| What you, the timekeeper, should do |
How to do it |
| 1 |
Check the PAR package. |
- Check to make sure the package includes:
- Instructions for completing the PARs
- PAR forms to be completed
- PAR population list
The Office of Post Award Financial Services (OPAFS) sends the PAR package to the department on a quarterly basis.
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| 2 |
Review the cover letter and PAR population list. |
- Make sure that all employees paid from federal sources are included on the PAR population list.
- Make sure you have a PAR form for each employee on the list.
- Note the date that PARs are due to OPAFS.
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| 3 |
Check for errors. |
- Check that all employees on the list belong to your department.
- If you find a name on the list that wasn't an employee in your department for the quarter reported, send the PAR to the correct department or return the form to OPAFS, Mail Code 0954.
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| 4 |
Review Section I, Payroll Distribution. |
- Note: You can report two categories of pay in Section I: Sponsored Projects and All Other Functions. Not all types of pay are reported on a PAR.
- Verify that the payroll percentages are correct.
- If the information in this section is incorrect, cross out the printed percentage and write in the correct percentage.
- Describe and initial any changes made in this section in Section III, Notes/ Explanations.
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| 5 |
Complete Section II, Effort Distribution. |
- List the percentage of effort next to each index/ fund combination.
- The total effort distribution must equal 100%, even if the employee works less than full time.
- For example, if an employee works only 50% time, this represents 100% of pay from the University, and therefore 100% of University effort.
- If an employee is paid by more than one department, forward the PAR to all departments involved. A responsible official from each department must certify in Section IV.
- Call the PAR coordinator, (858) 534-1917, if you don't know the contact or Mail Code of other departments.
- If one person with authority over several departments certifies effort for more than one department, write "authorized for all funds" next to this person's signature.
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| 6 |
Complete Section III, Notes/ Explanations, if necessary. |
- If you made any changes in Sections I or II, describe the changes you made and initial in Section III.
- Explain and initial any discrepancies between Sections I and II in Section III.
- A PET is required for payroll changes that increase or decrease effort by 5% or more. If you prepare a PET, write its date and your initials in Section III.
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| 7 |
Complete Section IV, Certification. |
- If the employee is certifying the PAR, check the Employee box. If a responsible official is certifying the PAR, check the Responsible Official box.
- Have the certifier sign and date the form.
Background: Each funding source must be certified by the employee or a responsible official with firsthand knowledge of the work performed. Guidelines:
- A non-academic employee's responsible official is usually the employee's supervisor
- An academic employee's responsible official must also be an academic employee.
- An employee's responsible official cannot be a timekeeper, MSO, or other business officer unless he or she is the employee's direct supervisor.
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| 8 |
Check for accuracy. |
- Make sure that the effort distribution equals 100%.
- Make sure that the form is signed and dated by the appropriate individual.
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| 9 |
Verify that the PAR is correct. |
- Use the PAR Checklist to ensure that the PAR is complete.
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| 10 |
Submit the PARs to OPAFS. |
- Keep the original form as an audit copy. Your department is the office of record for this document.
- Send photocopies of the completed PARs to OPAFS, Mail Code 0954, before the due date. OPAFS is responsible for auditing and archiving the PAR copies.
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