Hourly and Stipend Paid Employee Monitoring Process

Hourly Employees and Stipends

This budget category includes the costs of all salaries and wages that will be paid to ACC personnel (current personnel and those to be hired, including students). Always check the funding agency’s guidelines for requirements about appropriate salary charges.

Creating, Approving & Tracking PA’s for Hourly employees and Stipends

Program Office:

• Program department staff will create the Personnel Authorization (PA) for stipends and hourly employees. This is done in a separate web-based system.
• The budget authority approves the PA in Colleague Datatel. HR uploads all PA’s into Datatel, and send a notification email to all Datatel approvers.

Grant Accountant:

• Approving and Tracking PAs:

In Datatel, enter XPA3 in the report field. PA’s for all grant accounts will be listed.

• Click the “magnifying glass” icon (highlighted in yellow) next to each PA to see details. On each PA, verify the following before approving:
  • Grant beginning/ending dates
  • Pay dates
  • Grant GL account number.
• The assigned GA will approve the PAs by entering ‘A’ in the Approve field.
• Upon completion, export the report into Excel by clicking the “Xcel Export” icon.
• Sort the Excel list by grant accounts. Copy and paste the fields into the respective grant “Tracking PA” worksheet.

• Using the Tracking worksheet, verify that the expense is allowable for the particular grant and that sufficient funds are available.
• E-Time Sheets will serve as required documentation for the hourly employees.
• Hourly PA’s cannot cross the end of the fiscal year. If the grant continues into the new year, a new hourly PA must be set up.