Personnel Activity Report Instructions

Purpose of Reports

The Personnel Activity Report (PAR) represents an after-the-fact certification of an individual’s actual effort. The PAR is designed to gather effort-related data as required by Office of Management and Budget Circular A-21. Employees that are pay rolled from or cost shared to federally sponsored projects are required to complete a PAR.

Frequency of Reports

Unclassified Employees: a PAR is generated at the end of each academic semester for employees having academic year appointments and at the end of summer session for those individuals on appointment during that period. Employees with annual appointments receive a PAR twice each year after the six-month periods ending June 30 and December 31.

Classified Employees: a PAR is generated quarterly covering three earned months (not three calendar months). Two of the quarterly PARs consist of six biweekly pay periods. The other two quarterly PARs consist of seven biweekly pay periods.

Reporting of Effort

Total effort of an employee should be considered when certifying a PAR.

Federal regulations require only effort on federally sponsored programs to be certified.

If the employee’s Federally sponsored effort corresponds to the percentage in Section II of the PAR, the PAR should be certified and returned to Research and Sponsored Programs, 21 North Park Street, Suite 6401.

If the employee’s federally sponsored effort does not correspond to the percentage in Section II of the PAR, the percentages in Section II of the PAR should be adjusted prior to certification. Any adjustment in Section II of the PAR must also be reflected in the pay rolled percent, cost-sharing percent, or both in Section I. of the PAR.

Distribution and Collection

The Research and Sponsored Programs' PAR Coordinator sends all required PARs to Departmental PAR Coordinators. Also included is the “PAR Print List” which identifies all employees who should have a PAR in addition to other helpful information.

Departmental PAR coordinators should review the PARs and the “PAR Print List” received from RSP. Follow-up and/or corrective action should be taken in the following situations before giving the form to the individual responsible for signing it.

An error message printed on the bottom of the PAR indicating an over commitment for Cost Sharing.

Salary cash transfers, check corrections, payroll adjustments, or regular payroll payments applicable to the period covered by the PAR that have been processed but are not reflected in the amounts on the “PAR Print List”.

Departmental PAR Coordinators should develop a distribution system to see that each PAR is sent to the individual responsible for signing it and should establish a deadline for completion and return. It is recommended that the “PAR Print List” be used to keep track of the status of each PAR that the coordinator handles. Departmental PAR Coordinators or an alternate must be available for questions during this period.

Departmental PAR Coordinators should review each completed PAR to see whether any corrective action is required. If payroll adjustments are required, the Departmental PAR Coordinator should consult with appropriate departmental payroll and financial management personnel and the principal investigator to ensure that the necessary forms are completed. In some colleges, these documents may be prepared at the Dean’s Office. When an adjustment affects more than one department, it may need the approval of both departments, or both departments may need to prepare separate forms.

The department responsible for returning the PAR is indicated in the upper left-hand corner of the report. The PAR should be returned to RSP (21 North Park Street, Suite 6401) by the date shown in the upper right-hand corner of the report. If a PAR is lost, a replacement copy may be obtained from RSP. Do not hold an entire group of PARs at the department waiting to resolve problems on only a few reports.

The “PAR Print List” may be kept in departmental files to be used as a future reference.

Certification of Report

The PAR must be certified by the employee or a responsible University official (usually the principal investigator or the immediate supervisor).

If someone other than the employee certifies a PAR, that person must have suitable means of verifying all of the effort shown on the report. Suitable means of verification includes effort that is inferred from time sheets, work product, work contributed, etc.

PARs that include employee effort in more than one department should be signed by the employee. If the employee is no longer available, an official in one of the departments may certify the PAR if: (1) they have knowledge of the effort in all departments, or (2) they contact each department to verify the effort in those departments.