3364-70-18. Faculty/staff compensation from sponsored programs and clinical trials

(A) Policy statement

Research and scholarly investigation are part of the core mission of the university of Toledo ("UT"). UT faculty and staff are expected to seek extramural support for their research investigations. As part of that support, faculty and staff are encouraged to seek compensation for the time and effort they devote to sponsored research programs, including clinical trials.

(B) Purpose of policy

The purpose of this policy is to provide guidance on how compensation from sponsored programs is to be distributed.

(C) Compensation from grants/contracts

Any compensation for UT faculty/staff time and effort from research grants, agreements or contracts on which a salaried faculty/staff member is named as the "PI/PD," a co-investigator or a collaborator must be paid through the UT payroll system as part of that individual's UT salary. Exceptions to this requirement will be allowed for administratively approved outside employment. As defined by the collective bargaining agreement between the university of Toledo board of trustees and university of Toledo chapter of the American association of university professors, "outside employment" means employment, including self-employment, which is not contracted for through the university and for which any remuneration paid is not paid through the university. Examples of such outside employment may include, but are not limited to, external consulting agreements or sabbatical leaves supported by extramural funds,

The maximum salary that can be requested in a grant/contract budget is the PI's UT institutional base salary, i.e., exclusive of any practice plan compensation, multiplied by the percent effort to be devoted to the sponsored program. [Note: some funding agencies have salary caps which must be considered in budget development. Consult the RSP office for current salary caps.] Any fraction of faculty effort which exceeds the fraction of salary requested from the sponsor represents budgeted cost-sharing by UT. [Note: actual UT cost-sharing is faculty effort devoted or committed to the sponsored program but not charged to the sponsored program restricted account.]

All compensation to individuals for work done in support of a sponsored program, whether as a part of, or in addition to, the individual's regular UT job duties, must be in accordance with guidelines of the university payroll system. All such compensation must be paid through the university payroll system. No direct compensation, either monetary or non-monetary, may be received by UT faculty or staff directly from a sponsor as a result of his or her participation in a sponsored program.

(D) Compensation for clinical services

Clinical services required by the protocol, budgeted for in the proposal, and provided to study subjects by the PI/PD, co-investigators, collaborators, other study personnel and any individuals listed in the approved IRB protocol supporting the grant or agreement may be billed to the sponsor and [invoiced] funds deposited in the study's grant account. Only those research-related clinical services provided to study subjects by practitioners with an "arms length" relationship to the study may be charged to the study budget by the practice plan through the normal clinical billing process. For example, university of Toledo physicians may bill the study budget for the service of a radiologist not associated with the study for reading study-related films/images required by the study protocol. Fees for clinical service provided by investigators signing a FDA1572 as a sponsor requirement but whose sole role in the study is to provide consultative services in the area of their specialty (e.g., a neurologist or dermatologist providing neurologic or dermatologic exams required by the protocol) may be billed to the sponsor at the budgeted rate approved in the institution's contract with the sponsor. These funds will be transferred from the grant account to the investigator's departmental research account as a journal entry by the Jacobsen center for clinical and translational research.

(E) Applicability

UT faculty that are members of the American association of university professors collective bargaining unit are directed to the collective bargaining agreement for regulations regarding extra compensation for research and grants.

Effective: 4/13/2020
Promulgated Under: 111.15
Statutory Authority: 3364
Rule Amplifies: 3364