Hiring and Charging Personnel

Hiring Personnel

Hiring of personnel is initiated at the Department or College level. To begin hiring personnel to work on grants and contracts, please contact the appropriate office below for specific guidance:

Employee Type:	Contact:
Faculty	Provost’s Office
Post-Doctoral Fellows	Provost’s Office
Exempt and Non-Exempt Employees	Human Resources
Graduate Assistants	College Onboarding Specialist
Hourly Students (Graduate and Undergraduate)	Human Resources
* All new hires with effort charged to grants/contracts will be routed to OG&C for budget approval.

Charging Existing Personnel

In order to charge existing faculty, staff or student time to a grant or contract, the following processes should be followed based on employee type:

Employee Type:	Form/Process:
Faculty – Summer Salary	Faculty with 9-month appointments should complete the Summer Salary Request Form Faculty with 12-month appointments should contact their College Finance Manager to complete a PAF to change their labor distribution.
Faculty – Academic Year Salary	Faculty should contact their College Finance Manager to complete a PAF to change their labor distribution.
Post-Doctoral Fellows	Post-Doctoral Fellows and Staff should contact their College Finance Manager to complete a PAF to change their labor distribution.
Exempt and Non-Exempt Staff
Graduate Assistants	Advisors should contact their College Onboarding Specialist to update the Stipend Form. Current graduate assistant stipend rates are on the Payroll website.
Hourly students (Graduate and Undergraduate)	Supervisors should contact their College Finance Manager to initiate and submit a Personnel Action Form to change the student’s labor distribution. In some cases, a new position may have to be created and posted. Contact Human Resources for specific guidance.
* All new personnel charges to grants/contracts will be routed to OG&C for budget approval.

NOTE: Fringe Benefits are a direct project cost, not administrative overhead, and are therefore charged consistent with personnel costs. Villanova University's fringe benefit rate is 25.38% of full-time salaries, and 7.75% of part-time salaries.

Terminating Personnel

It is the responsibility of the Academic Department to report departing personnel. If paperwork is not submitted to discontinue payroll activity, the department will be liable for incurred expenses.

Employee Type:	Contact:
Faculty	Contact your College Finance Manager to initiate a PAF.
Post-Doctoral Fellows
Exempt and Non-Exempt Employees
Graduate Assistants	Contact your College Onboarding Specialist to update the Stipend Form.
Hourly Students (Graduate and Undergraduate)	Contact your College Finance Manager to initiate a PAF.

Faculty Summer Salary Requests

Please see the Guidelines for Charging Summer Salary to Sponsored Awards document for more information about charging faculty summer salary to your sponsored awards.

Faculty Summer Salary Guidance

Summer Salary Request Form