Page 121 - HCSD SOPandIC Manual

Personnel Activity Report (PAR) – G2
A PAR is required if an employee works on two or more cost objectives. HCSD will utilize the MDE
Personnel Activity Report Form. The PAR should be completed on a monthly basis, after the fact, signed
by the employee and/or signed by their immediate supervisor.

The DoFP will conduct a quarterly review to insure alignment with funding source percentages. In cases
where work requirements are more seasonal, i.e., testing, recruiting, etc., the DoFP will monitor projected
work days to ensure that funding source percentages are aligned.

Should the actual work not reflect the projected percentages, the DoFP will adjust the percentages in
excess of 10% to match the actual work time of the employee on a quarterly or semi-annual basis.

Semi-Annual Certification of Duty – G3
1. The DoFP provide Title I/Exceptional Services school principals/personnel with the MDE Semi-
Annual Certification of Duty Form completed with Federally paid employee names, titles, billing codes
and semi-annual period dates at the beginning of the school year, usually in late August or early
September.
2. The DoFP or designee(s) provide follow-up to Title I/Exceptional Services school principals/personnel
to verify/certify work performed at each six-month interval (after the fact).
3. Principals/Exceptional Services personnel sign and date the duty forms and scan a copy of the form to
the DoFP or designee(s).

The DoFP in an effort to ensure data quality review the certifications/PARs for accuracy, ensuring that all
Federally paid personnel have time and effort documentation that is properly signed and dated on a semi-
annual and/or monthly basis as determined by the employee’s cost objective.

Fringe Benefits – G4
HCSD prorates fringe benefits according to personnel salaries using the Federal/state approved rates. The
DoFP use the approved rates to calculate fringe benefits for Federally paid personnel.

DoFP will verify the appropriate fringe benefits percentages for the employer with the Business
Department annually in order to calculate salaries and benefits for Federally paid employees.

The following fringe benefits apply to all employees:
• Health Insurance
• Life Insurance
• Medicare
• Social Security
• Retirement
• Workman’s Compensation

DoFP will periodically review fringe benefits charged to the Federal Award to ensure that fringe benefits
charged to the grant are only for salaries paid from the grant at the agreed upon percentages, i.e.,
100%, 25%, etc.

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