University of Illinois System

Funding Guidelines

Funding Objectives

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.

General Guidelines

  • Funds may be expended on items specified and budgeted in the approved ITPC proposal including: software and equipment; consulting resources; and functional/technical office staffing.
  • Project sponsors must identify maintenance and support funding as part of the project proposal. ITPC does not provide maintenance and support funding.
  • 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 outlined below.

Categories of Staff - ITPC funded projects may be staffed using:

  1. Existing University employees, including:
    • Academic Professionals (non-visiting appointments)
    • Academic Hourlies/Grad Hourlies
    • Civil Service
    • Extra Help
    • Grad Assistants
    • Student Workers
  2. Visiting or Temporary Staff, including:
    • Visiting Academic Professionals
    • Regular Academic Professional Appointments (funded primarily by ITPC funds)
  3. 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
Vacation/Sick Leave Paid by the Home unit ITPC 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 appointment. Not applicable. 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
Payment Guidelines Varies depending on how the existing employee is assigned to the project.
  • 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.
See guidelines below for details.
AITS 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. AITS 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.