The goal of ITPC funded projects is to enhance or expand
University-wide systems (e.g., Banner, the Data Warehouse and
self-service applications.) ITPC funding may be used for projects
approved by ITPC and AAPC. Projects are approved by the ITPC and funds
are allocated based on projected needs and University-wide priorities.
Purpose of This Information
This information provides guidelines for expending ITPC funds to
ensure accountability, quality and consistency of practice among the
many different projects and units involved. The guidelines have a
particular focus on staffing, because staffing is a major cost and a
critical success factor for ITPC projects.
- Funds may be expended on items specified and budgeted in the
approved ITPC proposal including: software and equipment; consulting resources; and functional/technical office
- Project sponsors must identify maintenance and support funding
as part of the project proposal. ITPC does not provide maintenance and
- The Unit managing the project will be responsible for project
staffing, management, and deliverables within ITPC guidelines. Project
Managers are responsible for monthly reporting and reconciliation of
ITPC project expenses, including staff resource costs.
- Project Managers will submit change requests to the ITPC if
project costs are expected to exceed the approved project budget. The
ITPC must approve the change request prior to the allocation of
additional ITPC funds.
- The Human Resources function for ITPC staffing shall be handled
in the appropriate Home unit. Where necessary, there should be
appropriate coordination with AITS staff handling ITPC funding.
- Time tracking is a standard project management methodology for
ensuring appropriate use of funds and optimizing project completion. A
time tracking tool can be made available to units and/or Project
Managers who do not have an internal project tracking mechanism.
- ITPC projects should identify and deploy the best qualified
talent on ITPC projects so that work can be completed efficiently and
effectively. This approach is intended to maximize funding and resource
dollars that may be then allocated to additional projects.
- Current employees at the University with the knowledge,
expertise, and skills may be needed to successfully meet the goals of
ITPC projects. It should not be an economic hardship, barrier or
disincentive for a current employee to work on an ITPC funded project.
Functional & Technical Office Staffing Strategies
Staffing needs vary from project to project and optimizing staffing
is critical to project success. Therefore, a wide range of staffing
options is available for ITPC-funded projects. With this flexibility
comes a corresponding need to follow consistent guidelines. These are
Categories of Staff - ITPC funded projects may be staffed using:
- Existing University employees, including:
- Academic Professionals (non-visiting appointments)
- Academic Hourlies/Grad Hourlies
- Civil Service
- Extra Help
- Grad Assistants
- Student Workers
- Visiting or Temporary Staff, including:
- Visiting Academic Professionals
- Regular Academic Professional Appointments (funded primarily by ITPC funds)
- Consultant or contractor employees
Funding Guidelines for All Categories of Staff
- Funds approved for staffing are based on the effort estimate in
the ITPC proposal. Actual fund distribution is based upon effort
expended (hours) and actual labor rates. Any remaining (excess) funds
resulting from lower labor rates or lowered effort requirements revert
to the ITPC funding pool for other project needs.
- All Labor Distributions have to match the planned duration of
the ITPC Funding source assigned to the approved project. Home
departments are responsible for payment to staff who may be appointed
beyond the approved ITPC project end date.
- ITPC funds may be used to cover vacation and sick leave
liabilities for employees hired strictly for the duration of an ITPC
project. Vacation and sick leave payouts must be reflected in the salary
line of the employee in the project budget estimate. ITPC funds may not
be used for vacation and sick leave payouts for employees that are not
hired strictly for the duration of an ITPC project.
Overview of Payment for Each Category
Staff with Appointments Paid All or in Part by ITPC Funds
||Existing University Employees
||Visiting or Temporary
||Consultant or Contractor
||New Hire Employee Funded Primarily by ITPC Funding
||Paid by the Home unit
funds may be used if employee is hired strictly for the duration of
project. Payouts must be reflected in the project budget estimate.
Organizations hiring temporary or Visiting employees should plan for
vacation and sick leave liabilities that will exist at the end of the
||Paid by the Home unit
|Extent of Payment
||Duration of the project
||Duration of the project
||Duration of the project
||ITPC Funds for the duration of the Project, Home unit funding beyond duration of the Project
||Varies depending on how the existing employee is assigned to the project.
See guidelines below for details.
- Allocated Option - Home units assign staff to project from existing budgets.
- Backfill Option - Home units assign staff to project but apply ITPC funding to backfill the position.
- Overload Option - Home units assign
staff to work on specific ITPC project for a specific duration beyond
the normal scope of regular University duties.
- Post Termination Option - Staff who are scheduled for termination may have their appointments extended to continue working on a specific ITPC project.
coordinates ITPC payment of salaries for these employees. Quality and
completion of work must be certified by the Project Manager.
||AITS directs payments to consultant or contractor. Quality and completion of work must be certified by the Project Manager.
coordinates payment for ITPC funding portion/appropriation. Home unit
coordinates and funds remainder of appointment. Home unit funds required
for notice period, if applicable.
Detailed Guidelines for Existing University Staff
- Allocated Option - This option recognizes
difficult-to-replace University expertise and the importance of the ITPC
project to the core mission of donating units. No transfer of funds
occurs; however, allocated time should be accounted for, including time
tracking, to understand the full costs of the project to the University.
- Backfill Option - This option provides funds to
replace essential functions in the home unit when existing staff are
assigned to an ITPC project. The backfill arrangement should be
documented and reported to ITPC project management staff to ensure
correspondence between fund transfers and backfill practices.
- Overload Payment Option - This option is
intended to provide essential staff expertise for specific short
durations on ITPC projects. It should be used with caution and in a
limited fashion. Excessive overload jobs can impact employee performance
if utilized for sustained periods. Overload payments cannot be made to
employees who provide cost recovery services for a unit. Human Resources
and project management should be consulted prior to establishing
overload arrangements to ensure best practices and consistent
application of overload guidelines.
- Termination Date Extension Option (for employees scheduled to termination) - Human Resources should be consulted in these cases to ensure observance of University policies and regulations.