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Please contact the Payroll department for information on the use of the
appropriate Payroll Authorization Forms
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 require the signature of the Principal
Investigator, Project Director, or Supervisor.
- The Principal Investigator's payroll authorization form should be signed by
the Department Chair or Administrative Head.
- Payroll authorization forms are used to hire new employees, increase/reduce
rate of pay, change employee's position classification and terminating an
employee.
Quick Reference:
Payroll
- When paying Dartmouth College employees on a sponsored research PTAEO
account, a payroll authorization form needs to be filled out. (contact the
Payroll Office for instructions on which form to use)
- After the payroll authorization form has been signed by appropriate
individuals, it can be sent directly to the Payroll Office.
- After the Payroll Office processes the employee's payroll, if it involves a
sponsored research PTAEO account, the Payroll Office will send OSP a copy.
- When changing an employee's salary allocation that involves a sponsored
research PTAEO account, a Labor Account Distribution Change and Wage Transfer
form needs to be filled out.
- If the department is only changing the employee's salary allocation
prospectively on the Labor Account Distribution Change and Wage Transfer
form, then section #1 (LADC Section) of this form needs to be filled out.
This form then needs to be signed by one of the following
individuals; Department Chair, Principal Investigator (they can sign but
they are not required to in this instance) or Department Administrator. After
one of these individuals signs the form, it then needs to be sent to the
department's fiscal office for their signature. After the fiscal office signs
the form it can be sent directly to the Payroll Office. If a sponsored
research PTAEO account is involved, the Payroll Office will send OSP
a copy.
- If the department is moving salary charges that have already hit a
sponsored research PTAEO account, then section #2 (Wage Transfer
Section) of this form, along with a justification for moving salary
charges needs to be filled out. The form then needs to be signed by the
Principal Investigator for that sponsored research PTAEO account. If there are
multiple sponsored research PTAEO accounts, the Principal Investigator for each
of those sponsored research 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 Office for
processing. If the Wage Transfer section does not involve a sponsored
research 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
Office after they sign. If a department consistently has difficulty in
obtaining the Principal Investigator's signature, the department should contact
their OSP Sponsored Research Manager to discuss the best way to
handle these situations, then implement a procedure to be written up when these
situations arise, have those written procedures housed in the Department,
Fiscal Office and OSP and make sure those written procedures are consistently
applied.
- When a sponsored research PTAEO account is ending, a payroll
authorization form can be filled out moving the employee off the sponsored
research PTAEO account or a Labor Account Distribution Change and Wage
Transfer form can be filled out if you are moving the employee's salary to
another account.
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