PACE Report Instructions

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PACE (Personnel Activity CErtification) Report

PURPOSE: The University has implemented changes to its Personnel Activity CErtification (PACE) Reporting System in order to comply with all of the provisions of Federal OMB Circulars A-21 and A-110. The primary purpose of the PACE report is to document after-the-fact certification of effort (work) on all direct and pass-through grants and contracts that require effort certification, primarily Federal and State of New Jersey sponsored grants and contracts. The new PACE report is designed to account for 100% of an individual's regular appointment compensation as long as any of that compensation (called covered compensation) requires effort certification. Covered compensation includes direct charges to grants and contracts requiring effort certification as well as direct charges to cost sharing accounts of grants and contracts requiring effort certification. The PACE report is issued twice each year within 30 to 60 days after June 30th and December 31st.

PACE reports are distributed to the departments twice a year.
- Jan.-June reports are distributed sometime between July and August.
- July-Dec. reports are distributed sometime between Jan. and Feb.
Each University department has the primary responsibility to ensure compliance with this policy.
The University requires effort certification on all federal projects, most state projects and some private agencies when subcontracted by a federal sponsor.
The university's PACE reporting system assures these external sponsors that funds are properly expended for the salaries and wages of those working on the project(s) they sponsor. Salaries and wages must be consistent with the effort contributed to the project(s).
Employees involved in certifying their own or someone else's effort must understand that severe penalties and funding disallowance(s) could result from inaccurate, or untimely effort reporting.
Only the individual doing the work or an official (that is not a subordinate of the individual) that has direct knowledge of that work is authorized to certify these reports.

Instructions for the Personnel Activity CErtification (PACE) Report

(1) PAYROLL FOR THE PERIOD: Regular appointment compensation during the six (6) months indicated and any salary reallocations processed during the period that effects the current fiscal year.

(2) PAYROLL LOCATION CODE: The current location where payroll checks are sent for the individual whose name is on the report. It is possible for the individual to have reflected on the report covered compensation at another location. If that is the case, please have the individual sign for his or her time. If the individual is no longer at your location or at Rutgers, please send the report back to the Division of Grant and Contract Accounting (DGCA) with this information noted.

(3) NAME and SS No: This is the name and social security numbers of the individual whose covered compensation is being certified.

CAMPUS - COL/DIV - DEPT: Campus, College/Division and Department based on (2) Payroll Location Code.
(4) ACCOUNT INFORMATION ONLY: Below this section you will find information pertaining to the individual's regular appointment compensation.

ACCOUNT: The account number assigned to non-sponsored, sponsored and/or budgeted cost sharing.

DESCRIPTION: The title description of the account number.

PRINCIPAL INVESTIGATOR: The name of the individual responsible for a grant or contract.

GRANT PERIOD: Dates assigned as the starting and ending date of the grant or contract.
(5) PAYROLL INFORMATION: Below this section you will find the payroll information pertaining to the individual's regular appointment compensation during the six month period. The report will include any salary reallocation(s) processed during the period that effects the current fiscal year.

SUB CODE: This is the payroll distribution code. Only 1200, 1260, 1370 and 1500 need to be certified. All other codes are not listed as they are certified directly on the Time Reporting Form

CR: DGCA use only. Y indicator reflects federal, state, or flow-through grant or contract account. C indicator reflects federal or state cost sharing account.

DISTRIBUTION OF PAY: This field identifies regular salary "T", including reallocation "R", and other transactions "O" processed through the payroll system.
PCT OF EFFORT: This is the percentage of effort (work) expended on activities. Total percentages should equal 100%.
NOTE: The percentages equal .00 when a salary transaction was processed through the payroll department within the reporting period. If the transaction is a reallocation "R" involving previously certified effort or if a reallocation was processed after this reporting period, attach a copy of the reallocation form and certify on line (6)(b) below. If the transaction "R" involves only this period or "O" other transaction (cancelled check, hand drawn or overpayment) and dollars are correct, then sign (6)(a) below.
REC ID: This field identifies the type of salary transaction. T=Regular salary, R=Reallocation and O=Other transaction (cancelled/hand drawn check, or overpayment).
(6) CERTIFICATION: Certify by signing your name and indicating your title and the date signed on the line provided and checking:
(b) If the information indicated on the report is incorrect.*

AUTHORIZED SIGNATURE: The authorized signature can be the individual to the right of NAME in the upper left of the report or it can be any other responsible official who is knowledgeable about the work performed by the named individual. Subordinates of the named individual cannot sign for the named individual.

QUESTIONS: PACE report questions should be directed to the Division of Grant and Contract Accounting Office at extensions 1-732-932-0165 ext 2227.

Reports must be returned to:
Division of Grant and Contract Accounting
Administrative Services Building 3
2nd Floor
Cook Campus