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:
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.