Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Business Services Division
No. 1.2.09

Personnel Review Sheet

Purpose
To prescribe policies and procedures for the monthly and quarterly collection of the personnel sheets.

Policy
It shall be the policy of this institution to collect from employees assigned to instruction, research and public service/patient care activities data that will document their time and effort devoted to each work assignment. Personnel Review Sheets will be provided quarterly to professorial and professional employees of the monthly payroll and monthly to support staff of the bi-weekly payroll. The data collection will be centralized and summarized for use to support sponsored project direct expenses, indirect cost expenditures related to sponsored projects and to support Medicare Program patient care costs as required by the Health Care Financing Agency.

Procedure

Business Services

1. Distribute to each academic or academic support department personnel review sheets for their appropriate employees with accompanying instructions.

Departmental Chairman

2. Distribute personnel review sheets to employees.

Employee

3. Record effort of each activity listed on the personnel review sheet along with the appropriate sponsored account numbers for sponsored research, educational service agreements, public service and other sponsored agreements.
4. Sign and date the personnel review sheet and return to the departmental chairman.

Departmental Chairman

5. Indicate concurrence with the personnel review sheet and return to the Business Services Division by the due date noted on the form.

Business Services Division

6. Determine that all reports distributed are returned.
7. Review each personnel review sheet as it relates to actual disbursements of direct salaries and wages.
8. Take action to adjust undercharges and to implement any indicated changes to future labor distribution charges.
9. Prepare quarterly adjustments to reflect cost sharing effort.
10. Maintain original reports in accordance with Records Management policies.
11. Perform a sampling survey of departmental chairpersons and personnel responsible for certifying effort to determine that they understand the effort reporting system and that they are knowledgeably complying.
12. Enter review sheet data into Combined Time Survey System for production of reports necessary to the completion of reports as follows:
    1. University System Central Office
    2. DHEW Audit Agency
    3. Health Care Financing Agency

Date: 1 April 1975 | Rev. No: 86-1 | Rev. Date: 3 June 1986 | No. 1.2.09