How to Create a PAR. Campus procedures for operation of the PAR system include the following steps:

Transcription

1 How to Create a PAR WHO NEEDS TO COMPLETE A PAR? All employees directly paid from federal contracts and grants. All employees directly paid from federal flow-through contracts and grants. OVERVIEW OF PAR PROCESS Campus procedures for operation of the PAR system include the following steps: 1. Reporting Periods: PAR forms for regular status employees are generated as follows: Summer July, August, September Fall October, November, December Winter January, February, March Spring April, May, June 2. Special Reporting Requirement for Nine-Month Faculty: PAR forms for nine-month faculty are reported as follows: Fall July, August, September, October Winter November, December, January, February Spring March, April, May, June 3. Mailed to Departments: PARs are mailed to departments for certification as follows: Summer PARs Mailed on/about November 10th Fall PARs Mailed on/about February 10th Winter PARs Mailed on/about May 10th Spring PARs Mailed on/about August 10th Page 1 of 9

2 Log into DataWarehouse/EZ Access Select Payroll Inquiry by Employee Enter Employee ID # Page 2 of 9

3 In the Ledger Date fields select the beginning month for the PAR period the in the between field. Leave the and field as defaulted. In the Trans End Date field enter the begin date of the PAR period and the end date of the PAR period. Click on Submit Request When the file opens select Export to Excel Select Save when the pop-up opens and save in your desired location. Once you have saved the file, your Excel file should appear as follows. You will now need to sort the data and add some calculations. 1. Delete the following columns: G-Title Code I-Project Code J-Employee Unit Code M-Transaction Code N-Rate Type Code O-Rate Hourly P- Time Percent S-AY Accrued Leave- Grad Stu Fee-Grad Stu Health-Grad Stu Tuition-Total Other-Total Ben Exc Leave-Total Ben Inc Leave-Ben Percent Exc Leave- Annuitant Health Ins-Ben Admin-Core Life-Core Medical-Dental-Employee Support-Fac SS Retire Matching-Grad Stu Fee 1-Grad Stu Fee 2-Health Ins- Page 3 of 9

4 IapIap Offset-Lega1-Life Ins-Medicare-Non Indust Disability-Oasdi-Retire Matching-Sr Mgmt Sup-Unemploy Ins-Vision-Worker Comp-Employee IDEmp Home Dept Code-Title Desc BC-BG Page No-Line No-Fiscal Mo-Retroactive Indicator- Ben Rate Inc Leave 2. Now highlight all data and go to the Data drop down and select sort. In the first drop down sort by column D, in the second drop down sort by column E. Sort warning will pop-up click ok. Page 4 of 9

5 3. Now the data is in account fund order. Insert 2 rows between each new account/fund series, if any. Page 5 of 9

6 4. Between columns K & L insert a new column and name it percent. 5. Now begin to sum up all the Gross Account/Fund series. At the bottom of the page total up all the account series (grand total). 6. In the percent column insert the following formula for each account fund: =sum( K4/K31). Your cell location will vary but essentially you want to divide the individual account/fund series by the grand total to calculate the effort percent. Page 6 of 9

7 Your end result should appear as follows: 7. The final step is to review the DOS code and make certain that they all should be included. If they should be excluded then back them out of the calculations. Certain payments through payroll are not extracted for PAR reporting. Page 7 of 9

8 The Description of Service (DOS) codes that identify the type of wages paid are on the appointment line and on the payroll ledger next to the period end date. Following is a list of excluded DOS codes: Excluded DOS Codes: ABA EAA PMB SOW VLT LSP ACX ESD PRM SPA WCR SKL ADL FHA PRQ SPC WOS UNX BYA HON RLI SSC IAP CAA IAP SDF SST RIP CDF LSP SDO STP ITS CDO MIA SDW SVE PFM CHA MTV SEV SVM SRD CNO OLM SLA TRM SVN CNX OLT SMP UNX UBL CTA PLN SMR VLA LSI The final percentages are what should be input in the PAR form. HOW TO COMPLETE A PAR FORM The numbers listed below with the accompanying description refer to and explain the boxed numbers on the Sample Personnel Activity Report form. Page 8 of 9