Assignment Labor Schedule section, adjust percentages if needed. Otherwise, click the Continue button.
Paid as salary is earned (12 month or academic year, full- or part-time)

Template Header Information

  1. Enter Percent of Full Time
  2. Enter Months in Appointment

All PTAs Section
To calculate all percentages for PTA lines with no cap (i.e., gift accounts, operating budget, etc.) enter 0 (zero) in Salary Cap at 100% FTE 12 Mo. Appt. Entries in this section will load with the employee's salary expenditure type.

  1. Enter a Project Number, Task Number and Award Number
  2. Enter the Sal Cap at 100% FTE 12 Mo. Appt amount (Salary cap amounts may vary, please review the solicitation carefully to determine whether a sponsor has a salary cap.) 
  3. Enter the Proposed or Awarded Effort %
  4. Enter a Start Date and End Date
  5. Click the Add Line button

To add additional PTAs, repeat all steps in this section until the total Proposed or Awarded Effort equals 100%.

Salary over the Cap PTA(s) with Expenditure Type 51190 Section Entries in this section will load with the salary cap expenditure type 51190.

  1. Enter a Project Number, Task Number and Award Number
  2. Transfer the amount from the % Salary over Cap per pay period (shown in green in the section above) to the % Salary over Cap field
  3. Enter a Start Date and End Date
  4. Click the Add Line button

Totals Section

Amounts may vary slightly vary due to rounding. If the Total Effort is 100.00% and the Direct Charge% is between 98%-101%, you may allocate/adjust the remaining Direct Charge% in the employee's labor schedule record, after uploading the labor schedule lines created using the template. If over 100% allocate/adjust a Sponsored PTA, if under 100% allocate/adjust a Non-Sponsored PTA.

Actual pay should be checked regularly to ensure it is being charged as expected. Variations of $1 or less per pay period that may occur on a sponsored award with a salary cap do not need to be corrected. 

  1. Click the Upload to LS button
  2. In the Assignment Labor Schedule pane, adjust percentages if needed. Otherwise, click the Continue button
Faculty with 12-month appointment (School of Medicine or Senior Fellows Only)

Template Header Information

  1. Enter Percent of Full Time
  2. Enter Months in Appointment
  3. Enter Administrative Supplement $

If less than full time appointment, be sure to adjust the Proposed or awarded Effort % to meet sponsor effort commitment. For example, if 50% appointment, with 15% commitment to NIH grant, then Proposed or Awarded Effort % would be 30% (15% over a 50% appointment = 30% or 1.8 cal months). See example 2: Notice on Salary Limitation on Grants, Cooperative Agreements, and Contracts.
 All PTAs section
To calculate all percentages for PTA lines with no cap (i.e., gift accounts, operating budget, etc.) enter 0 (zero) in Salary Cap at 100% FTE 12 Mo. Appt.

Entries in this section will load with the employee's salary expenditure type.

  1. Enter a Project Number, Task Number and Award Number
  2. Enter the Sal Cap at 100% FTE 12 Mo. Appt amount (Salary cap amounts may vary, please review the solicitation carefully to determine whether a sponsor has a salary cap.) 
  3. Enter the Proposed or Awarded Effort %
  4. Enter a Start Date and End Date
  5. Click the Add Line button

To add additional PTAs, repeat all steps in this section until the total Proposed or Awarded Effort equals 100%.

Salary over the Cap PTA(s) with Expenditure Type 51190 Section

Entries in this section will load with the salary cap expenditure type 51190.

  1. Enter a Project Number, Task Number and Award Number
  2. Transfer the amount from the % Salary over Cap per pay period (shown in green in the section above) to the % Salary over Cap field
  3. Enter a Start Date and End Date
  4. Click the Add Line button

Totals Section

Amounts may vary slightly due to rounding. If the Total Effort is 100.00% and the Direct Charge% is between 98%-101%, you may allocate/adjust the remaining Direct Charge% in the employee's labor schedule record, after uploading the labor schedule lines created using the template. If over 100% allocate/adjust a Sponsored PTA, if under 100% allocate/adjust a Non-Sponsored PTA.

Actual pay should be checked regularly to ensure it is being charged as expected. Variations of $1 or less per pay period that may occur on a sponsored award with a salary cap do not need to be corrected. 

  1. Click the Upload to LS button
  2. In the Assignment Labor Schedule pane, adjust percentages if needed. Otherwise, click the Continue button

  1. For each labor Schedule line you create, the LD Approver, Task Manager and Action (Insert, Delete, Add) will be shown
  2. To notify someone other than the LD Approver and Task Manager of changes to the Labor Schedule, enter their name (last, first), email or SUNet ID in the Additional FYIs field and click the Add FYI button
  3. To include customized comments in the FYI Notification, enter them in the Comments field

Comments will be visible to all recipients.

