Hiring Laboratory Personnel

Visitors participating in research are allowed on the Medical and Danforth Campuses when an on-campus presence is necessary to fulfill the mission. All visitors must have a host who will be responsible for ensuring the visitor follows our public health guidelines. Department/Institutes/Center leaders are responsible for ensuring/monitoring the safety of their personnel, operations, and facilities, and may choose to continue to require plans or other measures to support safety and research success in their areas.

• Learn more on the OVCR Covid-19 Guidance for Visitors of Research page.

Individuals not employed or holding an appointment at WashU may be involved (directly or indirectly) in research or other WashU activities.  This includes domestic and international research collaborators, visiting researchers and faculty, and students (across all educational levels).  Additionally these individuals may engage remotely while others have a physical presence on campus and in laboratories.  Some groups that contract with WashU to utilize space or resources at WashU for their own pursuits and interests that are distinct and separate from WashU activities.

Providing access and training for these individuals depends on the appropriate determination of these individuals.

• Determine whether these individuals are considered Contingent Workers or if they received Guest WUSTL Keys with the Contingent Worker Guidance.

Options are available for visitors who wish to come to the University for a short visit.

Visit the Short-Term Visitors resource from the Office for International Students and Scholars (OISS).

The transfer of controlled information to a foreign national within the United States is considered to be an export to the home country of that foreign national under both the EAR and the ITAR. This is called a “deemed export.” The deemed export of controlled technology or information may be prohibited without a license, depending on the technology and the country involved. The deemed export rule has implications for university personnel sponsoring foreign student and scholar visa applications.

• Learn about Export Controls and the Sponsorship of Visiting Scholars.
• Before writing a letter of sponsorship, contact ovcrexportcompliance@wustl.edu.

Recruitment Costs

Expenses associated with the hiring of staff are normally treated as an indirect cost.

Recruiting expenses can be directly charged for the individual actually hired when the hiring of the individual is essential to achieving the objectives of the project. In this circumstance, the following costs may be allowed as direct charges:

• The expense of employee recruitment directly related to the project
• Travel expenses of the hired applicant for interviews
• Relocation expenses of new employees

Additionally, where recruitment costs incurred have been funded in whole or in part as a direct expense on a federal award, but the newly hired employee resigns within 12 months after hire, Washington University is required to refund or credit the federal share of those recruitment expenses.

• Visit the Sponsored Research Expenditures Guide – Recruitment Costs for details about allowability.

Short-Term Visas for Recruiting (H1-B)

Short-term, travel visa expenses, in certain justifiable circumstances and only when associated with recruiting, may be charged as a direct expense on an award. Short-term visas differ from longer-term immigration visas in that they are issued for a specific period and purpose and therefore can be clearly identified as directly connected to recruitment of personnel for a federal award.

• Visit the Sponsored Research Expenditures Guide – Recruitment Costs for details about allowability.