The hiring process is managed by Human Resources (HR) and, even if the employees on a grant are university employees already, PIs should consult with HR before employing themselves and others on grants or contracts. New positions require formal searches that entail position requisitions, a recruiting phase, certification and screening of candidates, development of search committees, interviews and completion of searches before a position can be filled. HR associates assigned to each college or major unit are available to help with this process.
The PI has the responsibility to initiate the preparation of employment documents prior to or at the beginning of a project (or personnel related task) for him/herself and any other staff paid by the award. Faculty, administrative exempt and classified staff are paid using a Payroll Action Form (PAF).
The OGRD requests PAFs and Request to Fill/Change forms be submitted two weeks or more prior to the start of employment. Depending on the time of year, additional time may be required. For example, the weeks leading up to the start of the fall quarter are extremely busy and extra processing time is needed. Required signatures vary. See below for detailed guidance: