TUC Sponsored Programs

General Human Resources Issues

Personnel - General Procedure Issues

Points of Contact

The University Corporation has contracted with the CSUN-Office of Human Resources (CSUN-OHR) to manage and conduct many of the hiring activities of Sponsored Program employees, as well as ensure the compliance with applicable regulations. Project Directors may contact the TUC Human Resources or the CSUN-Office of Human Resources (CSUN-OHR) for any personnel related questions during the hiring process.

The University Corporation, Human Resources

(TUC-HR)
Maureen Gonzalez
(818) 677-3648
maureen.gonzalez@csun.edu

Activity
  • Main Contact
  • General Information
  • Printed Forms
  • Compliance Issues
  • Final Wage Determination
  • Benefits
  • Termination

CSUN-Office of Human Resources

(CSUN-OHR)
Mika Williamson (818) 677-2101
mika.williamson@csun.edu

Activity
  • General Information
  • Job Classification
  • Wage Determination
  • Employment Offer
  • Compliance Issues
  • Job-Ads
  • Pre-Selection
  • Notice of Appointment
  • Picture ID-Cards

The University Corporation, Payroll

Joann Spruill
Payroll Administrator
(818) 677-2929
joann.spruill@csun.edu

Activity
  • Payroll / Vacation

The University Corporation, Sponsored Programs

(TUC-SP)
Georg Jahn
Director, Sponsored Programs
(818) 677-2698
gjahn@csun.edu
Mail Stop: 8309

Activity
  • Budget Approval

Office of Research and Sponsored Projects

(ORSP)
Scott PĂ©rez
Director
(818) 677-2901
scott.perez@csun.edu
Mail Stop: 8232

Activity

  • Approval of Staff Explicitly Named in Grant

Forms

All necessary forms for the hiring of Sponsored Programs employees can be obtained from the CSUN-Office of Human Resources (CSUN-OHR) website: http://www-admn.csun.edu/hrs/forms/emplclassforms.html.

Budget Approval

TUC-Sponsored Programs Department (TUC-SP) must review and approve any personnel action, such as hiring or change of status, ensuring that sufficient funds are available in the related project. The project director is responsible for obtaining the necessary approval.

Definitions of Employee

A Sponsored Program Employee is a person appointed to work for a research project, workshop, institute, or other special project funded by any grant, contract, gift, fees, donations, or outside agencies.

Project Director / Principal Investigator

The Project Director is a person designated by The University Corporation and/or the University to serve as the principal investigator and/or person primarily responsible for the conduct of a sponsored program. A project director may be a sponsored program employee, or a University employee.

Project Staff

A member of the project staff is appointed to work on a research project, workshop, institute, or other special project. He/She is under the direction/supervision of a project director.

Student Employee

A Student Employee is a person normally working twenty (20) hours or less and who is enrolled and regularly attending classes at California State University, Northridge as a graduate or undergraduate (in a minimum of 6 units for undergraduates and 4 units for graduates). A Student Employee's time base may be increased to full-time when classes are not in session. Student Employees may only hold casual appointments. A Student Employee is not eligible for benefits (refer to CSUN Website for Student Assistant policies).

Graduate Research Assistant

A Graduate Research Assistant must be a CSUN student (undergraduate or graduate). Unlike a Student Employee, a Graduate Research Assistant is not restricted to working a maximum of 20 hours per week.

Volunteer Employee

A Volunteer Employee is a person, who performs work or provides services without compensation or for nominal compensation of one dollar ($1.00) per year for The University Corporation. A volunteer employee is not eligible for benefits, and, unless specifically registered, not covered by Workers Comp Insurance.

CSUN Employee

A CSUN employee is a faculty or staff member of the University who is hired by The University Corporation on a part-time, overtime or summertime basis to provide services to a University Corporation project. Additional employment limitations are based on time base, not salary. A maximum of 125% time-base is allowed under certain circumstances. The salary rate for additional employment may be the same as the rate for the primary appointment; however, a \ different salary rate is permitted if appropriate for the work performed and if allowed by the funding source. In the case of a federal grant or contract, the rate of pay for the additional employment must be the same as the CSUN base rate of pay for the primary assignment. When determining the 125% additional employment under the Additional Employment Policy, all CSUN employment, all employment with The University Corporation, and other CSU Auxiliaries are considered together.

Faculty Additional Employment (FAE)

The primary employment of the CSUN Employee with Faculty Additional Employment is a teaching position with the University. The employee member receives additional employment payments for work performed on a project of The University Corporation. The time-base of faculty regularly employed by the University is limited to twenty-five percent (25%) of their regular time, while classes are in session. Faculty on nine-month appointments with the University may work full-time with The University Corporation during intersession and summer break. Certain sponsors (e.g., the National Science Foundation) limit summer appointments to a maximum of two months. The Office of Research and Sponsored Programs will provide clarification on sponsor requirements.

