NUMBER: HR 1.85
SECTION: Human Resources
SUBJECT: Temporary Grant Positions
DATE: July 1, 1995
Policy for: All Campuses
Procedure for: All Campuses
Authorized by: Jane Jameson
Issued by: Human Resources
________________________________________________________________
I. Policy
A. This document sets forth the University of South
Carolina policy on temporary grant positions, pursuant
to the permanent provisions of the South Carolina State
Appropriations Act. This policy permits the hiring of
employees to fill temporary grant positions that are
specified in federal grants, public charity grants,
private foundation grants, contracts, and research grants
approved by State authorities.
B. Characteristics of Temporary Grant Positions
1. A temporary grant position does not occupy a
permanent FTE. In order to be categorized as
a temporary grant position, the position must
be funded in full by approved grant funds. No
other funds such as state or auxiliary funds, in
whole or in part, may be used to pay the salaries
and/or benefits of employees occupying temporary
grant positions.
2. A temporary grant position may not exist beyond
the duration of the grant or any subsequent renewal
of it. When the grant or any subsequent renewal
ends, temporary grant employees will be terminated
and their positions will cease to exist.
3. A standard position description is required for
each temporary grant position established, and the
appropriate job classification will be determined
for each position.
4. Advertising and recruitment for employees to fill
temporary grant positions is the same as for permanent
employees within established University guidelines.
C. Terms of Employment for Temporary Grant Employees
1. Employees filling temporary grant positions must
sign a Temporary Grant Employment Agreement which
specifies the terms and conditions of their employment
including their entitlement to benefits, if any.
2. Temporary grant employees are considered to be
employed at will whether or not the grant under
which they are working has expired. This means that
temporary grant employees may be terminated at any
time without cause, without grievance rights, and
without any right to compensation beyond the date of
termination. Any unused annual leave earned under
the temporary grant employment stat us will be paid
out or forfeited as appropriate under the terms and
conditions of the grant.
3. Salary increases for temporary grant employees
will be determined on an individual basis. Temporary
grant employees are not eligible for automatic salary
increases approved by the General Assembly or the
University administration.
4. Temporary grant employees will not be entitled to
any compensation beyond the date of termination other
than for such part of the grant that has been performed.
5. Provided funds for benefits are written into the
grant, temporary grant employees may be eligible for
the same benefits available to permanent state employees
with the exception of permanent or probationary
employment status. Benefits may include eligibility
for health and dental insurance, annual and sick leave,
and retirement benefits. If the employee is eligible
and the benefits are funded in the grant, benefits will
be administered within established University guidelines.
6. Temporary grant employees will have coverage for
worker's compensation and unemployment insurance.
7. Temporary grant employees who have been selected
for a position on a different grant must terminate
from one position before being hired into the second
position. The employee's salary and benefits must be
determined in the same manner as for a new employee
based on the employee's qualifications and the grant
award. Annual and sick leave, if applicable, are not
transferable from one grant to another.
D. Changing from Temporary Grant Status to Permanent Status
1. A temporary grant employee may apply for and be
considered for employment in a permanent position
in the same manner as any other applicant. If hired
into a permanent position, the employee's salary from
the temporary grant position does not follow the employee
into the permanent position. Permanent position salaries
will be determined by the hiring department according
to established University policies concerning position
classification and compensation.
2. Time worked as a temporary grant employee will not
count toward state service or the leave base date
if the employee enters a permanent position.
3. Unused annual leave earned under temporary grant
status will be paid out or forfeited, depending upon
funds available in the grant, before the employee
enters a permanent position.
E. Changing from Permanent to Temporary Grant Status
1. A permanent employee may be hired through
established procedures into a temporary grant position,
provided the following conditions are met:
a. The change from permanent employment status to
temporary grant status must be voluntary; and
b. Prior to entering temporary grant status,
formerly permanent employees must be paid for
unused annual and/or compensatory leave earned
in the permanent position, in accordance with
limits set by University policies and State
regulations; and
c. The employee must sign the Temporary Grant
Position Agreement to attest to his or her
understanding and acceptance of the terms and
conditions of employment in temporary grant status.
2. A permanent employee who voluntarily accepts a
change of status into a temporary grant position will:
a. forfeit grievance rights
b. forfeit permanent state service status
c. experience a break in service
d. forfeit all sick leave
e. forfeit reduction-in-force rights
II. Procedure
A. Establishing a Temporary Grant Position
1. Once the grant has been awarded the department
must send the following documentation through
administrative channels to the USC Division of
Human Resources (Office of Salary Administration)
in order to establish a temporary grant position:
a. a copy of the approved grant or contract
award which specifies the beginning and ending
date of the award; and
b. a copy of the account memorandum and budget
from the Department of Sponsored Programs and
Research (SPAR); and
c. a copy of the State GS-5 or GS-6 form
available from SPAR; and
d. the Temporary Grant Action form; and
e. a position description for each position type
authorized by the award. If more than one position
at the same level and title will be needed, the
number of positions should be specified.
2. Upon receipt of the information listed above, the
USC Office of Salary Administration will determine an
appropriate title based on the duties described in the
position description.
3. The USC Office of Salary Administration will
notify the Governor's Office of Grant Services of
the grant award and the positions to be established.
The Governor's Office of Grant Services will forward
the request for temporary positions to the South
Carolina Office of Human Resources (OHR). OHR will
establish all temporary grant positions and will
notify USC's Office of Salary Administration when
the positions have been established. The USC Office
of Salary Administration will then notify the principal
investigator of the grant.
4. After notification from the USC Office of Salary
Administration, the principal investigator may fill
the position following established University policy
concerning advertising and recruitment. A PBP-2 hiring
packet should be submitted. (NOTE: Temporary grant
positions may be advertised while awaiting final
approval of the grant award; however, no temporary grant
position may actually be established and no employees
may be placed on the payroll until all required
approvals have been obtained from the grant authority
and from OHR.)
B. Salary Determination for Temporary Grant Employees
1. Salaries for temporary grant employees must be
based on the individual's education and experience
in the related field.
2. Salaries for staff employees in temporary grant
positions may not exceed the midpoint of the salary
range established by OHR unless a higher salary is
specifically approved by the USC Office of Salary
Administration. Salaries higher than midpoint may
be considered if the successful candidate has
exceptionally strong qualifications or if there are
other compelling circumstances. Requests for salaries
above the midpoint should be submitted in the same
format as for a hire-above-minimum request for a
permanent employee.
C. Termination of Temporary Grant Employees at End of Grant
1. Two weeks prior to the ending date of the grant, a
Notice of Separation (form PBP-7) must be sent by the
department to the USC Office of Salary Administration.
The termination effective date should be the last day
worked, but not later than the grant ending date.
2. Reduction-in-Force plans are not required for the
termination of temporary grant employees at the
conclusion of the grant.
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Jane M. Jameson
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