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Hiring for Grant Related Positions

Notices of Appointment on Grant, Contract, or Cost Share Funded Positions

Notices of appointment are letters issued to hire for job positions, wage agreements, and other compensatory salary or wage agreements. The forms are located at Recruiting & Hiring. Make sure you know the index number(s) that will be used to fund the position as it is required on the letter (PIAF numbers are not valid). If you plan to attach a Labor Distribution Form to the letter to establish the pay distribution for the agreement period and need assistance, see LDFs.

Please work with your departmental coordinator or human resource personnel to determine which form best suits your needs. The letter must be signed by the department chair, dean, AND principal investigator. Once you have issued the letter to the potential employee for signature, make a copy for your records and route the original signed copy to Research Accounting for approval (mail code BO-RA). RA then will approve and send the original to HR for processing.

Note: Letters issued for grant, contract, or cost share funded positions must include verbiage as follows (or similar):
“ If the grant or contract that is funding this appointment is terminated or reduced prior to the expiration date above, that portion of this appointment will be terminated as of the adjusted grant or contract date”.

For labor distribution request instructions, see LDFs.

Labor Distributions on Grant, Contract, or Cost Share Funded Positions

Labor distribution forms (LDFs) are used for the distribution or redistribution of an employee’s effort among 2 or more indexes. LDFs may be prepared at the time of the original offer letter issuance to establish the pay distribution from the start of the agreement period. LDFs may also be prepared to change the original distribution set forth by the offer letter. Please follow these steps to process an LDF involving grant or cost share indexes:

1) Complete Labor Distribution Request Form based on your needs.
2) Route your request to Research Accounting at BO-RA for creation of the actual LDF. This will be sent back to your department for dean and chair approvals.
3) Remit the original signed copy to RA to obtain FINAL RA APPROVAL. RA will then forward on to HR for processing.
4) Contact your research accountant or your departmental coordinator for assistance with completing the request form and other questions. If you do not know who your research accountant is for the award in question you may contact our front desk at 5-3667.