| What you, the timekeeper, should do |
How to do it |
| 1 |
Get a blank PAR form. |
- Download the blank PAR form (PDF) (Excel).
- Call the PAR coordinator, (858) 534-1917, and request a blank PAR form.
See a sample completed PAR (PDF) (Excel).
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| 2 |
Fill out the upper left corner. |
- In the upper left corner, write in the
- Timekeeper's name
- Timekeeper code
- Mail Code
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| 3 |
Create the PAR number. |
- The PAR number is made up of
- The letter D
- The quarter number
- 603 for the winter quarter (January, February, March)
- 606 for the spring quarter (April, May, June)
- 609 for the summer quarter (July, August, September)
- 612 for the fall quarter (October, November, December)
- The employee ID
- The letter P
Example: D603123456P
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| 4 |
Fill out the header section. |
- In the header section, write in the
- PAR number
- Employee name
- Employee number
- Employee title code and title
- Report period (PAR quarter and year)
- Department name
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| 5 |
Fill out Section I, Payroll Distribution. |
- Write the two categories, "Sponsored Research" and "All Other."
- Write the correct index and fund under the appropriate category, either Sponsored or All Other.
- Sponsored projects includes funds in the following ranges:
- 14000 - 14999
- 16000 - 16999
- 18200 - 18999
- 20600 - 33999
- 40000 - 59999
- 78000 - 89999
- All Other includes funds outside the above ranges.
- Write in the payroll percentage on each index/ fund. For help, see How the PAR System Calculates Percent of Pay.
- The total payroll distribution must equal 100%.
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| 6 |
Fill out Section II, Effort Distribution. |
- Write in the effort percentage for each fund.
- The total effort distribution must equal 100%.
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| 7 |
Complete Section III, Notes/ Explanations |
- In Section III, write "Back up PAR — computer-generated PAR not available."
- Enter your initials and the date.
- Write in your name, Mail Code, and phone number.
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| 8 |
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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| 9 |
Verify that your PAR is correct. |
- Use the PAR Checklist to ensure that the PAR is complete.
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| 10 |
Submit the manual PAR to OPAFS. |
- Keep the original copy of the manual PAR as an audit copy. Your department is the office of record for this document.
- Send a photocopy of the form to the PAR coordinator, Mail Code 0954. OPAFS is responsible for auditing and archiving the PAR copies.
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