PARs: CLAS Helpful Guide for Effort Reporting

Please note: During the 2020-21 academic year, these policies, procedures, and practices will move to the CLAS Policies and Procedures website. At that time, this page will be discontinued.

What is PARs?

  • The University of Iowa Personnel Activity Report (PAR) is a Web-based survey used to identify how faculty and selected staff effort is distributed across a broad variety of activities.
  • A completed PAR reflects 100% of an individual's effort for the previous Fiscal Year.
    • For example, in CLAS for a faculty member at 40/40/20 - the report should reflect 100% of all activities including research, teaching, and service. If a faculty member bought out of a course with research funds, the PAR will reflect a variance from 40/40/20, showing a reduction in teaching and an increase in research.

When are the PARs to be completed?

  • The electronic forms will be distributed annually at some point after the close of the prior Fiscal Year.
  • Forms should be completed within 14 days after distribution.

Why is it important to complete the PARs?

  • The completed forms are used to certify individual effort on federally sponsored grants and contracts and are subject to audit by federal agencies.
  • Additionally, data retrieved from PARs are summarized and used to prepare reports for the Board of Regents and central, collegiate, and departmental administration.
  • The PAR reports are audited annually by the State Auditor's Office.

Who is to complete/submit the PARs?

  • A PAR must be completed for all faculty as well as select students and staff who are employed teaching or doing research at the University of Iowa
    • This is different from PTEAP, which only looks at TT Faculty and whether there is a change to the research/teaching/service allocation.
  • Whoever completes a PAR form for another individual must have full knowledge of that individual's effort and must understand the instructions.
  • Faculty forms may be filled out by departmental staff, but must be verified and submitted by the individual faculty member.
    • In rare cases, if this is not possible, PAR Administration can delegate the submission of faculty forms to the departmental DEO.
  • PARs for P&S, GRA, TA, Post Docs, and Merit staff should be submitted by their supervising faculty member or the Principle Investigator (PI) on their project who has full knowledge of the individual's effort.
    • Forms may be completed by departmental staff, but must be verified by the supervising faculty member or PI prior to submission.
    • Documentation of the supervisor's approval must be maintained; this can be an email confirmation or a signature/date on a spreadsheet/document outlining the staff's effort.
  • Departmental PAR Coordinators:
    • Help distribute information and instructions to faculty and staff;
    • Are responsible for assigning access to PARs for supervisory staff; and
    • Are appointed by the departmental DEO.
  • Appointments across departments:
    • Faculty - will receive a single PAR, Primary Appointment designation will determine which department has administrative oversight of PAR.
      • Joint VAMC Appointment - for purposes of computing salary cap, consider total salary from both organizations as institutional base salary.
        • VA salary is listed at the top of the PAR.
    • Non-Faculty employees with separate appointments (concurrent or sequential) - will receive a separate form for each appointment with federally funded salary and must report each appointment's effort separately.
    • Non-Faculty employees with single appointment (several departments fund salary) - will receive a single PAR and department responsible for position will have administrative oversight of the PAR.
  • Faculty/staff do not need to keep detailed daily workload records in order to complete the PAR.
    • Can make a reasonable estimate of the actual effort made when completing the form.

How to complete the PAR form?

  • Section 1 - lists the current distribution of University salary (annual) from University payroll, for reference purposes. This includes any joint VA Medical Center appointments.
  • Section 2 - in the boxes provided, report all effort on externally funded research activities, organized UI funded research, and other sponsored activities
    • Includes summer salary from qualifying sources;
    • Includes funded cost sharing activities;
    • NIH Salary Cap: if total annualized salary is above the DHHS salary cap and a portion of support comes from NIH funding, it may be necessary to report a higher percent effort on applicable projects than the percent salary distribution shown on the form
      • Instructions will be attached to any PAR where the salary cap applies;
    • Align all entries opposite respective Master File Keys (MFKs) or Functions;
    • If a sponsored project is not listed:
      • Enter the 8-digit grant/program ID number in the box provided to add it to the list and enter the percent effort;
    • To be included as organized research, University-funded research projects must have their own accounts, budgets, specific goals, and reporting requirements.
  • Section 3 - in the boxes provided, separately report all effort on Other Activities including:
    • Non-Sponsored Instruction;
    • Departmental Research;
    • Institutional Review Board (IRB);
    • Collegiate and Departmental Administration;
    • University-Wide Administration;
    • Other University activities (i.e., community service, patient care).
  • Report all effort as a whole percentage.
  • The PAR form can be saved in Draft form to be completed at a later date.
  • Corrections can be made at any time before final submission
    • If changes need to be made after submission, contact Grant Accounting PARs contact.
  • If effort posted to sponsored activities is less than corresponding salary funding, a warning is displayed
    • This doesn't prevent the PAR from being submitted, but it will flag it for review by Grant Accounting as well as departmental and collegiate administration.
  • If total effort doesn't equal 100%, an error will display and the PAR cannot be submitted as final.

Where to find further information?