  1. Click the Submit button

With Summer SUP Salary Cap

Summer Sup Salary Caps  are only applicable to faculty appointed on a nine-month calendar.

Only authorized users with the proper authority and training can create or update labor schedules using the Labor Schedule system in Oracle Financials. Access is restricted to the user’s organization per Authority Manager.

To view short demonstrations of common Labor Schedules tasks, see Labor Schedules Task Demonstrations.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Labor Scheduler Salary View

Do not use your browser forward or back buttons to navigate within the Labor Scheduler system, you may lose your work.

  1. Click the Individual Create/Update page link located in the upper left of the screen under the Labor Scheduler drop-down list
  2. Enter the Employee Name or Employee Number 
  3. Click the Search button

If the employee has more than one Labor Schedule set up, you will see multiple lines in the search results. They can be distinguished by the Type Code (A = Assignment, SUP = Supplemental, HAS = Housing Allowance Dept., HAP = Housing Allowance Univ.,  HCG = Housing Bay Area,  HCE = Housing Clinician Educator)

  1. In the Search Results section, click the pencil icon in the Edit/Add column for the SUP Labor Schedule line

If a SUP line does not exist, select the Assignment Labor Schedule line to access the employee’s Labor Schedule record.

  1. Click the Pay Code Labor Schedule tab
  2. Click the SUP Salary Cap Calculation Tool button 

Entries made in the SUP salary cap calculation tool will load into the employee’s SUP pay code labor schedule record. When applicable, all active SUP labor schedule lines will be end-dated to the last day of the current pay period and future dated lines will be deleted after submission. 

  1. In the SUP Salary Cap Calculation section, select the template from the drop-down list

Template Header Information

  1. Enter Percent of Full Time
  2. Enter Months in Appointment

 ALL PTA(s) section

  1. Enter a Project Number, Task Number and Award Number
  2. Enter the Sal Cap at 100% FTE 12 Mo. Appt amount (Salary cap amounts may vary, please review the solicitation carefully to determine whether a sponsor has a salary cap.) 
  3. Enter the Proposed or Awarded Effort %
  4. Enter a Start Date and End Date
  5. Click the Add Line button

To add additional PTAs, repeat this step until the total Proposed or Awarded Effort equals 100%.

Salary over the Cap PTA(s) with Expenditure Type 51190 Section 
Entries in this section will load with the salary cap expenditure type 51190.

  1. Enter a Project Number, Task Number and Award Number
  2. Transfer the amount from the % Salary over Cap per pay period (shown in green in the section above) to the % Salary over Cap field
  3. Enter a Start Date and End Date
  4. Click the Add Line button

Totals Section

Amounts may vary slightly due to rounding. If the Total Effort is 100.00% and the Direct Charge% is between 98%-101%, you may allocate/adjust the remaining Direct Charge% in the employee's labor schedule record, after uploading the labor schedule lines created using the template. If over 100% allocate/adjust a Sponsored PTA, if under 100% allocate/adjust a Non-Sponsored PTA.

Actual pay should be checked regularly to ensure it is being charged as expected. Variations of $1 or less per pay period that may occur on a sponsored award with a salary cap do not need to be corrected.

  1. Click the Upload to LS button
  2. In the Pay Code Labor Schedule pane, adjust percentages if needed. Otherwise, click the Continue button

  1. For each labor Schedule line you create, the LD Approver, Task Manager and Action (Insert, Delete, Add) will be shown
  2. To notify someone other than the LD Approver and Task Manager of changes to the Labor Schedule, enter their name (last, first), email or SUNet ID in the Additional FYIs field and click the Add FYI button
  3. To include customized comments in the FYI Notification, enter them in the Comments field

Comments will be visible to all recipients.

  1. Click the Submit button
Additional Information

For faculty appointed on a nine-month calendar, they may be paid 3/9 of their annual base salary for full-time research or a full-time combination of standard teaching and research during the fourth/summer quarter. All such fourth quarter/summer supplement payments shall be calculated at no more than the rate of pay in effect at the beginning of the fourth quarter. Prorated amounts may be paid for part-time service.

In cases where the SAL and SUP are charged to the same PTAs, it is not necessary to use the SUP.  However,  in cases where the SAL and Summer SUP are charged to different accounts, the SUP template may be helpful.

The SUP template should only be used in cases where a faculty member is taking 100% summer supplement either continuously or intermittently.  The SUP template cannot be used in cases where:

  • A faculty member is working continuously over the summer at less than 100% FTE.  For example, a faculty working at 75% FTE for the entire fourth/summer quarter.
  • A faculty member elects to lower their entire summer sup pay rate to the lowest applicable sponsor salary cap (and forgo paying for and receiving the difference between their Stanford base rate of pay and the lowest applicable sponsor salary cap across their entire summer sup).
Last Updated: Aug 30, 2023
Submit feedback about this page

Questions?

S&RO (Systems and Reporting Operations)
Email
arrow_upward
Back to Top