Project Personnel

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:

Faculty

PIs need to e-mail the department or college and request a PAF be prepared on their behalf or for other faculty working on their grant. The faculty’s name, start date, end date, percentage of time and other pertinent details of the task as it relates to the amount of compensation must be included in the e-mail. The dean of the college where the faculty is housed must approve the PAF prior to it being routed to the OGRD for signature. PAFs are generated at the departmental or college level and all positions are assumed to be “in load” and part of the faculty’s regular appointment unless the award budget specifies the effort as overload or summer salary. As a general rule, faculty may not work beyond 34% overload.

Classified and Administrative Exempt staff

Upon college and department approval, PIs need to send an e-mail to HR requesting a PAF be prepared. The e-mail must contain: the employer’s name, employment start and end dates, index number(s) to charge salary for all duties, percentage of time to be applied, and the rate of pay. The total percentage of time must equal 100% for a full-time position when the percentages of time allocated to each job are totaled. (See also conditions of employment in section to follow)

HR will prepare the PAF and route it to the OGRD for approval and signature. The PI is not required to approve because it was generated based on PI request.

Staff from a different department than the PI

Written permission must be obtained from the staff person’s department chair. The conditions of employment must be specified such as or whether the person will be performing activities during their cyclical leave or whether the work is on an overtime basis.

New positions require the involvement of HR for recruitment and hiring. Awards cannot by-pass university policies and procedures concerning new employment. HR will provide access information and instructions for PIs to request new positions through the online portal PeopleAdmin. Any costs for recruitment (i.e., advertising, travel expenses for candidates brought in for interviews, background checks, etc.) generally must be charged to the award, and those costs cannot be incurred prior to its start date unless it’s an approved pre-award cost.

Positions under Academic Affairs

Student Employment

Contact the Student Employment Office (SEO) to determine if the skills required by an open part-time or temporary position are suitable for students. Open student positions must be advertised by SEO for at least 48 hours. Under special circumstances, it may be possible to hire a specific individual for an open position if the position requires specialized skills and/or experience held by that individual. These cases require a written explanation and approval by the SEO. Students apply online using Handshake. See http://access.ewu.edu/Student-Employment.xmlfor additional information.

Student positions must be part of the approved grant or contract budget. Tuition for GRA/GSA positions is an allowable expense if approved by the funding agency. Tuition waivers for GRA/GSA students working on grants and contracts must have approval in advance through the waiver allocation process through the Graduate Studies Office.

Graduate Research Appointments

A GRA will receive salary/wages and tuition support paid from a grant or contract. The tuition is supported by grant funds.

Graduate Service Appointments

A GSA will receive salary/wages and a tuition waiver. Wages may be paid grant funds and the waiver is usually provided by the university.

Index Changes

When a student employee salary needs to be charged to a new index, email the SEO five days in advance with the following information:

the student’s name and ID number
the new index along with the start and end dates
the individual’s job title and rate of pay
the supervisor’s name and timesheet approver’s name

Access the Index Number Change Check List >>

Temporary Employees

Employees with official work stations in other states

Position Changes

If a position is re-defined in a renewal award and will take on new or additional duties, and if additional salary is budgeted and approved in the award for that position, the university policies and procedures must also be followed to put the changes into effect. No employee is guaranteed an increase in salary just because it is included in the award, unless the relevant position is determined to be eligible for the increase under university policies and procedures. Contact HR for guidance on how to modify duties for a position and to determine if the modified position is eligible for a salary change.

Effective dates of position changes

Although a position may be budgeted in a renewal award for additional duties and additional salary, the effective date of those changes will not be determined until after the position is modified and re-examined by HR for the salary determination. Salary changes may not be applied retroactively to the date of the renewal.

Position Termination

Termination of classified or administrative exempt staff positions due to non-renewal of an award, or due to a decrease in funding for the affected position, must be processed in accordance with university policy and practice and the relevant bargaining unit contract (if applicable to the position). Any layoff actions require advance notice to HR.

Classified positions

A minimum of 45 days advance notice to HR is required. For example, if grant or contract funding for a classified position ends on 9/30, notify HR no later than 8/15. Advance notice is required because the affected classified staff must be given 30 days advance written notice of the impending layoff action, and HR requires 15 days to prepare notice. Classified staff are covered under a bargaining unit contract, and the advance notice complies with both the relevant terms of the contract agreement and university policy and practice.

Administrative Exempt positions

A minimum of 14 days advance notice to HR is required.Administrative Exempt employees are given 30 days severance payment and accrued unused vacation leave is cashed out at the end of employment.

Student Employee positions

When students are ending their employment for reasons of graduation, other employment opportunities, or ending of the project, a Data Change Form must be completed. The form must include the last day of work. It is important to be as accurate as possible when adding the last work date. For students who are graduating, enter the last day of finals week. If you have any questions, please contact Student Employment.

If a student will be terminated, the PI/PD must obtain approval form the appropriate Vice President and/or Department Head. Please contact Student Employment for more information.

Temporary positions

The employing department must submit a request to HR to separate the employee when the employee's assignment, as originally defined, ends.