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College of Education
College of Education Research Office

Hire Personnel

Please remember that approvals for payments, including stipends, must be applied for and received before the person being paid can begin work. Contact Rebecca Torres (r_w124@txstate.edu) for questions about the timing of approval processes.

If you will hire a student worker, GRA, hourly staff, and/or salaried staff, please complete the appropriate section below, and email the form to Rebecca Torres  (r_w124@txstate.edu) no later than August 1 (for Fall hires) or  December 15 (for Spring hires).

Important Personnel Information

Always ensure that your hiring aligns with the funder-approved budget.

Please note that your preferred start date is not guaranteed. Your preferred start date may also not align with University payroll deadlines. Should this be the case, the wages the employee earns that fall outside of the University payroll deadlines will default to the next payroll cycle.

It is against University policy for an employee to hold hourly and salaried positions concurrently. If you have an employee in an hourly or salaried position, and they are changing to the opposite payroll type, this change cannot occur in the same month. The new position must begin at the start of a new month.

I need to hire...

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    1. Make a request to Post-Award Research Coordinator at least 3 months prior to the preferred position start date.
    2. Meet the Post-Award Research Coordinator to discuss this hiring request.

    1. Make a request to the Post-Award Research Coordinator at least 3 weeks prior to the preferred position start date.
    2. Email Post-Award Research Coordinator the following:
      1. Full name of the desired employee
      2. The email address of the desired employee
      3. Net ID of the desired employee
      4. Hourly rate you will pay the desired employee
      5. Planned number of hours per week for the desired employee
      6. Brief (one sentence) job description for this position

    1. Make a request to the Post-Award Research Coordinator at least 2 weeks prior to the preferred position start date
    2. Email the Post-Award Research Coordinator the following:
      1. Full name of the desired employee
      2. The email address of the desired employee
      3. Net ID of the desired employee
      4. Hourly rate you will pay the desired employee
      5. Planned number of hours per week for the desired employee
      6. Brief (one sentence) job description for this position
    3. Student hire must complete new student hire forms.

    1. Make a request to the Post-Award Research Coordinator at least 1 month prior to the preferred position start date
    2. Email the Post-Award Research Coordinator the following:
      1. Full name of the desired employee
      2. The email address of the desired employee
      3. Net ID of the desired employee
      4. Monthly salary rate you will pay the desired employee
      5. Planned number of hours per week for the desired employee
      6. Brief (one sentence) job description for this position

I need to make a one-time payment to...

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    1. Make a request to the Post-Award Research Coordinator before work begins (as early as possible when funds are awarded) - at least 1 month before payment is desired. This requires advanced special approval and confirmation of eligibility.
    2. Email the Post-Award Research Coordinator the following:
      1. Full name of the desired payee
      2. Email address of the desired payee
      3. Net ID of the desired payee
    3. Grant faculty must complete the Graduate Student Stipend Request Form

    1. The university Stipend Request Form must be completed and approved before work begins and before a stipend payment can be initiated. Navigate to the Faculty & Academic Resources' Dynamic Forms web page and scroll down the page for the Stipend Request Form. 
    2. Make a request to the Post-Award Research Coordinator before work begins (as early as possible when funds are awarded) - at least 1 month before payment is desired. This requires confirmation of eligibility.
    3. Email the Post-Award Coordinator the following:
      1. Full name of the faculty member
      2. Amount of payment requested
      3. If summer, also provide percentage teaching and/or administrative duties