TUC Sponsored Programs

TUC END OF SEMESTER REMINDERS: Spring & Summer Additional Pay, New Hires, and Independent Contractors

May 17, 2021

Dear Principal Investigators and Research Administrators:

It’s that time once again to plan your research and creative activities for summer. Below are some reminders as we close the spring semester:

New hires, including hiring new student employees

If you plan to hire new employees in your sponsored project, please remember to complete the new hire sign in process prior to allowing individuals to work on your project.

Federal regulations require all employers to verify that individuals are authorized to work in the United States. The Form I-9 (Employment Eligibility Verification) must be completed for every new employee (including citizens and noncitizen nationals of the United States) before the first day of workFurthermore, failure to comply with these requirements may result in civil penalties incurred by The University Corporation and CSU Northridge.

Please contact tuchr@csun.edu or your Post-award liaison if you have any questions or need assistance with the process.

Request to hire an independent contractor

As a reminder, as of January 1, 2021, the process for requesting to hire an independent contractor had been updated. Requestor must complete the request form, attach CV/resume of the individual, and submit it to kathryn.weeks@csun.edu at least two weeks prior to the expected date(s) of service. A determination of employment status must be made by TUC Human Resources prior to any work beginning.

Spring Additional Pay

Spring 2021 pre-authorization requests must be completed by May 26, 2021. After this date, you will not be able to enter any new requests for spring 2021 semester.

Below are the links to the training videos for both pre-authorization and request of payment. Guides are also attached to this email:

TUC Pre-Authorization Video:   https://youtu.be/jhpJQRIYi58

TUC Request of Payment Video: https://www.youtube.com/watch?v=ruG5xhpHH_Y

Fall, Winter, & Spring Additional Pay guide

Additional Pay System Top 10 Tips

Summer Additional Pay

Summer Additional Pay system is now open. The Summer Additional Pay guide is attached to this email.

Summer Additional Pay How To Guide

Please remember the following:

  • If you are working on a federal or federal pass-through project, you must choose “base salary pay rate” as payment type.
  • Academic Year (AY) faculty have a total of 75 days available (125% of base time) for additional work during summer, including courses being taught. Please note that federal pass-through projects may cover up to 100% time base (cannot exceed 60 days). The remainder may be paid from a non-federal funding source.
  • 12-month faculty have a total of 15 days available (25% of base time) to use for additional work during summer.
  • If teaching a summer course, a 12-month faculty cannot do any other additional work, and must claim vacation days to make up for the overage of reaching a course.

Due to fiscal year end closing, all additional pay requests for work performed on or before June 30, 2021 must be fully approved or accrued by June 30, 2021 at 10AM.

Please reach out to your Post-Award liaison, or to me, should you have any questions regarding additional pay.

Thank you for your cooperation.


Grace Slavik, Associate Director, Post-Award