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Hiring Personnel

Employees must be authorized by the Office of Sponsored Research and Programs, the Division of Research and Economic Development, and Human Resources prior to starting work. Each employee should have a formal offer of employment or an approved Form from Human Resources.  Absolutely, no AFTER-THE-FACT employment forms will be accepted unless approved with valid justification.

This applies to all state and non-state employees.


  1. Check your budget to ensure grants funds are available.
  2. Make sure the position is allowed and funded in the grant budget.
  3. Payroll expenditures are not encumbered in Banner. Therefore, it is recommended that each department create an Excel spreadsheet as a tracking mechanism. Implementing this recommendation will ensure that the department has an accurate cumulative total of all payroll expenditures for each grant.
  4. Complete personnel actions in People Admin with the correct fund, org, account, and program (FOAP) and obtain the appropriate authorization.
  5. Other employment forms, such as change of sources (form), graduate assistants, and one-time payments (form), must also be submitted to appropriate offices for processing.
  6. Office of Sponsored Research and Programs approval is based on the availability of funds, whether the cost is allowable and having the appropriate signatures. Once approved, the forms are reviewed/approved by the Vice Chancellor of Research and Economic Development, and finally reviewed/approved by Human Resources.
  7. All overload/one time payments paid from a grant must be approved by the agency in writing. Charges for work performed on grants by faculty members representing extra compensation above the base salary are allowable provided that such arrangements are specifically provided for in the agreement, or approved in writing by the sponsoring agency.
  8. Allow adequate processing time for EPA & SPA contract, Change of Sources, and Graduate Assistant Contracts.
  9. All EPA, SPA, Change of Sources, and Graduate Assistants contracts submitted without following proper procedures, or lack sufficient funding, will be returned unprocessed.
  10. Payroll is distributed by direct deposit or checks are mailed from the Office of State Comptroller to the address on file.
NCCU complies with Title IX of the Education Amendments of 1972, which prohibits discrimination on the basis of sex in all programs and activities (including sexual harassment and sexual violence) in the University's educational programs and activities. For additional resources or to file a Title IX complaint, visit the NCCU's Title IX webpage.
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