In an effort to facilitate project directors' success in managing
their awards, the following offices work closely together in a
collaborative post-award effort. These offices provide faculty and staff
with the support needed to implement his or her project by providing a
variety of important services.
The following details each office offering post-award services, the services offered, and contact information.
Office of Research and Sponsored Programs
The Office of Research and Sponsored Programs (ORSP) is the administrative unit responsible for:
Reviewing grant and contract account award
notifications to ensure compliance with University policies and external
funding source guidelines
Negotiating contract obligations and budgets
Securing administrative signatures
Transmitting contracts to funding sources
Notifying the Office of Accounting and Budgetary
Control of funded contracts and grants by forwarding copies of awards
Shannon Harr, Director of Research Integrity and
Compliance, is the contact for post-award administration in ORSP. He can
be reached by phone at 606.783.2307, or by e-mail at firstname.lastname@example.org.
The Office of Accounting and Financial Services
(AFS) is the fiscal unit responsible for the financial
administration of all restricted grants and contracts. Its goal is to
ensure that routine financial matters are completed in accordance with
MSU's policies and procedures.
AFS is responsible for:
Reviewing proposals for financial accuracy
Establishing new grant or contract accounts on MSU's general ledger
Preparing and submitting all financial invoices and reports in accordance with agency requirements
Maintaining the time and effort reporting system
Approving all financial transactions (purchase
orders, check requests, travel, Personnel Action Requests, budget
transfers, workstudy requests, etc.)
Depositing all monies received
Developing the fringe benefit rates
Negotiating the University's Facilities and Administrative (F&A) rate
Shana Savard-Hogge, Grants and Contracts Accountant, is
the contact person for restricted project accounts. She can be reached
by phone at 606.783.2132, or by e-mail at email@example.com.
Procurement is responsible for:
Procuring all goods and services for the
University in a legal, timely and cost-effective manner in accordance
with federal, state and local laws and policies, including the Kentucky
Model Procurement Code
Overseeing the approval of all purchase orders and personal service contracts provided in grant or contract awards
LaDonna Purcell is the
contact person for approval paths and MSU procedures related to
procuring goods or personal services. She can be reached by phone at
606-783-2323, or by e-mail at firstname.lastname@example.org.
The Office of Human Resources (OHR) is responsible for
overseeing the hiring process for all full-time, part-time, and
temporary positions. MSU has procedures established for filling
positions depending on the types of appointments being made. See "Personnel Policy PG-3: Types of Appointments," for the types of appointments that can be made at the University.
MSU is committed to recruit, employ, retain and promote
in compliance with the principles of equal employment opportunity and
affirmative action. The University follows a program of broad,
comprehensive, open recruitment for full-time positions.
All positions are recruited and processed through the OHR in accordance with the Affirmative Action Plan.
There are also requirements established for hiring part-time and
temporary positions. For either type of appointment, a Personnel Action
Request (PAR) must be initiated online by the hiring supervisor and
approved by the OHR, the Affirmative Action Officer, and appropriate
administrators prior to an offer of employment being made to a candidate. PAR guidelines are available for download here.
Sandra Bush, Employment and Records Manager, is the
staff member responsible for overseeing the hiring process. Contact her
following the award of a grant or contract if hiring someone, or if
anyone is to receive supplemental pay in conjunction with a project's
activity. She can be reached by phone at 606.783.2097, or by e-mail at email@example.com.
The Payroll Office is responsible for processing all
salary and hourly wage payments to employees at MSU in the most
accurate, efficient and timely manner possible while maintaining
compliance with all federal, state and local regulations.
The Payroll Office disburses payments upon receipt of an
approved Personnel Action Request (PAR). The Datatel version of a PAR
will be a New Hire and Rehire (PEHR) document. All employees are paid on
the 15th and 30th of each month. If this date falls on a weekend or
holiday, the release is the preceding work day.
Regular and College workstudy non-exempt (hourly)
employees are paid according to hours submitted for the previous
semi-monthly pay period; exempt (salary) payments are paid for the
current period in equal installments.
Pay schedules may be obtained here.
All payments should be disbursed over the span of the individual's
actual work period. A Web Time Entry Supervisory Approval Form must be
on file in the Payroll Office to establish employees responsible for
entering and approving payroll for each department. Required documents
for pay disbursements are: Federal W-4, State K-4, and when applicable,
Chosen Retirement Options and Insurance Options. All these forms are
available online here.
Please begin paperwork as soon as possible to avoid
delays in payroll processing. Please alert the Payroll Office
immediately when notified of an unexpected termination.
Gaylena Cline, Payroll Manager, is the contact person
for payroll related questions. She can be reached by phone at
606.783.2145, or by e-mail at firstname.lastname@example.org .
Project directors may want to hire a student(s) to perform work
related to grants/contracts. The hiring process for students at MSU is
facilitated by the Office of Financial Aid. In order to hire a student
to perform work on a grant/contract, contact Jeanette Johnson, Student
Employment Support Specialist at 606.783.2000 or email@example.com.