RRS_Series: Sponsored Research Post-Award Phase: Effort/Payroll Certification

Activity
II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research
Series Name
Sponsored Research Post-Award Phase: Effort/Payroll Certification
Series ID
206-30-405
Description

Document payroll certifications and personnel related to the award. Official certifications are retained in the EPCS system as of FY17.

These records found in all media (paper, electronic, or otherwise) may include but are not limited to:

  • payroll certifications (documentation that substantiates payroll overhead costs on sponsored projects, such as employee names, social security numbers, institutions, classifications of positions, units of employment, pay periods, gross pay amounts, and various withholdings);
  • personnel activity effort reporting: documentation of classified/academic employees' efforts involving indirect activities such as instruction and departmental research, and direct activities toward externally funded projects, including all signed and certified Personnel Activity Report Forms (PARs);
  • documentation supporting Reportable Fringe Benefit Amount;
  • related documentation and correspndence, including e-mail.
Retention and Disposal Instructions

3 years from the date of submission of the final expenditure report or, for Federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively, as reported to the Federal awarding agency or pass-through entity in the case of a subrecipient, unless otherwise specified by the terms of the agreement, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian
Research Centers and Institutes/Schools and Colleges/Sponsored Project Services
Citations
2 CFR 230.333 - Uniform administrative requirements, cost principles, and audit…
OAR Predecessors
OAR 166-475-0060 (16) Personnel Activity Report Forms (PAR)