In keeping with our Principles for Equitable Research Partnerships, as a rule of thumb, SCoRE compensates partners from community-based organizations (CBOs), nonprofit organizations, social enterprises, and sometimes small businesses and start-ups to work with Georgia Tech on courses, research, and other project collaborations related to sustainability. We refer to these partners collectively as “community partners.” (Note that we typically do not compensate corporate and government partners.) We follow the guidelines below and encourage other faculty and administrators to do the same. The guidelines have been developed in consultation with our partners, and we regularly update and improve them.
Guidance for Compensating Community Partners
What Should I Pay My Community Partner?
Use the guidelines below to decide on an appropriate compensation amount for your community partners. Note: Suggested amounts below use a consulting rate of $100/hour or, for longer projects, a flat rate.
Course Engagements with Community Partners
Engagement Type | Suggested Amount | Rationale | Examples |
|---|---|---|---|
| Visit to a course | $100–$350 | Payment varies depending on whether the visit is virtual or in person, as well as the amount of preparation or follow-up required. | A sustainability staff member from a local farming organization leads an online activity for a 1-hour class. They lead this activity regularly so had to do only minimal prep. A partner co-teaches a class meeting and facilitates an activity created for that course, requiring a pre-meeting with the instructor and substantive prep |
| Site visit for students hosted by partner | $300–$1000 | Payment varies depending on the number of participants, length of visit, and amount of preparation required. | A partner hosts a class at their site for a 1.5 hour visit. Prep included a 1 hour planning call. A partner prepares materials, coordinates logistics, and hosts a class of 100 students at their site for a 1.5 hour visit. Two partners from different organizations co-host a 3-hour workshop and tour for students, that they tailored to fit course objectives. |
| Student course project or capstone team | $350–$1000 flat rate | Payment varies depending on the nature and duration of the partner’s involvement. | A partner meets with students 2-3 times and reviews project materials over the course of a semester. Hours vary depending on project and partner Suggested amount: $500 flat rate For a 2-semester capstone project, hours and amount would double. |
Research Engagements with Community Partners
Engagement Type | Suggested Amount | Rationale | Examples |
|---|---|---|---|
| Including a partner in a grant proposal | Determined with partner | Partners should always be included in project budgets and compensated/supported appropriately based on their role. Include them as co-PIs or Senior Personnel when appropriate/allowed. SCoRE always recommends using a collaborative and transparent budgeting process in which partners see, and have input on, the full budget. | Partner compensation and support amount should be determined together with the partner. Note: The Brook Byers Institute for Sustainable Systems (BBISS - where SCoRE sits at GT) runs a seed grant program that encourages community-engaged research proposals. In these proposals, partner-related support typically comprises 20–40% of the total budget. This includes compensation plus additional CBO-directed funds such as support for student assistants, travel, lodging, workshop support, or supplies. |
| Collaborating with a partner on a research-centered grant proposal primarily aimed at advancing a research question or agenda | $300–$1000 | Payment varies depending on the time and labor involved in proposal development and writing. Participation in meetings and time spent on proposal development can be compensated using the hourly rate or at a mutually agreed upon flat rate. Note: We do not recommend compensating partners for collaborating on the development of proposals that are primarily aimed at advancing their own community-based work. | A partner joins three 1-hour meetings and provides written or oral comments on 1 proposal draft. A partner joins three 1-hour meetings, drafts part of the proposal, and provides written or oral comments on a full proposal draft. |
| Partner provides input on project | $100–$300 | Payment depends on the time and labor contributed. | A partner reviews a new web platform under development and then joins a 1.5-hour feedback call. Est. hours: 2 Suggested amount: $200 |
| Partner participates in a symposium, workshop, or conference panel | $0–$1000 or more | Payment varies depending on role (e.g., participant, panel speaker, keynote speaker, etc.) and preparation required. Also consider how much value the partner is expected to gain from participating. | A partner speaks about their organization’s work as part of a 1-hour online panel as part of a speaker series hosted by a GT school. Minimal prep is required. A partner attends a 2-day conference on social sustainability, primarily aimed at educating faculty and introducing them to community-engaged research. A partner attends a 4-day workshop or short course as a participant, at no cost, as professional development (e.g., SCoRE has offered short courses on Asset-based Community Development). |
| Relationship-building meeting | $10–$100 for hospitality | SCoRE generally does not recommend payment for meetings whose sole purpose is relationship-building, but does recommend hospitality such as coffee or lunch. Partners who come to GT should also always be provided with parking vouchers. | Two partners come to campus to discuss a research idea with faculty. Suggested: Arrange and pay for lunch and parking in the nearest visitors lot (vouchers average $15-20 and must be purchased ahead of time). Consult with your Finance Manager to understand your funding source and any associated guidelines about spending ceilings (e.g., per diem amounts). |
| Partner-led collaboration | In-kind support | A GT researcher provides resources such as their time, physical meeting space, expertise, and networks in support of a community-led project that may not advance their research agenda. | A community air quality group requests researcher collaboration on air quality monitoring and donation of sensors/equipment. |
How Do I Pay My Partner?
Working with the SCoRE office can help you quickly and easily get community partners listed as vendors in Georgia Tech’s procurement system so that any payments you have requested can be processed. Please read the following instructions closely and carefully and consult with YOUR UNIT's Financial Analyst first with any questions. The process differs depending on whether your partners are being paid as an individual or an organization, and whether your partner is being paid by SCoRE directly or by funds that have already been transferred to your unit.
Is your partner being paid as an INDIVIDUAL?
- If your partner chooses to be paid as an individual, they will register under their name following the instructions FOUND HERE.
- Their payment will be considered an HONORARIUM. Once they are registered and approved in the vendor system, they do not need to submit any additional paperwork.
- To process the honorarium that you have offered, once the service or visit has occurred, you will simply submit a copy of an email as the documentation. The email can be your invitation to the partner to participate in your class prior to the event OR an email after the event, thanking them for their participation.
- In both cases, the email should detail the date(s) of the service, what was provided by the partner, and the amount of the honorarium.
Is your partner being paid as an ORGANIZATION?
- If your partner chooses to be paid as an organization, they will register their organization following the instructions FOUND HERE.
- Their payment will be considered a STIPEND. This registration process should occur well in advance of any anticipated visit or event. PLEASE NOTE THAT THIS PROCESS CAN TAKE TIME AND SHOULD BE INITIATED AT LEAST A MONTH PRIOR TO THE DATE OF SERVICE.
- Once they are registered and approved in the vendor system, they will need to submit a quote for the agreed upon stipend prior to the date(s) of service - AT A MINIMUM, 10 DAYS PRIOR TO THE DATE OF SERVICE. The quote should be entered by your unit Financial Analyst into the Workday system and a Requisition will be issued.
- Once that is approved, the service can be provided by the partner.
- After the date(s) of service, your partner should then submit an invoice to you for payment of the agreed upon stipend. This invoice can be identical to the original quote - but the title should be changed to say "INVOICE."
- Your Financial Analyst will then submit the invoice for payment against the requisition. IF THIS PROCESS IS NOT FOLLOWED IN ADVANCE OF THE VISIT, THE ORGANIZATION CANNOT BE PAID.