Academic Employee Appointment –Preliminary Budgetary Approval Process
Preliminary funding approval is done via an online form. Final approval will be obtained by the Academic Personnel Coordinator (APC) via initial and date by RA on the doc inventory form. The preliminary budget approval should be requested once you know the details of an appointment. Please do not hold the submission of a dossier for the preliminary budget approval.
When approving funding for employee appointments we need to differentiate between
appointment end date
and
funding end date
Example:
e-mail for preliminary funding for appointment is requested
start date 2/1/11 – end date 6/30/13
Award date is
7/1/10 – end date is 6/30/14
all years awarded
appointment end date and funding end date are the same – no problems; budgetary
approval results in appointment and distribution dates in PPS are the same. Offer letter
contains no contingency language.
Award date is
7/1/10 – end date is 6/30/14
current increment ends 6/30/11
appointment end date can be approved
funding end date needs to state 6/30/11; budgetary approval results in appointment
end date of 6/30/13 and distribution end date of 6/30/11 in PPS. Offer letter for
postdocs contains no contingency language; contingency language for all other titles
allowed but not needed.
Award date is
7/1/10 – end date is 6/30/11
Funding/appointment can only be approved thru 6/30/11 unless
another funding source is identified to pay salary from 7/1/11 thru 6/30/13.
Preliminary funding approval is done via an online form. Final approval will be obtained by the Academic Personel Coordinator (APC) via initial and date by RA on the doc inventory form.
Distribution Continuation Process
If the appointment end date is 6/30/13 and increment end date is 6/30/11
Payroll will set up the distribution end date in PPS as 6/30/11.
Currently PI and RA are prompted by payroll to approve extension.
If appointment end date for the funding was approved by PI he/she can be eliminated from
approval process for distribution continuation.
Example: please extend distribution end date thru MM/DD/YY. PI approved
appointment on document inventory (on file).
Funding approval process will depend on award, for example, new increment received
or internal /official firm commitment process per guidelines.
Postdocs
Postdoctoral Scholar -- Employees need an initial appointment of two years and all reappointments are for one year. Should there be some unforeseen budget shortfall, a layoff or involuntary reduction in time can be processed. The contract contains different provisions for Fellows or Paid Directs to align the appointment/reappointment to the funding source.
Academic Employee Reappointment Process
Preliminary approval same as initial appointment