The purpose of this policy is to provide costs guidelines for recruiting all cadres of staff into Science for Africa Foundation (SFA Foundation) funded programmes. The policy seeks to ensure that suitably qualified human resources is recruited for the successful implementation of the SFA Foundation funded programme and that the costs are allowable, allocable and reasonable.
Eligible employees: Employees with 100%-time share on an SFA Foundation funded programme.
Recruitment costs: Costs of “help wanted” advertising, operating costs of an employment office necessary to secure and maintain adequate staff, costs of operating an aptitude and educational testing program, travel costs of employees while engaged in recruiting personnel, travel costs of applicants for interviews for prospective employment, and relocation costs incurred incident to the recruitment of new employees.
Relocation costs: Costs incident to the permanent change of duty assignment (for an indefinite period or for a stated period of not less than 12 months) of an existing employee, or upon recruitment of a new employee.
3.1 Recruitment and related costs
Special salary payments, fringe benefits, and salary allowances incurred to attract professional personnel that do not meet the test of reasonableness, or do not conform to the grant holding institutions recruiting practices, are unallowable.
3.2 Relocation Costs
Relocation costs are allowable on grants, provided that all the following conditions apply:
Allowable relocation costs for current employees or new hires are limited to the items listed below:
3.3 Resignation or Termination of an Eligible Employee
If the newly hired employee resigns within 12 months after hire for reasons within his or her control, all associated relocation costs must be removed from the SFA Foundation grant and charged to the grant holding institution. If the employee is terminated by the unit within 12 months, relocation costs can still be charged to the SFA Foundation grant.
3.4 Overseas Relocation
If an existing employee, or a new hire, is being moved to an overseas location, costs associated with this type of move will not be considered relocation costs.
4.1 At Application
4.2 During Implementation
In the event that an unbudgeted recruitment and/or relocation cost is required after a grant is funded, PI/Institution should work directly with the relevant SFA Foundation Programme Manager and the SFA Foundation Grant Accountant to ensure that this cost is properly documented. The documentation must be retained and available upon request. The purpose and benefit of charging the relocation costs to the specific project should be fully described in the justification, and retained for future reference, should the expenditure be questioned at a later date.
Related policies: Visa and Work Permits Policy, and, Participants Travel Policy
For any queries on this policy, please contact [email protected]