Payroll/Personnel
Overview
Purdue operates its payroll on several different systems depending on the staff
member's classification.
Biweekly payroll - includes clerical, service, and undergraduate student
labor. Monthly Payroll (fiscal year basis) - includes faculty and post-docs,
administrative/professional staff and operation/technical assistant’s staff.
Graduate staff and faculty are paid monthly on either a fiscal year (12 month)
basis or academic year (10 month) basis. The on-line payroll dates for academic
year staff can be found at http://www.purdue.edu/hr/Benefits/Welcome.html.
Staff members are required to certify their employment effort. Several
methods are utilized depending upon the staff member’s classification.
Faculty, administrative/professional and graduate staff record and certify
their effort using a PAR (personnel activity report) on a semester basis. The
Business Office will notify you when PARs are
available at the end of every semester for completion and certification.
Biweekly employees and monthly operational/technical assistant employees use a
time card or PAR (personnel activity report) to record both hours and
distribution of effort that an individual spends directly on each sponsored
research project. These time cards are completed either biweekly or monthly
depending upon the employee's classification.
Hiring Procedures
The hiring of any personnel requires prior approval.
The details of the exact procedure for all employment may be obtained in the
Business Office. The University establishes all pay scales, and the established
rate of pay for any position should be obtained and approved before a
commitment is made. A schedule of pay periods and pay dates may be obtained
from the Business Office.
The Project Director for
To extend an offer of employment to a graduate student or post-doc, please
see the Account clerk in the Business Office. To inquire into hiring any other
type of staff member, please meet with Jane Harper.
Employment Eligibility
Federal law requires that all new employees must present documentation of
employment eligibility on or before their first day of employment. This
documentation may consist of driver's license, social security card, or
passport information. For more detail on acceptable documentation see the
attached Form I-9. As a supervisor, please inform all new staff of these
requirements. Staff may not begin work until this I-9 documentation has been
provided and certified. For continuing staff, any delay in providing updated
information may result in held pay, suspension of work, or eventual termination
of employment.
Summer Employment
For academic year staff, summer employment is contingent upon available
funding. The summer session consists of a total of 13 weeks, of which 12 can
possibly be worked. For certain types or mixes of funding, prior approval must
be obtained from the Executive Vice President for Academic Affairs for summer
employment greater than 10 weeks. Each faculty member will receive from the
Business Office a summer calendar asking for employment dates and funding for
themselves and their support staff. These calendars must be returned to the
Business Office by the specified due date to ensure timely issuance of
paychecks for the specified work periods. Any missing or delinquent information
may result in pay being delayed until the next pay date.
Human Resource Services
Human Resource Services has been divided into various areas. These areas
include job classification, employee relations, staff benefits, etc. If you
need to contact one of these representatives, please contact the Business
Office and we will direct you to the appropriate area.
If you have questions pertaining to student employment, wage and salary
analysis, creating new positions, or any employment related questions, please
contact your Business Office for information on policies and procedures.
As a supervisor, the faculty member should also be sensitive to employee
relation situations. For example, layoff, discharge, poor performance, and
disciplinary problems, to name a few, are serious issues that should be
addressed to the Department Head and the Business Office for discussion and
assistance in resolving. The Human Resource Service representative may also be
called upon to resolve sensitive employer/employee issues, thereby avoiding a
potential grievance action.
Benefits
The University’s benefit program features two types of benefits: flexible and
core. Flexible benefits are programs that the employee selects to fit his or
her specific needs. Each fall, staff members are given the opportunity to
change the flexible benefits during the open enrollment period. Core benefits
are the basic benefits for which there is no annual choice making. These
include long-term disability, term life insurance/accidental death and dismemberment,
dependent life insurance, and the retirement plans. Reference the Faculty and
Staff Handbook, the Benefits Enrollment Guide, and the Compensation and
Benefits web page for more information. Their web site can be found at http://www.purdue.edu/hr/Benefits/Welcome.html.
Leave Procedures
Purdue policy requires that any staff member that is away from campus on
non-university business, must complete a Form 33
(Request for Approval of Absence from Campus Duty). The form 33 must be
approved by a Supervisor prior to leave, excluding unexpected illnesses.
Non-university business includes death in family, illness, jury duty, personal
reasons, vacation, etc. The form 33 may be obtained from the Discovery Park
Business Office.