Staff Additional Employment (SAE)

The primary employment of the CSUN Employee with Staff Additional Employment is a staff position with the University. The employee receives additional employment payments for work performed on a project of The University Corporation. Exempt Employees do not receive additional compensation for work considered part of their primary work assignments. However, an exempt employee may be assigned additional employment equivalent to 25% above a full-time time-base if the additional assignment is unrelated to his or her primary work assignment. For non-exempt employees, overtime pay is required to be paid for hours worked in excess of 40 hours in a workweek regardless of assignment, whether the employee receives an additional employment assignment on a regular or sporadic basis that is or is not substantially different from the primary assignment.

Types of Appointment

Full-time Appointment

A full-time appointment is an appointment to a full-time salaried or hourly position at 40 hours per week. Continuation of employment is contingent upon terms and conditions specified at the time of appointment.

Part-time Appointment

A part-time appointment is an appointment to a part-time salaried or hourly position with less than 40 hours per week. Continuation is contingent upon terms and conditions specified at the time of appointment.

Casual Appointment

The appointment of a person with an expected length of service of one year or less or whose time base is intermittent. The appointment may be terminated or modified at any time. The recruitment process for a casual appointment is identical to the recruitment process of regular project staff.

Emergency Hire

Emergency appointments are limited to 120 days. Emergency appointments automatically expire at the date set at the beginning of the appointment. An Emergency appointment can be renewed, however it requires at least one (1) day break of service between the expiring appointment and the renewal. Employees with an Emergency appointment are not eligible for health benefits.

Types Of Compensation

Salaried Employees

A salaried employee is hired to fill a position with set or regular working hours. Salaried employees receive a set salary every pay period.

Hourly Employees

An hourly employee is generally or typically hired to fill a position with irregular working hours. These employees are paid an hourly rate and their pay is based on the number of hours reported on their time sheets each pay period.

Overtime Compensation

For the purposes of overtime compensation, employees are also classified as either non-exempt or exempt:

Non-Exempt Employees

Non-exempt employees are those employees who are entitled to receive overtime pay when they work overtime hours. Included in this category are all hourly employees regardless of classification, and salaried technicians, clerical, maintenance personnel as well as those professionals, scientific and supervisory employees not specifically excluded.

Non-Exempt Employees are required to adhere to the following minimum break schedules:

Daily Scheduled Work HoursMandatory Minimum Breaks
Less than 4 hoursNo break required
From 4 hours up to (but not including) 6 hoursOne 15-minute break, on the clock
From 6 hours up to (but not including) 8 hoursOne 15-minute break, on the clock
One 30-minute break, off the clock
8 hoursTwo 15-minute breaks, on the clock
One 30-minute break, off the clock

Exempt Employees

An hourly employee is generally or typically hired to fill a position with irregular working hours. These employees are paid an hourly rate and their pay is based on the number of hours reported on their time sheets each pay period.

Administrative Issues

Nepotism

No person can be employed to fill a position in which the employee will be under the supervisory control or direction of a near relative (a blood relative, in-law, step or adopted relative who is a parent, child, sibling or spouse). Under no circumstances will a relative be entitled to participate in any manner in a personnel decision relating to his/her kinsman.

Salaries And Wage Determination

CSUN Human Resources and TUC Human Resources will closely consult with the Project Director, when establishing the final compensation. Oral or written statements or representations by any person, other than the Human Resources Departments, are not binding upon The University Corporation.

Dual Compensation By The University Corporation And The University

As appropriate, the University Corporation will adjust the vacation and sick leave accrual rates of CSUN employees, so that the total rate of accruals provided by the University and the Corporation does not exceed that of a full-time employee.

International Employees

All employees are required to provide proof of eligibility for employment based on their citizenship status or their specific visa type.

If an international employee currently does not have a social security number, he/she can visit the Social Security Administration (SSA) website http://www.ssa.gov/online/ss-5.html for complete instructions on how to apply for one. A letter by the future employer confirming the job-offer is required to apply for the social security number.

Visa documents and the Social Security receipt must be brought to the employee sign-in procedure when signing in as a new hire employee.

The international employee will also need to contact TUC-Payroll to ensure proper taxation based on their visa type and various other factors. Employees with certain types of visas maybe required completing a web-based questionnaire that will determine their payroll deductions and exemptions. Since the web-based questionnaire is extensive and requires a variety of detailed information, international employees are encouraged to complete the questionnaire before the start of their employment, so that the correct payroll deductions can be applied at their first payment. The international employee should contact TUC-Payroll by e-mailing - joann.spruill@csun.edu - to set up access codes to the web-based taxation and exemption questionnaire (Glacier).

I9 Compliance per Immigration Reform and Control Act (IRCA)

Immigration laws and CSUN/TUC policies require all newly hired employees to complete the sign-in process before or on the first day of employment!

All newly hired employees are required to complete the New Employee Sign in process at the Office of Human Resources in University Hall, Room 165 before or on the first day of commencing employment. The New Employee Sign in process includes completion of the I9 form as per the Immigration Reform and Control Act (IRCA). IRCA requires that employers certify within three (3) business days of hire that an employee has provided certain documents which demonstrate that he/she is eligible to accept the employment offer.

It is the responsibility of the hiring managers to ensure that newly hired employees complete the new hire sign in process before or on the first day of starting employment. IRCA non-compliance can result in very costly fines to CSUN and The University Corporation.

The CSUN Office of Human Resources will monitor the I9 process for IRCA compliance on an ongoing basis.