Post-Award Administration: Compensating Project Personnel
Compensating project personnel will vary depending upon employment status. As you have questions, feel free to contact the Office of Sponsored Programs for further assistance.
FACULTY
Use the Unclassified Change Form to initiate payment of extra duty days, overload credits, or reassignment time. After the form has been filled out, submit to your Department Chair, College Dean, and the Office of Sponsored Programs for signature. Your office manager should have a supply of these forms or they can be obtained from the Human Resources Office.
MSUAASF
Employees are limited by contract on earnings outside of their regular pay. Please see the contract for more information.
AFSCME/MAPE
Employees that submit timesheets on a biweekly basis include overtime hours on their timesheet noting the grant account where overtime costs are to be charged. If the grant covers a portion of the employee’s regular time, the principal investigator should work directly with Human Resources at the beginning of the project for proper charging of the classified employee’s time to the grant account.
GRADUATE/STUDENT ASSISTANTS
1. Office manager or responsible person for the grant account completes the Employment Request form. Refer to the Graduate Assistantship Policies and Guidelines for stipend and tuition remission amounts.
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For "CODE," circle 0900
- For "Account Number Charged," use grant account number
- For "Funding Source," enter "grant account"
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Be sure to answer yes to the "Work Assignment" question
- If student is new on payroll, be sure I-9, W4 and (if an international student) other required forms and submit to payroll*
- Route for signatures: Director/Chair, Dean, Sponsored Programs, Academic Affairs
- Academic Affairs will then forward the form to Graduate Studies AS-121
2. Graduate Studies processes the paperwork and works with Payroll to create a work authorization
3. Student is paid every two weeks. (it is not necessary to submit time sheets)
*Questions? Contact Student Payroll at 308-6461
For Graduate Student Tuition Remission Payment:
1. Office manager or responsible person for grant account prepares 1400 form
- I ndicate amount to be paid
(For full-time graduate assistant, most grants pay tuition up to 8 credits/semester at the current tuition rate)
- Vendor is St. Cloud State University
- Indicate on the 1400 form whether payment is for graduate student research, graduate student teaching, or neither graduate student research or teaching
- Use grant account number. Use object code 7042.
- Responsible person on the grant account signs the form
- Attach copy of student's fee statement or print screen of student's account
(Verifies dollar amount and student ID#)
- Send 1400 form and attachments to the Business Office AS-122
2. The Business Office will process the paperwork and apply the tuition remission to the student's account
3. Charges for the student's tuition, as indicated, are paid from the grant account and applied to (deducted from) the student's account
UNDERGRADUATE AND GRADUATE STUDENTS
Whether hiring undergraduate or graduate students, the process works the same unless the student would be considered a graduate/student assistant (see above). If the student is new on payroll, have him/her complete the Forms I-9 and W-4 and (if an international student) other required forms and submit to payroll.* The office manager enters a work authorization into the payroll system and the student submits a signed timesheet on a bi-weekly basis. If your grant allows payment to the student for an hourly rate that exceeds the allowable standard rate, complete the
Student Employment Increased Pay Rate Request Form and submit to Human Resources prior to initiating any payment to the student. For further information, refer to the Student Employment Guidelines.
If the person you want to hire is a current State of Minnesota employee and not employed by SCSU, please contact the Human Resources Office for further information. Human Resources and Payroll work together in processing these payments which are typically processed on an Interagency Request for State Employee Services form.
