Post-Award | Hiring & Payroll
There are several ways to hire employees to a grant. Many of the descriptions below will link back to the HR or Payroll sites.
- Faculty Supplemental Contracts - these are primarily used in the summer, to provide funds for current faculty or adjunct faculty to conduct research.
- Contractual Part-Time or Full-Time staff - used when you need to hire someone who is not a current faculty member or affiliated with SU.
- Student Employees - used to hire students to work part-time on the grant
- Honoraria - used for short-term services for those who are not affiliated with SU
- Policies related to grant-funded hiring and employment
Faculty Supplemental Contracts (Summer Stipends)
Faculty Supplemental Contracts are used for current faculty, to provide compensation for duties above and beyond their regular duties, or duties undertaken when not on contract (summer months).
OSP uses a grant-specific Faculty Supplemental Contract, which outlines the grant worked on, the duties, the supervisor, the term of work, and the compensation.
To initiate a Faculty Supplemental Contract on your grant, contact your grant manager. These contracts must also include an authorization-to-pay, signed by your Dean. All forms should be sent to your grant manager first, who will approve them and forward to HR and Payroll.
Please visit HR's site for more information on dual-employment policies and faculty contracts.
Contractual employees are hired on grants as full-time or part-time, Contingent I or Contingent II employees. Special consideration should be taken when hiring contractual employees, as the type of contract and number of hours worked per week can vary widely.
Contingent I - These contracts are for a short-term (no more than six months). In general practice, Contingent 1 contracts for grant employees should be offered when you have identified a qualified individual who will be working 19 or less hours per week. See the HR site for more information on Contingent I contracts. Contingent I contracts are written by your grant manager.
Contingent II - If you have full-time employees on your grant, they are usually Contingent II. These contracts are written for a one year, and can be used for part-time or full-time employees. Contingent II employees are eligible for leave benefits, and those working more than 29 hours per week must be offered health insurance. See the HR site for more information on Contingent II contracts.
Hiring a Contingent II employee can be a lengthy process, especially if creating a new job position. Log in to the Search and Selection portion of HR's site to find information on creating the job position, submitting a SUPER request, creating a hiring plan, conducting a search, and offering the position. The "Nonexempt Staff Search Selection Handbook" available on the HR site outlines all steps of the process. Your grant manager can only write the contract for a new Contingent II employee after all the above steps have been completed.
Students enrolled in at least six (6) credits are eligible to work part-time on grants, under faculty supervision. Your grant manager will write student contracts, and collect any necessary hiring paperwork. See Payroll's site for information on student contracts and student employee policies.
Note: students are no longer able to work for a set stipend, but must be given an hourly wage and submit time-cards to payroll.
Honoraria can be used to pay a flat rate to those not affiliated with SU, and who are offering one-time or short-term services. Common examples of using honoraria payment are performers, guest speakers, and participant stipends. Honoraria should not be used in place of Contingent I or Contingent II contracts.
See Procurement's site for blank honoraria forms and instructions for completing (called "Payment Request for Honoraria, Stipends, Consultants and Performers").
All honoraria requests should be submitted first to your grant manager, who will forward to Accounts Payable if approved.
Grant-Related Policies on Hiring and Employment
A few policies to keep in mind regarding grant-funded hiring and employment:
- All personnel paid by the grant must report on the time and effort spent (how much time you worked on the grant), compared to the compensation (how much you were paid). For hourly, contractual, and non-exempt personnel, this is done through time cards. For faculty on faculty supplemental contracts, including the Principal Investigator, this is done through Time & Effort Reporting.
- All employees working more than 29 hours per week must be offered health insurance. This cost is usually added in to your budget at the proposal stage.
- All Contingent II hires earn leave at the standard SU rates for exempt and non-exempt employees. If a Contingent II employee resigns or retires while working on the grant, the grant must pay for their unused leave (annual leave and holiday leave).