DATE: May 22, 1998

TO: Deans

FROM: Joseph F. Thomas, Jr., Dean, Graduate School and Associate Provost for Research

SUBJECT: Overload Review Procedure

This is to solicit your comments on a procedure for Research and Sponsored Programs review and approval/disapproval of overload payments on ledger 6 accounts. Under this procedure, RSP would use the following criteria in making the approval decision.

In the case of federal funds, RSP will be guided by OMB Circular A-21, namely:

J.8.d.(1) …in unusual cases where consultation is across departmental lines or involves a separate or remote operation, and the work performed by the consultant is in addition to his regular departmental load, any charges for such work representing extra compensation above the base salary are allowable provided that such consulting arrangements are specifically provided for in the agreement or approved in writing by the sponsoring agency.

Thus, if the overload charge is not in the approved budget or in an approval letter from the agency, the overload would not be approved.

With respect to non-federal funds, there is a little more flexibility, but the A-21 principle would still be used as a guide. If the overload is not allowed by the sponsor, then of course it would not be approved. In the absence of sponsor restriction, the overload would be allowable if it meets the following conditions:

(a) The work is in addition to the employee's regular duties;

(b) Provision of release time would not be practical; and

(c) The dean or designee certifies that (a) and (b) are the case.

This procedure has been used on an interim basis in several instances and seems to work well. Please send me your comments and let me know if we should discuss this at the next Dean's meeting.

cc: Perry Moore

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