Hiring Grant Personnel
Grant budgets may include salary funding to allow the University to hire additional personnel to help fulfill the grant’s objectives. This could include full-time or part-time faculty or staff and student employees. When hiring a student, the PI should adhere to the University’s standard procedures, as established by the Human Resources Generalist Services group. In the case of employees other than student workers, the PI should have the Chair initiate a Position Announcement Authorization Form. Each potential candidate would be required to go through the University’s standard employment screening, hiring, and training processes. Once a candidate is selected, the PI would work with the Director for Human Resources Information Systems to set up the proper position identification number. It is the PI’s responsibility to monitor and ensure the new employee is working in accordance with grant specifications.
Grant budgets may include stipend funding which provides for supplementary compensation paid to current employees of the University for absorbing additional responsibilities associated with the grant. Typically, payment is in the form of summer stipends.
Payments to Loyola grant-funded personnel must coincide with the period of performance. The PI should notify the ORSP via email before work commences to initiate a stipend payment. The ORSP will submit the stipend request via the Web Stipend Entry Form available through WebAdvisor.
Faculty members should request summer compensation no later than early May. Following the period of performance effort reporting will be required to document that the compensation was appropriate to the level of work performed.
In some cases, for small stipend amounts, it may be preferable to pay an employee for grant-related work when the task has been satisfactorily completed.
Grant budgets may include salary support, generally to allow a PI to reduce his/her course load to allow for the time needed to perform the research or programmatic tasks funded by the grant. While approval of the course release occurs during the grant application routing process, the actual timing of the course release must be scheduled once the grant is awarded. Notification via email must be provided to the ORSP by the faculty member by September 30th for the fall semester and by December 1st for the spring semester so that course releases can be appropriately charged to the grant. The ORSP will complete the Grant-funded Course Release Form indicating that the appropriate charges can be directed to the grant and forward it to Assistant Vice President for Academic Operations, who then sends the Expenditure Transfer Request to the Controller’s Office. The Controller’s Office will reallocate this expense from the PI’s department to the grant during the semester the course release is used. The PI is responsible for maintaining accurate time and effort records to support their course release.
Time and Effort Reporting
It is critical to maintain accurate records to support the payment to each individual working on the grant, including the PI. These records may be in the form of effort reporting, which provides after-the-fact confirmation of the percentage of effort spent on government grants. If effort reporting is not required by the grant, the Employee Payment for Services Form may be sufficient if properly detailed; however, supplementary records (if kept) should be maintained to support the payment as it relates to the grant’s objectives in the event the grantor requires additional details.
Effort reporting must be completed for all professional personnel who are included in the budget request for a grant or whose contribution is provided as an in-kind contribution. A report must be filed at the close of each academic semester and at the end of the summer. The Controller’s Office is responsible for monitoring effort reporting and ensuring that charges for personnel do not exceed the effort expended over the course of the grant. They will provide the PI with copies of the required effort reporting forms at the start of the project. The PI is responsible for ensuring that effort reports are completed by the personnel (including the PI) who are working on the project. Each individual working on a project will confirm his/her effort on the project as required by the form. If necessary, the PI may serve as a confirming signature for project personnel so long as he or she has direct knowledge of an individual’s effort on a project. The PI will forward the form(s) to the Controller’s Office for each time period during which the project is active. Should the percentage of total effort expended on a project be less than had been requested, resulting in an overpayment to the individual, the employee will be required to refund the excess compensation. For instance, if the grant funds a payment equal to one month’s salary, or 20% effort during the semester and the actual effort is less than 20%, the difference is not allowable on the grant. Depending on the circumstance, the excess expense may be applied to the department budget (if the employee is under contract or the department approves). In some circumstances, the employee may be asked to refund the difference.
Payroll Detail in MyBudget
Due to the sensitivity surrounding employee salary information, payroll details by specific employee are not accessible in MyBudget; rather, it is broken out by pay period. If in reviewing the payroll totals by pay period differences between actual and expected are noted, please request the payroll detail by employee from the Controller’s Office.