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Guidelines for Personnel Compensation and Fringe Benefits

Many grant proposals request compensation for one or more people involved in the project. In most cases, fringe benefits will be included. A multi-year proposal should include estimated yearly increases.

The information below should be used as a general guide; however, it is a good idea to check faculty compensation figures with associate provost Trish St. Leger (7224) and secretarial, clerical, or technical staff compensation with human resources consultant Jill Dinski (6668).

A. Faculty

When the identity of the person to be paid by the grant is known, use exact salary figures. Otherwise, use an appropriate estimate, checking with Trish St. Leger (7224) to make sure the estimate corresponds to Colgate's existing salary structure.

To calculate faculty salaries for summer work, use a maximum of 2/9 (= two months) of the academic year salary, keeping in mind that July 1 is the date of annual salary increases.

Estimate annual salary increases at 3.1%.

Use the following rate to calculate faculty fringe benefits: 28.6% of salary.

Fringe benefits for faculty from other institutions are not calculated according to the same formula. Contact assistant controller Andrew Fagon (7765) if faculty from other institutions will be paid through the grant. He will help determine the correct rate and establish which institution will be responsible for fringe benefits.

B. Administrative, Secretarial, Clerical, and Technical Staff

If the identity of the person to be hired is known, use exact salary figures. Otherwise, use an appropriate estimate for salary. Check your figures with Jill Dinski (6668). Use the following percentages for fringe benefits:

31.2% of salary for administrative employees
43.6% of salary for support and technical employees
29.6% of salary for interns

C. People Who Are Not Ongoing Employees

If the non-Colgate employee will work less than 1,040 hours per year under the grant, charge the grant 10% of salary for fringe benefits. If the person will work 1,040 hours or more, use the percentages in B, above.

D. Students

Summer research assistants typically conduct research for 8 to 10 weeks:
  • Stipend:
    • $425 per week (summers 2012-2016)
    • $450 per week (summers 2017-2021)
  • Fringe benefits: 10% of salary
Academic-year research: The Office of Financial Aid and Student Employment is responsible for all on-campus student employment during the academic year. Student wage rates are set according to the requirements of the position and the number of years the student has held that particular position at Colgate. No merit pay can be offered, and no fringe benefits may be charged for academic-year student work. For current rates, see “Student wage rates” under “Getting Paid” on the student employment page.

E. Buildings and Grounds Employees

Your budget will most likely reflect per-job charges. Contact Paul Fick (315-228-7134), associate VP for facilities, for assistance in developing an estimate of job costs. Allow 2-3 weeks for estimates.