Payroll Authorizations

Please contact the Payroll Department for information on the use of the appropriate Payroll Authorization Forms.

Personnel

Payroll Authorization (PA)

Salary charged to sponsored research awards are considered allowable and routine in that documentation is submitted on the same schedule as standard Payroll Authorization Forms for permanent Dartmouth College staff.

• Payroll Authorization Forms need to be signed by a designated individual within the department and department's fiscal office before submitting to the Payroll Department (Payroll Department does not need to send OSP a copy of those Payroll Authorization's that involve a PTAEO Account).
• Payroll Authorization Forms are used to hire new employees, increase/reduce rate of pay, change employee's position classification and to terminate an employee.
• When changing an employee's salary allocation, a Labor Account Distribution Change and Wage Transfer form needs to be filled out.
• If the department is changing a Dartmouth Employee's labor allocation prospectively, then only section #1 of the Labor Account Distribution Change and Wage Transfer Form needs to be filled out (form needs to be signed by designated individual within department and department's fiscal office before sending to the Payroll Department).
• If the department is moving retro salary transactions, then section #2 (Wage Transfer Section) of this form, along with a justification for moving salary transactions needs to be filled out, the form needs to be signed by the Principal Investigator for that PTAEO Account, if there are multiple PTAEO Accounts, the Principal Investigator for each of those PTAEO Accounts listed will need to sign, the form then needs to be sent to the department's Fiscal Office for their signature, after the Fiscal Office signs, the form is sent to OSP who signs and then sends the form to the Payroll Department for processing.
• If the Wage Transfer section does not involve a PTAEO Account, the form does not need to be sent to OSP for their signature, instead the Fiscal Office can send the form directly to the Payroll Department after they sign.
• If a department consistently has difficulty in obtaining the Principal Investigator's signature on transfers which involve PTAEO Accounts, the department should contact their OSP Grant Manager to discuss the best way to handle these situations, then implement a procedure to be written up when these situations arise and have those written procedures housed in the Department which then must be consistently applied.
• When an account is ending, a Payroll Authorization Form can be filled out moving the Dartmouth Employee off the ending account or a Labor Account Distribution Change and Wage Transfer form can be filled out if you are moving the Dartmouth Employee's salary to another active account.