Personnel Policies and Practices

Title III regulations are very specific on obligation of funds for personnel and in the documentation of time for persons paid from grant funds. Regular University personnel procedures and policies will be followed. Additional requirements may be requested by the Title III Director in order to satisfy federal regulations. University Employment Procedures Procedures to be followed in hiring persons paid/supported wholly or partially by the grant will be identical to those generally practiced at the university: 1. The same approvals are required as would be required in the hiring of persons supported by university funds. 2. The Title III Director must be consulted to insure that the hiring of persons supported by grant funds is within the budget constraints of the activity. 3. All University personnel forms must be completed (check with the UAPB Human Resources Department for needed forms and compliance with University policy) in order to be in compliance with University personnel policies and practices. 4. A job description should be completed and submitted to the Title III Office. Time and Effort Documentation Time and Effort Forms provide documentation prior to salary payment and is due the first working day of the month and covers the preceding month. Each report should accurately display daily time allocation, personal leave days, absences, holidays and vacation. Staff with multiple assignments require a clear accounting of all (100%) employment time. To fully document all time spent on grant activities, those persons fully or partially supported by the Title III grant, are required to complete Time and Effort Forms signed by their supervisors prior to salary payment. This information is used to show that supplementing not supplanting is occurring. Work logs are also required.

When a person’s salary is divided among federal grant, teaching, administration, or other responsibilities, there must be a clear accounting of all (100%) work time. The activity director is responsible for the accuracy of the Time and Effort Form. The university’s leave record can be substituted in place of the Time and Effort Form for salaries paid 100% with Title III funds.

Extra-help time sheets require Title III signatures for processing.

All UAPB personnel policies apply to the Title III staff as well as those germane to the Title III Program.