Personnel Definition

Salary-Faculty and Staff

Salary-Graduate Students

Fringe Benefits

Fringe Benefit Rates

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Personnel Definition

Employees of the organization should be included in the Personnel Section of the budget. Employees can include professional or technical positions, full, part-time or hourly employees, student or assistants. This category includes courtesy faculty who are not employees of the university. Clerical/administrative support as part of their normal duties is not allowed, however with special justification it may be approved (see Budget-Overview and General Cost Categories under Clerical/Administrative salaries for approval process). Salaries and wages listed in the budget should indicate each person's name, title or position, percentage of time estimated for the proposed project, the salary base, and the period of effort (if allowed by format). A consideration when calculating salaries and wages is the starting and ending dates of the project. Salary increases, following normal university policy, should be taken into account when calculating salaries and wages over a period of more than one academic year.

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The university establishes minimums for Faculty Research Assistants/Research Associates.


If a person is retired from OUS, they may not be hired on a Personal Service Contract (PSC). They must go on payroll as a 1039 appointment and must have fringe benefits. If they are retired from any other state agency, they can be hired on a PSC.

Employees as Consultants

An OSU employee cannot be hired as a consultant on an OSU proposal if they are receiving pay as part of their OSU employment. Courtesy faculty can be consultants since they are not being paid by OSU.

Courtesy Faculty

OSU has a number of individuals who are affiliated with the university through courtesy appointments. While not employees of the university, courtesy faculty are involved in all aspects of the university's mission. A courtesy faculty member may request salary on a sponsored program. If salary is received, they then become an employee of OSU. When a salary is requested for a "courtesy" appointment, the individual should be listed as "courtesy" on the budget or budget justification. The following statement should be included in the budget justification: "If an award is made, Dr. X will be placed on appointment at OSU." Any salary requested for courtesy faculty who holds a non-OSU position will require a statement from their non-OSU employer that their appointment will be reduced accordingly.

Summer Effort

Faculty on an academic appointment who are doing research in the summer are allowed by the University to work and be paid 2.5 months (unless restricted by the sponsor). Human Resources (HR) monitors this. Should someone wish to work the full three months, they must submit a letter of justification to HR for approval. Some sponsors may restrict the amount they will pay for summer support.

Sea Pay

Sea Pay is compensation for unclassified employees with no professional rank or classified employees for time spent at sea. The Sea Pay policy for classified employees can be found in the Collective Bargaining Agreement at located under Classified Employees Bargaining Units: All Institutions SEIU Local 503, OPEU; Section 60

The Sea Pay rate for unclassified employees is a set daily rate (contact the College of Oceanic and Atmospheric Science for the current rate). Only no rank faculty, such as Research Assistants, are eligible for Sea Pay and it is only paid for each day at sea in excess of six consecutive days.

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Salary and Stipend

A fellowship is distinct from a research project by whether the graduate student is paid a salary or a stipend.

  • Salary is compensation paid for a person on appointment, whether for research, teaching, etc. (salary is for services expected of an employee). Salary minimums and other requirements for graduate students involved with research can be found in the graduate student collective bargaining agreement at:
  • A stipend is a payment to an individual under a fellowship or training grant in accordance with pre-established levels to provide for the individuals living expenses during the period of training. This is NOT considered compensation for the services expected of an employee. The individual receiving a stipend is not required to work for it, but may be required to complete specific training or research objectives to maintain their fellowship award.


Student fellowship and traineeship stipends are not charged indirect cost. These types of awards generally have an educational requirement as part of the fellowship or traineeship. This includes individual Post-doctoral Fellowships. While the stipend is excluded from F&A calculations, the sponsor may allow F&A costs on other budgeted items. Student fellowships are distinct from faculty "fellowship" awards. A faculty fellowship generally is in support of individual research or scholarship activities. Faculty fellowships follow the normal indirect cost calculations.

Some national graduate student fellowships provide an institutional educational allowance. These allowances are made in lieu of tuition and fees and may be used for education-related purposes to benefit the fellows or other graduate students. The following Graduate School guidelines are used for administering such educational allowances.

  • The scope of this policy is limited to individual externally funded fellowship programs to which the student makes direct application to the sponsoring entity and which carry institution educational allowances.
  • A fixed fee of $600 for administration will be assessed at the beginning of each fellowship year.
  • The Graduate School will assess a levy of 50% of the institution educational allowance, after the administration fee has been applied, for furthering graduate initiatives.
  • The remaining balance in the institution educational allowance may be utilized by the fellow in furtherance of his/her education, research, or other professional activity as specified by the funding entity.
  • Surplus funds in the institution educational allowance may not be carried forward to a subsequent fellowship year.

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Fringe Benefits are payroll and personnel assessment expenditures such as Federal Insurance Contributions Act (FICA), Public Employees' Retirement System (PERS); State Accident Insurance Fund (SAIF); Medical, Dental, and Life Insurance; and assessments from the Personnel Division Workers' Compensation Board and Employee Relations Board.

Fringe Benefits Definition

Benefits relate to personnel listed in a budget who are paid through OSU (those individuals listed under the "personnel" section; personnel does not include consultants). Benefits are calculated on the portion of the salary or wage charged to the sponsor.

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The fringe benefit rates (also known as OPE or "Other Payroll Expenses") are updated as changes occur. The fringe benefit rates provided are used for proposal budget calculations only. The award is charged the actual fringe benefit costs for each employee as they are incurred. If fringe benefit rates change, the new rates are charged to the award when the rate becomes effective.

The fringe benefit rates are calculated to cover maximum fringe benefits that are likely to be incurred at a given salary level. Although using these fringe benefit rates may result in some over budgeting for some employees, your budget should be able to absorb any unexpected nominal increase in fringe benefit rates that may occur.

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