TUC Sponsored Programs

Questions regarding personnel and payroll

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 work. Furthermore, failure to comply with these requirements may result in civil penalties incurred by The University Corporation and CSU Northridge. 

If you plan to plan to hire new employees in your sponsored project, please remember to complete the new hire sign in process prior to allowing them to work on your project. Please contact tuchr@csun.edu or your Post-award liaison if you have any questions or need assistance with the process. For other Human Resources issues, please visit TUC Human Resources website.

Below are some of the frequently asked questions regarding hiring personnel.

How do I hire a CSUN student to work in my sponsored project?

Please complete the Action Request - Student form and Background Verification form, which can be found in TUC HR Forms under Manager Hiring. Once completed, please email to tuchr@csun.edu and your Post-award liaison. TUC Human Resources (HR) will review and route the forms for signature. TUC HR will schedule a time with the student to do the sign-in process. Once the student signs in with TUC HR, the student can start working in the sponsored project.

What is the difference between these accounts: 601303 (Student Assistant), 601309 (Student Assistant - Grad), 601103 (Graduate Assistant), and 601104 (Research Assistant-Undergrad)?

601303 account is used for CSUN undergraduate students working 20 hours per week on any funds on campus. 601309 account is used for CSUN graduate students working 20 hours per week on any funds on campus. These student employees are FICA exempt.

601103 account is used for CSUN graduate students and 601104 account is used for CSUN undergraduate students who are not FICA exempt.

If allowed to hire a non-CSUN student as a research assistant in the sponsored project, please use account 601580 (Research Assistant).

Why do you need to separate CSUN undergraduate and graduate students?

This will help the campus and CSU Chancellor's Office keep track of the number CSUN undergraduates and graduates involved in externally funded grants and contracts. This will also help TUC in maintaining accurate information of the employee headcount during compliance and audit. 

I want to hire a CSUN student as a Research Assistant. Can I use 601580?

Currently, we are only using account 601580 Research Assistant for non-CSUN students. Please use either 601103 (CSUN graduate students) or 601104 (CSUN undergraduate students) if you need to hire a CSUN student as research assistant.

When do I use 601580 (Research Assistant)?

601580 (Research Assistant) is used when the employee is non-CSUN student working as a research assistant.

I would like to do an emergency hire for a staff position. What do I do?

All staff positions must perform a recruitment for the position. Though temporary emergency hires can be done, an employee on an emergency hire status can only work for 3 months for a full-time position and 6 months for a part-time position. Please complete and submit an Action Request Form, and Background Verification Form with the individual's resume or curriculum vitae to tuchr@csun.edu. These forms are under TUC HR Forms page, under Manager Hiring. An individual cannot start working until the sign-in process with TUC HR is completed. 

To do a recruitment for the position, please complete and submit Recruitment form, Position Description form, and Background Verification form to tuchr@csun.edu. These forms are under TUC HR Forms page, under Manager Hiring. An individual cannot start working until the sign-in process with TUC HR is completed. Once you have chosen a candidate, complete the Action Request Form and Applicant Selection and Disposition form found in the TUC HR page under Manager Hiring and submit it to tuchr@csun.edu.

If you want to hire a postdoctoral researcher in your grant, please refer to the question, "I would like to hire a postdoctoral researcher. What do I do?"

I would like to hire a staff as a regular hire (not as an emergency hire) in my grant. What do I do?

All staff positions must perform a recruitment for the position. Though temporary emergency hires can be done, an employee on an emergency hire status can only work for 3 months for a full-time position and 6 months for a part-time position. Please complete and submit Recruitment form, Position Description form, and Background Verification form to tuchr@csun.edu. These forms are under TUC HR Forms page, under Manager Hiring. An individual cannot start working until the sign-in process with TUC HR is completed. Once you have chosen a candidate, complete the Action Request Form and Applicant Selection and Disposition form found in the TUC HR page under Manager Hiring and submit it to tuchr@csun.edu.

If you want to hire a postdoctoral researcher in your grant, please refer to the question, "I would like to hire a postdoctoral researcher. What do I do?"

What is the difference between exempt and non-exempt?

The difference between exempt and non-exempt employees is that non-exempt workers are entitled to certain protections under the Fair Labor Standards Act, a federal law that sets minimum wage and overtime requirements. 

