Date Composed: 08/07/1997
Date Modified: 11/01/2007
Revised: 11/2007
A. Policy
The Principal Investigator will ensure that all positions established through the RCUH will have adequate funding to cover salaries and fringe benefits. RCUH employs individuals funded through a variety of sources. The UH Service Order process is used to fund positions’ salaries/wages and fringe benefit costs. The Principal Investigator and/or Fiscal Administrator will provide the RCUH with assurance that all salaries and fringe benefits will be funded for a position’s duration with the RCUH. No RCUH employee will be continued on employment if there are insufficient funds to pay for applicable salary/fringe benefits expenses.
B. Procedures
Establishment and Continuation of Funding - The Principal Investigator will ensure that all positions established through the RCUH will have adequate funding to pay for all salary and fringe benefit costs. As applicable, the RCUH will enter into a formal contract or service order that provides sufficient funds to support the project’s position(s). The RCUH will not establish or maintain any position that is not funded.
Expiration of Funding or Project/Position Termination – Project Principal Investigators / Fiscal Officers must monitor the fiscal status of service ordered projects noting the applicable “project account termination dates.” For Projects with a Termination Date, you must do one of the following actions:
Continuation of employment on new project number: Transfer employee to a related project number (or advance account) via an online HRAP Change Request.
Continuation of employment on existing project number as a continuing project or no cost extension: If your Project Number expires, but it is a “continuing project”, you will need to have your Fiscal Officer immediately correct the Project Termination Date on both UH and RCUH accounting systems. If your terminating project will remain active on a “No Cost Extension”, you will need to obtain a signed approval from ORS to maintain employees on present Project Number on a “No Cost Extension”. A memo from the project’s Fiscal Officer must be provided to the RCUH Human Resources Department with the applicable information. (NOTE: If neither action is taken, the Project Number will be considered terminated and RCUH will require you to follow (c) below.)
Termination of Project and Applicable Employees: The RCUH Human Resources Department must be notified no less than 7 working days prior to the effective date of termination, if a position’s funding is being terminated. This notification is via an online HRAP Termination Request. (If you are unable to process an online termination, you may submit an RCUH Termination of Employment Form. The RCUH Human Resources Department will need this time to process the termination action and/or statutory termination notifications (i.e., termination of salary assignments, deductions, issuance of COBRA notice, etc.). Principal Investigators are responsible for providing a termination notice to the affected RCUH employee in a reasonable time. The RCUH will send a written termination notice (via email whenever possible or U.S. Mail) to the employee confirming the termination date.