Hiring individuals to grant-funded activity is one
of the more complicated procedures a Principal Investigator undertakes. This is
because placing a person on a grant requires different processes depending on
the status of the individual in question.
Note: To assign already existing employees to a grant account, refer to the Assigning Grant Staff page.
Below are the most
frequently-encountered situations along with the process a P.I. should follow in
For new hires, in all cases (Full Time, Part Time, Student) a new position that is associated with the grant account must be created and approved. This is completed through the "Request a Position Data Action" within Manager Self-Service in Campus Connection.
The PI contacts Human Resources Staffing and provides provides the HR staff with the following:
- Position Number
(If it exists)
- Project chartfields
- Estimated salary
- Job description
|The PI contacts Human Resources Staffing Provide the
HR will contact ORS for approval of the hire.
- Position Number (ORS will assist in identifying this)
- Compensation rate
- Project Chartfields
- Individual's name
Whether the students are new hires or reassigned to a grant,
Graduate or Undergraduate, the Principal Investigator completes a STUDENT
EMPLOYMENT ACTION FORM (SEAF) available at the DePaul Career Center.
PIs should contact ORS to to obtain a position number for student employees. Please convey whether the students are to enter hours for compensation, or whether they will receive a stipend. This position number must be included on the submitted SEAF in order to be processed.
Note that a SEAF can reflect a transfer of a current student employee from one position to another, if the grant account will now replace the source of funds the student previously received compensation. (Check "Position Number Transfer" on the SEAF). Alternately, a current student employee can be hired on a grant account position in addition to a currently held position, so that hours can be entered in either one account or another (Check "Re-Hire" on the SEAF)
Once completed, the P.I. sends the form for review to OSPR, which will
forward the paperwork to the Career Center for processing.
NOTE ON PEOPLESOFT ACCOUNT CODES:
For all the forms listed above, the PI is
requested to provide an "ACCOUNT." This is the first part of a chartfield and
identifies the nature of the expense (other components of the chartfield
indicate the source of the funding).
In situations where a DePaul employee receives a stipend or
honorarium for some limited special function performed for a project, the
Principal Investigator compensates him/her through the completion and submission of a One-Time Payment request through the "Request a Payment" function, under "Manager Self Service" within Campus Connection. Note that there must be an established one-time-payment position assigned to the grant account for a payment request to be processed. Contact ORS Post Award for information on such positions.
The following are the account
numbers most commonly used for remuneration purposes in grant accounts:
501000: Faculty Full
501300: Administration Full
501400: Professional Full Time
Clerical Full Time
511100: Faculty Part
531570: Professional Part Time
Clerical Part Time
521650: Student Service
One Time Payment:
Faculty Part Time
531570: Professional Part