Grants Administration Functions
Employees on grant-funded programs and research projects at Fredonia are employed
by the Research Foundation of SUNY (RF), a private, not-for-profit educational corporation
that manages external funds for campuses within the State University of New York system.
Employment with the RF is on at at-will basis, meaning the relationship can be terminated
at any time by either the employee or the employer.
As an equal opportunity employer, the campus and RF require an affirmative action
search for long-term employees who will work half-time or more.
- Affirmative Action Policy and Procedure
- Research Foundation as a Separate Employer - Word (70 KB) | PDF (74 KB) (Affirmative Action Search Procedure)
- When a Search is Not Required
- Request for Waiver of the Search Procedure
- How to Proceed When a Full Search is Warranted
- Request to Recruit form - Word (61 KB) | PDF (58 KB)
Applicant Survey and Data Collection Form - Word (65 KB) | PDF (67 KB)
- Pre-Interview Search Procedure Report - Word (118 KB) | PDF (109 KB)
- Interview & Recommendation Process Report - Word (77 KB) | PDF (78 KB)
- Employment Application - Word (63 KB) | PDF (64 KB)
Once a new employee has been selected, the Project Director or Principal Investigator
should work with the Office of Sponsored Programs to complete the initial paperwork.
Supervisors must also ensure that new employees (and all employees) are given a job
description detailing their duties and responsibilities.
- Employee Assignment Form - MS Word (218 KB) | PDF (66 KB)
Regular and student employees of the Research Foundation must also complete paperwork
when they are hired. This is usually done in person in the Office of Sponsored Programs
(OSP) with Cathe Kilpatrick, at which time employment eligibility will be verified. New employees must prove
eligibility by presenting EITHER a passport OR a Driver’s License AND Social Security
card (please contact the OSP for alternate documentation). Paychecks cannot be released
until eligibility has been verified.
While meeting with OSP staff, new employees will complete Federal and New York State
tax forms, the I-9 form (employment eligibility), and an Employment Application, if
they haven’t already done so. They will also receive the Employee Handbook or instructions
on how to access it on the internet as well as additional printed information.
Payroll and Holiday Schedule
Changes to address, salary or pay, full time equivalency (FTE), or the grant award
to which an employee’s pay is charged require the Oracle Information Change Form.
Cathe Kilpatrick is the person in the OSP to contact for completing the Change Form.
All pay increases require additional documentation and must be in accordance with
the Research Foundation Salary Plan as communicated by the OSP to all PI/PDs annually,
subject to fund availability in the award. For Across-the-Board (ATB) increases, only
the Pay Increase/Bonus Request Form is necessary, but discretionary/merit increases
and awards/bonuses are based on performance and availability of funds, so must be
accompanied by a performance evaluation and description of special circumstances.
There are two types of discretionary pay increases:
Discretionary Increases: Individual discretionary base salary adjustments are authorized based on performance
and/or equity considerations, subject to the availability of funds.
Awards: Individual one-time discretionary awards, not added to the employee's base salary,
are authorized, subject to the availability of funds.
Supervisors are strongly encouraged to evaluate each employee annually. There is no
official form or template for employee performance evaluations, but they should be
based on the employee’s job description.
The RF uses progressive discipline to address an employee’s work performance issues
and/or inappropriate behavior. The intent is to help employees correct their issues
to become successful, productive workers. Progressive discipline provides supervisors
and SUNY Fredonia with a consistent and fair process for handling disciplinary issues
and protects the legal rights of the employee and employer. Please contact the Office
of Sponsored Programs for more information.
The RF’s pay cycle is biweekly, generally on a Friday. Hourly employees are paid with
a two-week lag (paid two weeks after the end of the previous pay cycle). There is
no lag for salaried workers. Direct Deposit is an excellent way to assure secure,
timely delivery of pay. There is a one-time, one pay cycle lag after direct deposit
data is input.
Faculty Fellowships can also be managed through Research Foundation, providing a regular
biweekly paycheck and allowing orderly payout of the award over time.
Employees who work half-time or more may be eligible for benefits, which are generally
comparable to those SUNY offers. For more information, please contact Jennifer Costa in the SUNY Fredonia Human Resources Office. She is the campus Research Foundation
RF employees must complete time reporting documents. If you are a non-exempt employee,
covers hourly employees and those whose salaries fall below the established Fair Labor
Standards Act minimum, you will complete either an hourly or biweekly time sheet.
If you are an exempt employee, which means your salary is high enough that you cannot
earn overtime, you will complete an exception report for each calendar month. Nonexempt
time sheets are due at the end of each pay period, and exempt reports are due at the
end of each month. Both must be signed by you and your supervisor. The SUNY Fredonia
Human Resources office manages Time Reporting for RF employees. Please contact Jennifer
Costa for more information.
Salaried employees working at least 50 percent of time may be eligible to accrue leave
for illness, vacation and personal use. Your eligibility to accrue and use vacation
and personal leave depends on the date you were hired, your status as a full-time
or part-time employee, and status as an exempt or nonexempt employee. The SUNY Fredonia
Human Resources Benefits Coordinator for RF, Jennifer Costa, manages leave for RF
Personnel/Payroll PowerPoint »