If employees are non-exempt, it means they are entitled to minimum wage and overtime pay when they work more than 40 hours per week. Employees exempt from the FLSA typically must be paid a salary above a certain level and work in an administrative, professional, executive, computer or outside sales role. Employers are not required to pay overtime to employees who are properly classified as exempt. 

At TUC, non-exempt employees will be paid an hourly wage while exempt will be salaried.

Who sets the limits on student payroll rates/ranges ?

In general, TUC has similar salary ranges to CSU for any position that is determined to be comparable. Per the Education Code (Ed Code) § 89900(c), an auxiliary must have comparable salary ranges with stateside unless there is a conflict with California law or other legal mandates. Our minimum wage is higher than state side as TUC must follow California minimum wage, but our maximum range follows the range of the CSU student assistant positions as it is comparable.

Where can I find the FAQ link that was sent regarding postdoc and visiting scholars hiring?

You may find it in this FAQ link.

I would like to hire a postdoctoral researcher. What do I do?

If a Principal Investigator would like to hire a Postdoc or Paid Visiting Scholar through TUC, below are the requirements for each search.

Federal regulations require all employers to verify that individuals are authorized to work in the United States, and as such, all new TUC employees must complete the i-9 (Employment Eligibility Verifiation) before the first day of work. Failure to comply with these requirements may result in civil penalties incurred by The University Corporation and CSU Northridge

Postdocs working on a sponsored project: Please complete and submit the following forms below to tuchr@csun.edu. Forms are found in TUC Human Resources website under Manager Hiring. 

  • Recruitment
  • Action Request
  • Background Verification Form
  • Position Description
  • Submit a Curriculum Vitae (CV) once a candidate is chosen

Paid Visiting Scholars: Please contact Office of Faculty Affairs if you intend to host one. Please note that Principal Investigator must also submit the following to TUC Human Resources prior to offering employment to a Visiting Scholar. Since CSUN and TUC are separate entities, these forms are required to officially hire Paid Visiting Scholars through TUC. Please complete and submit the following forms to tuchr@csun.edu. Forms can be found in TUC Human Resources under Manager Hiring.

  • Action Request
  • Background Verification Form
  • Candidate's Curriculum Vitae

As required by federal regulations, all employees must pass a vendor debarment and suspension check and export control compliance. As a condition of employment, all new hires must be fully vaccinated and boosted prior to working for The University Corporation. 

If you have additional questions, please contact tuchr@csun.edu.

I would like to hire and/or pay a Visiting Scholar in my sponsored project. What do I do?

Please contact Office of Faculty Affairs if you intend to host one. Please note that Principal Investigator must also submit the following to TUC Human Resources prior to offering employment to a Visiting Scholar. Since CSUN and TUC are separate entities, these forms are required to officially hire Paid Visiting Scholars through TUC. Please complete and submit the following forms to tuchr@csun.edu. Forms can be found in TUC Human Resources under Manager Hiring.

  • Action Request
  • Background Verification Form
  • Candidate's Curriculum Vitae

Federal regulations require all employers to verify that individuals are authorized to work in the United States, and as such, all new TUC employees must complete the i-9 (Employment Eligibility Verifiation) before the first day of work. Failure to comply with these requirements may result in civil penalties incurred by The University Corporation and CSU Northridge

As required by federal regulations, all employees must pass a vendor debarment and suspension check and export control compliance. As a condition of employment, all new hires must be fully vaccinated and boosted prior to working for The University Corporation. 

If you have additional questions, please contact tuchr@csun.edu.

Where can I find TUC's payroll calendar and due dates when to submit eTime (timesheets)?

TUC Payroll calendar, due dates for eTime, and other TUC payroll information can be found in TUC Payroll web page

How do I access my pay stubs and/or get a copy of my W2?

Pay statements and W2 can be accessed and downloaded through iPay link, Information can be found in TUC Payroll web page

I would like to convert my release time to extra/additional pay. How do I do that?

First, please get your Director of Finance and Operations (DFO) and/or department approval on this request. Second, please ask your DFO or department how much it will cost for X number of units. Once you have that amount, please complete and submit a budget revision form and forward the completed budget revision form with the email approval from the DFO or department to your Post-Award liaison so they can review and process your request. Post-Award office will inform you once the budget revision is processed.