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Assigning individuals to grant-funded activity is one of the more complicated procedures a Principal Investigator undertakes. This is because placing a person on a grant requires different processes depending on the status of the individual in question.
Below are the most frequently-encountered situations along with the process a P.I. should follow in each case:
| New Hire Full-Time |
The P.I. contacts Human Resources and requests a Workforce Modification Request Form (WMRF). Provide the HR staff with the following:
- Position Name
- Project chartfields
- Estimated salary
- Job description
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| New Hire Part-Time |
The P.I. completes a Personnel Action Form (PAF). Provide the following:
- Compensation rate
- Project Chartfields
- Individual's name
Forward PAF to OSPR. Post Award Services will forward to HR for processing.
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| Reassignment Full-Time |
IF the reassignment is ONLY a redistribution of current salary either partially or entirely to a grant account, the P.I. completes a POSITION MANAGEMENT CHANGE FORM and fills out the section for Redistribution. The form is then sent to OSPR, which will review and forward to Human Resources.
If the reassignment to a grant entails a change in salary, the P.I. contacts HR and requests a WMRF, which will incorporate the salary change AND the distribution change.
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| Reassignment Part-Time |
The P.I. fills out a Personnel Action Form(PAF), which indicates the grant number and the percentage to which the part time person will now have his/her compensation charged.
The P.I. then sends the PAF to OSPR, which will forward it to Human Resources upon review.
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| Student Employees |
Whether the students are new hires or reassigned to a grant, Graduate or Undergraduate, the Principal Investigator completes a STUDENT EMPLOYMENT ACTION FORM (SEAF) available at the DePaul Career Center.
Once completed, the P.I. sends the form for review to OSPR, which will forward the paperwork to the Career Center for processing.
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| One-Time Payments |
In situations where a DePaul employee receives a stipend or honorarium for some limited special function performed for a project, the Principal Investigator compensates him/her through the completion of a One Time Payment Request form. Electronic one-time payment form is available here.
Once the form is completed, the P.I. submits it to OSPR, which will forward it to Human Resources for processing.
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NOTE ON PEOPLESOFT ACCOUNT CODES:
For all the forms listed above, the P.I. is requested to provide an "ACCOUNT." This is the first part of a chartfield and identifies the nature of the expense (other components of the chartfield indicate the source of the funding).
The following are the account numbers most commonly used for remuneration purposes in grant accounts:
Full-Time Salaries:
501000:
Faculty Full Time
501300:
Administration Full Time
501400:
Professional Full Time
501500:
Clerical Full Time
Part-Time Salaries:
511100:
Faculty Part Time
531570:
Professional Part Time
531510:
Clerical Part Time
Student Salaries:
531610:
Graduate Assistant
521650:
Student Service (Undergraduate)
One Time Payment:
511100:
Faculty Part Time
531570:
Professional Part Time
531050:
Honorarium
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