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Appointing and Monitoring Personnel March 8, 2006

Appointing and Monitoring Personnel March 8, 2006. Questions before the Appointment. Who will be working on the project? Are they in the budget? What is the procedure for getting them paid? Will the personnel be appointed to a clearing department?

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Appointing and Monitoring Personnel March 8, 2006

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  1. Appointing and Monitoring PersonnelMarch 8, 2006

  2. Questions before the Appointment • Who will be working on the project? • Are they in the budget? • What is the procedure for getting them paid? • Will the personnel be appointed to a clearing department? • Does the Graduate Assistant Qualify for a Tuition Waiver?

  3. Qualifications for Tuition Remission • Must be appointed by an academic unit or on a 1X5 department for .5 FTE • Must be appointed for the entire semester (may be appointed from multiple academic or 1X5 departments) from the first day of classes to the last day of final exams • Must be enrolled in 6 hours

  4. Account/Job Code for Graduate Student Classification • Account Code 632505 (Tuition Remission) Job Codes: • 1777- Graduate Research Assistant (Qualified) • 1778- Graduate Teaching Assistant (Qualified) • Account Code 637005 (No Tuition Remission) Job Codes: • 1760- Graduate Research Assistant (Nonqualified) • 1783- Graduate Teaching Assistant (Nonqualified)

  5. Tips for the Appointment Process • Work with Department Administrator • Prepare Personnel Action Form (PAF) • Submit PAF before deadlines! TIPS

  6. Department Number Job Title & Code FTE Rate of Pay GRA Qualified or Non Qualified Account Code Begin Date End Date Signatures What Post Award Services Looks For on Personnel Action Form

  7. Monitoring Personnel • PI Responsibility • Report hours worked for hourly employees • Report paid, holiday, and other leave for all employees • Prepare extensions (e-mail if no change) • Prepare terminations • Prepare payroll corrections • Distribute clearing department personnel, if applicable • Review, approve and submit “Confirmation of Direct and Contributed Labor” Report

  8. Monitoring Personnel, cont. • PI Responsibility, cont. • Notify ORS about changes in PI or Key Personnel • OMB Circular A-110 requires prior approval for • 25% or greater reduction of effort for PI or other key personnel • Absence of PI for more than three months

  9. Monitoring Personnel, cont. • Post Award Services Responsibility • Review PAF for • Availability of funding • Allowable term of appointment • Consistent job title, FTE, and account code • Verify GRA Qualifies for Tuition Waiver • Approve and forward PAF • Prepare “Confirmation of Direct and Contributed Labor” Report

  10. Discussion Questions Do I need to prepare a termination PAF if I put the end date on the original PAF? Do I need to prepare an extension PAF for an employee that will continue working on grant?

  11. Discussion Questions 3) What do I do if a GRA is suppose to be receiving a waiver and they are not on the waiver list? 4) What account code do I use for a non-qualified GRA? 5) What account code do I use for a qualified GRA?

  12. Effort Reporting

  13. What is Effort Reporting? • Effort Reporting is the after-the-fact confirmation of labor time spent on all activity and expressed as a percentage of total time.

  14. Why must I do effort reporting? • Required by OMB Circular A-21, Section J.10 • Salaries represent single largest item of expenditure • Provides sponsors assurances that effort is devoted to the project

  15. Who must confirm effort? • A-21 states that effort may be confirmed by a responsible person with suitable means of verification that work was performed. • Principal Investigator • Supervisor

  16. How often must I confirm effort? • The University of Oklahoma requires the effort be confirmed once a month • Confirm and return to Post Award Services as soon as possible, preferably within 5 working days • Failure to return confirmation report violates PI’s responsibility and could result in grant/contract being suspended by the University • SRI will not be returned to departments with delinquent effort reports

  17. Tips on Effort Reporting • Make sure reports are confirmed and signed by someone with first-hand knowledge • Confirm actual effort rather than proposed effort • Make sure cost shared effort is confirmed • Return in a timely manner

  18. Tips on Effort Reporting • Total effort for each individual cannot exceed 100 percent • Faculty effort must take into consideration teaching, service and committee commitments • Effort exceeding research appointment (usually 40 percent) requires release time from other duties

  19. Confirmation Report • Direct Labor - Actual payroll expenditures charged to sponsored agreement. • Contributed Direct Labor - Cost Shared effort. This is considered documented when the PI signs. Usually paid from the academic unit department • Confirmation - When the PI signs he/she is confirming the above effort is accurate.

  20. Confirmation Report • NOTE: Supplemental Pays, Clearing Departments and Payroll Expenses Transfers are not listed on report. They have been previously confirmed by your after-the-fact signature on the: • Supplemental Pay Form • Clearing Department Distribution • Payroll Expense Transfer Form

  21. Discussion Questions What am I confirming? What do I do if I find an error on the Labor Confirmation Report? May I process a Payroll Expense Transfer after I have signed the Confirmation Report? What is the 1% effort under Contributed Direct Labor?

  22. Payroll Overpayments

  23. Payroll Overpayments • Payroll overpayments are unallowable costs on a sponsored agreement. • Must be reimbursed within 60 days of the overpayment. • If not reimbursed within 60 days, Post Award Financial Services will transfer the overpayment to the responsible academic department.

  24. Repayment Methods • Method 1 – Withholding of overpayment from a future payroll period(s). • PI or Departmental Administrator must notify Post Award Financial Services of which future payroll period(s) the reimbursement will be withheld. • Payroll will reimburse the sponsored agreement for the overpayment.

  25. Repayment Methods, cont. • Method 2 – Cash, Check or Money Order • Made payable to the University of Oklahoma. • Send reimbursement to Payroll. • Notify Post Award Financial Services that reimbursement was sent to Payroll. • Financial Support Services will reimburse the sponsored agreement by JV when tax withholdings are received from the State.

  26. Payroll Overpayments • For either method, if the reimbursement occurs after Post Award Financial Services has moved the overpayment to the responsible department; the reimbursement will be transferred to the responsible department.

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