9.0 Examples Of Supporting Documentation By Proxy

Updated May 31, 2007

The following are examples of business processes to generate acceptable supporting documentation for proxy certification of Quarterly Salary Distribution reports (DACCAs). Each DLC is responsible for reviewing and certifying salary distribution on a quarterly basis. While each DLC may create their own process to meet this responsibility, the recommendation is to encourage certifiers to do electronic certification themselves to reduce the need for long term retention of supporting documentation in the DLCs.

9.1 Option I – eDACCA Certifier Reviews Preliminary Quarterly DACCA
The DLC administrator mails a paper copy of the Quarterly DACCA (for Q1 the DACCA generated on or around October 1st) to the eDACCA certifier (usually the cost object supervisor). The certifier, who hasdirect knowledge of those working on the project, indicates any changes insalary distribution for individuals, including any additions/deletions of individuals, signs the paper DACCA and returns it to the DLC administrator.

The DLC administrator makes the changes in the electronic Salary Distribution System (eSDS). During the period October 1- December 31 for the first quarter DACCA, the DLC administrator electronically certifies the quarterly eDACCA as the proxy. The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the quarterly DACCA were made in eSDS prior to certification. The DLC administrator keeps on file the signed Quarterly DACCA on which the certifier/cost object supervisor has indicated changes.

9.2 Option 2 – eDACCA Certifier Reviews Monthly DACCA
The DLC administrator mails a paper copy of the monthly DACCA to the eDACCA certifier/cost object supervisor. The certifier, who hasdirect knowledge of those working on the project, indicates any changes insalary distribution, including any additions/deletions of individuals, signs the paper DACCA and returns it to the DLC administrator.

The DLC administrator makes the changes in eSDS as these monthly DACCAs are received. During the period October 1- December 31 for the first quarter DACCA, the DLC administrator electronically certifies the quarterly eDACCA as the proxy. The individual certifying the quarterly eDACCA is responsible for reviewing and confirming that changes reflected on the monthly DACCAs were made in eSDS prior to certification. The DLC administrator keeps on file the signed monthly DACCAs on which the certifier/cost object supervisor has indicated changes.The DLC administrator does not distribute either the quarterly DACCA to the certifier/cost object supervisor. .

9.3 Variation:
The DLC administrator distributes monthly DACCAs for informational purposes to certifiers/cost object supervisors, but sends the quarterly DACCA for the cost object supervisor to annotate changes and sign.

NOTE: This is not a preferred option. We recommend that cost object supervisors receive DACCAs only once (either monthly or the quarterly version) to indicate changes and sign. The DLC administrator is then responsible for making and verifying these changes.