How to Create a Manual PAR

• 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).

• In the upper left corner, write in the
  • Timekeeper's name
  • Timekeeper code
  • Mail Code

• 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

• 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

• 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%.

• Write in the effort percentage for each fund.
• The total effort distribution must equal 100%.

• 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.

• 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.

• Use the PAR Checklist to ensure that the PAR is complete.

• 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.