Grant Payroll Procedures

Any person who will be paid, even if they are only to be paid one time, must have either an appointment form completed or an electronic approval performed through Banner. To receive pay from a grant, the Office of Research and Sponsored Programs must receive and approve either the appointment form or the electronic approval. If the employee will be working more than one job, an appointment is needed for each position.

Forms and Banner Electronic Approvals

1. GRA's with or without Tuition Waiver
   These forms are used to appoint any graduate research assistants. The forms must be approved by ORSP and an approved copy returned to your department prior to the student being entered into the GFA system. Graduate research assistants do not receive benefits or paid leave.
   
2. Non Benefited Employment
   These employees must be entered into the Banner 2000 electronic approval system. These positions have no benefits including no paid leave.
   
3. Appointed Employment
   The form named Employee Change Request is used to appoint employees to any position not covered by the first two appointment options.

 

Forms are available to downloaded at http://www.du.edu/controller/

Timesheets

Timesheets are due to the Office of Research and Sponsored Programs every other Thursday by the end of the day for hourly employees and on the 28th of each month for salaried employees. If the 28th occurs on a weekend day the timesheets are due the Friday before. Failure to turn timesheets in on time may result in non-payment for the employee and may cause a delay in invoicing to your grant sponsor and therefore has a serious impact.

Timesheets may be downloaded from http://www.du.edu/orsp/forms.html
OR picked up from the Office of Research and Sponsored Programs.

Adjustments

1. Workload Adjustment ( Reduction to Salary)
   Fill out the form named Workload Adjustment Request Form and submit it to ORSP for approval by the 15th of the month prior to the pay date effected.
   
2. Corrections
   To request a correction please fill out the form named Request for Payroll Correction. Please turn in the completed request by the 15th of the month for the correction to show in the financial close of that month.
   
3. Hand Checks
   To request a hand check, fill out the form with the same name. Hand checks are for emergency use only. Hand check requested are turned into ORSP for verification of grant information then they are passed on to payroll where they are handled like all DU hand check request are.
   
4. Extra Pay
   
   A. Hourly Paid Employees
   Employees that are paid hourly should record additional work done on their blue timesheets. Any work they have performed over forty hours in a week will be compensated at 1½ times their hourly pay rate. A workweek begins on Monday and ends the following Sunday.
   
   B. Monthly Paid Employees
   To receive additional pay from a grant you will need to complete the Banner 2000 electronic approval for each payment requested. The electronic approval must complete the approval cycle prior to the 18th of the month prior to the pay date when the employee will need to receive the additional pay.

Terminations

1. GRA
   No paperwork is needed; the appointment form required this information.
   
2. Non Benefited Employment
   Complete the Banner 2000 electronic approval process for termination.
   
3. Appointed Employment
   Complete the form named Notification of Termination. A DU standard form will be developed and forwarded to you at a later date to replace this form.
   

* DU and the Office of Research and Sponsored Programs reserve the right to make changes to all policies. *