Salary Support from Grant Agencies or Contracts

Approval date:                       
Next Scheduled review:          October 2014

Policy Statement

It is in the best interest of the College of Health Professions to encourage and promote faculty applications for external research funds. To further encourage grant submissions, the University of Tennessee has a Faculty Research/Salary Savings Program that outlines researcher incentives.

In an effort to encourage faculty to increase funding from external agencies, the College of Health Professions will set the following policy related to salary support.

Policy Rationale And Procedures

When CHP faculty members are awarded salary support through external grants or contracts, accounts used to source their Full Time Equivalent (FTE) salary will reflect this change. Salary payments will include allocations from both state (hard money) support and external (soft money) support according to the percent of effort paid for by the grant or contract. For example, if a grant or contract pays .25 FTE of an individuals’ 1.0 FTE salary, the remaining .75 FTE will continue to be paid by the state funds allocated to their salary line during the life of the grant. Once the grant has ended, the investigators salary will return to 1.0 FTE paid for by state funds.

Typically, the appropriate use of external funds will be achieved through reallocation of teaching, service, or clinical responsibilities at the departmental level. Part-Time Non-tenure track appointment faculty (refer to faculty handbook section 6.2.3) or staff can be hired to cover re-allocated duties (off load). The chair may consult with the faculty member receiving the grant regarding appropriate use of the salary money. However, it is the ultimate responsibility of the department chair to determine how to meet the teaching responsibilities, service activities, or clinical responsibilities that will be offloaded and financed using the reallocated state funds. Refer to college procedure for implementation.

When faculty salary support from the grant or contract is terminated, any state salary support that was used by the department to employ term faculty or staff to off load the investigator returns to the investigator’s salary line and their original state (hard money) salary will return to pre-grant conditions. Interim raises (COLA, Merit) when appropriate, will be based on and added to the faculty member’s base salary, using the pre-grant or contract state supported FTE, revised annually.


Please reference the COHP and UTHSC Withdrawal Policy for information about that process.

  1. In the grant or contract proposal, the faculty member (grantee) will request a funding date 90 days after notification if possible to allow for transition in duties.
  2. Grant applications are submitted through UTHSC procedures (PAMS). The chair is alerted to possible changes in the grantee’s workload and approves the grand or contract application as indicated by his or her signature on the PAMS application.
  3. The chair is notified when the notice of grant funding is received.
  4. If the funding date is 90 days or more from the time of notification, the faculty member will be offloaded at the time of the grant funding. If the funding date is less than 90 days from the time of notification, the faculty member may need to continue their current responsibilities for up to 90 days, as long as the requirements of the grant can be fulfilled.
  5. The chair will discuss the appropriate off load with the faculty member and adjust the percent efforts previously agreed upon at or before the annual review meeting.
  6. A program level procedure may be developed for additional implementation details.

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