Personnel costs comprise the bulk of costs associated with most projects and effective personnel oversight can alleviate many of the issues most often encountered in contract and grant management. Timely application of personnel costs and/or necessary changes for personnel affects effective project budget use and the effort reporting process, so getting a handle on the distribution of personnel can save much time and effort in the future.
There are, however, times that require retroactive personnel actions.
The University's HOOP 137 gives specific guidance about the handling of Retroactive Personnel Actions (Retro PAs). When submitting Retro PAs, it is important to pay attention to the following and make sure:
- There is a valid account.
- The person’s role is appropriate to the account they are to be paid from. Note: In general, administrative roles are not allowable on federal awards.
- The person’s title matches the job code.
- Funds are budgeted in FMS’ salary and fringe benefits objects.
- The start and end dates are appropriate for the account.
- To follow the salary cap requirements, if applicable.
- Include the earnings code for the expense codes, for example: 67008, 67010, 67014, and 67015 for regular salaries, 69161 for stipends, 69162 for student training compensation stipends.
- Use the appropriate Earnings Codes: Regular (REG); Stipend (STI); Stipend (STC)
- Run reports regularly to check the end dates for employee funding so that expenses will not hit a default account.
Note that the PAF Team does not handle default accounts. Default accounts are monitored by the System Data Resources (SDR) Team. Prior to each pay run, the SDR Team runs a query to see which employees have funding with an invalid end date. A list is provided to the departmental administrative staff so that PAs can be submitted for those employees whose funding has an invalid end-date.
The department must submit a funding PA to extend or change to an account with a valid end date. The SDR Team’s goal is to only have transactions that were truly missed hit the default account. Thus the default account acts as a monitor for problem transactions, as well as a safety net, as it was originally intended.