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> MSU Policy and Procedures > Employment and Compensation of Personnel Paid from a Grant or a Contract
Employment and Compensation of Personnel Paid from a Grant or a Contract
Effective: April 2002
Revised: September 14, 2006
TABLE OF CONTENTS
100.00 Introduction And Purpose
200.00 Policy And Procedures
Faculty and professional employees whose salaries are funded entirely through a grant or contract administered
by Montana State University shall be employed and compensated according to this policy.
The policy applies to research appointments as defined in Section 340.00 - 344.00 of the MSU Faculty Handbook. The
policy does not apply to classified employees. [Classified employees are hired and compensated under the hiring
procedures and salary rules applicable to all classified employees. See Personnel Policies and Procedures
Manual.]
210.00 Personnel paid entirely from a grant or a contract managed by MSU
For new grants and contracts, the department head and dean must approve the salary rate
for personnel funded through the grant or contract prior to submission of the proposal for funding. The salary rates
must be included on the budget detail submitted to the Office of Sponsored Programs. If the grant is awarded, each
person employed with grant funds shall be appointed by means of a written Letter of Appointment. [A template for the
Letter of Appointment may be accessed here]
The Letter of Appointment must be completed and signed by the employee, and department head and forwarded for review
and approval by the Dean, Office of Sponsored Programs, Human Resources/Affirmative Action and the President. Administrative
assistants are not authorized to sign Letters of Appointment on behalf of designated signatories. The budget detail
and the Personnel Transaction Form [PTF] must be attached to the Letter of Appointment for processing.
If the grant is renewed and the employee will be reappointed to work on the grant or contract, the amount of salary
increase per calendar year may not exceed 7% of the base salary annually. Salary increases may be processed on the annual renewal
date of the grant if the increase is contained in the itemized budget submitted through the Office of Sponsored Programs, and the budget has been approved by the granting agency. The annual salary increase may not exceed 7%. To process a salary increase after a Letter of Appointment has been issured, a Letter
of Appointment Modification must be completed and signed by the employee and Department Head and forwarded for
review and approval by the Dean, Office of Sponsored Programs, Human Resources/Affirmative Action and the President.
[A template for the Letter of Appointment Modification may be accessed here].
The budget detail and PTF must be attached to the Letter of Appointment Modification for processing. The salary
increase will not be implemented until the Letter of Appointment Modification is approved. In most cases, the
effective date of the salary increase will be limited to the annual renewal date of the grant or contract.
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