Paying People from an Award
ORSP assists grant-funded faculty, staff, and student assistants with various aspects of personnel administration for their projects including hiring, classification review, and payroll-related issues. Information on Reimbursed Release Time, Faculty Additional Pay, and procedures for a variety of hiring classifications are provided in this section.
There are various ways to pay people from an award, depending on the work they will be doing. Some position classifications are written into proposal budgets and, if allowable, are itemized in the budget included in the award notification. The links to the left represent the different types of hiring classifications, and include several other forms of payment grant-funded personnel may receive. Please contact the ORSP Personnel Specialist assigned to your College if you have any questions about the type of appointment to make for your project.
Additional information about paying people from an award
- PIs should ensure that all employees (salaried & hourly staff) submit monthly Absence Reports in a timely manner, verifying that sick and vacation leave is accurately reported
- When employees claim sick and/or vacation leave, this is a credit to the grant
- If Absence Reports are not submitted to ORSP in a timely manner, or leave time is not accurately reported, an inaccurate financial statement may be submitted to the funder (if leave is not properly recorded, the grant is not credited, so the funder may be overcharged)
- Sick and vacation leave time must be used and reported by grant-funded employees according to the provisions of University policy and applicable collective bargaining agreements. PIs may not ask employees to claim sick and vacation leave time in order to secure a credit to the grant.
Payroll checks and direct deposit slips should be picked up from the ORSP Office (ADM 471) within 5 days of pay day. Payroll disbursement dates can be found here. If paychecks are not picked up within 5 days, ORSP returns them to the Disbursement Office. Grant-funded employees can have paychecks or direct deposit slips mailed to their home address; complete the Mailing Authorization form, sign, and return to ORSP (ADM 471).
Contact your Personnel Specialist immediately if you are planning on making a time base change for grant-funded staff (either increasing or decreasing time bases), as we are required to give written notice to employees at least 30 days in advance.
Contact your Personnel Specialist to discuss employee separations (resignations and separations). You must provide ORSP with timely information about employee separations so the University can comply with federal and state labor laws governing final pay checks and benefits information (COBRA).
- Separation at the end of the employee's stated appointment period: If the employee will not be reappointed, contact your Personnel Specialist 30 days prior to the end date of their appointment. ORSP will inform the employee in writing of clearance procedures and provide information about benefits and final pay. Because the final paycheck and vacation leave pay off must be available on the final day of employment (in most cases), this allows Payroll enough time to process the employee's final check.
- Separation before the stated end date of the employee's appointment period: If the separation will occur before the stated end date of the appointment period, contact your Personnel Specialist. PIs must submit requests in writing, including a justification for the action, and the request must be approved by HR. If approved, HR will notify the employee in writing and give an appropriate notice period, as specified by the applicable collective bargaining agreement.
- Voluntary Resignation: Contact your ORSP Personnel Specialist when any employee on your project(s) resigns. If their resignation allows at least 72 hours of notice, SF State must have the final paycheck and vacation pay off available on the final day of employment.
Direct Deposit is available for employees who:
- Have an appointment longer than 6 months at a timebase of .50 or more, and
- Have accrued 40 hours of vacation/CTO/Personal Holiday, or
- Have accrued 20 hours of vacation/CTO/Personal Holiday and 20 hours of sick leave. Employees should complete and return the Direct Deposit form to the HR Payroll Office (ADM 252); it will usually take 45 days for the Direct Deposit to be established through the State Controller's Office.