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Presentation to Grants Management User Network (GMUN) on Effort Certification

Presentation to Grants Management User Network (GMUN) on Effort Certification. October 13, 2006. Issues with conversion to ECRT V.2. ECs now have both a processed and non processed list Have made navigation improvements Can now view lists by empl IDs

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Presentation to Grants Management User Network (GMUN) on Effort Certification

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  1. Presentation to Grants Management User Network (GMUN)onEffort Certification October 13, 2006

  2. Issues with conversion to ECRT V.2 • ECs now have both a processed and non processed list • Have made navigation improvements • Can now view lists by empl IDs • SPES report is now available as a PDF • Processed report reflects correct status • Still to come for this period • Statement will display all HSAs that were entered after the statement was first created • Cost sharing screens redesigned to improve functionality 2

  3. Processing Statistics • Have completed 10 periods of reporting in ECRT • Allowed 5 weeks to certify, now 4 weeks • Follow-up Compliance process starts 2 weeks after the end of the certification period 3

  4. Changes Coming for FY 2008 • Need to add committed effort to the statement • Some data in the EGMS system already • Will need to work with Departments to get this information – ( compliance issue) • Will require some modification to the look of the statement • Three rather than four effort certification periods • Consulted widely • Once a year is required by A-21 4

  5. …Changes coming for FY 2008 • Three Periods – fall semester, spring semester, summer • Line up better with the way faculty think about their workloads • Work better for graduate students on research projects • Will require minor system modification • Financial management of salary charges will have to be handled separately from the effort certification • Can’t wait until effort certification period to do the HSAs • Impact on financial reports to our sponsors 5

  6. The University’s Effort Certification System Plan Confirmation (OMB Circular A-21 definition): • Distribution of salaries & wages is based on budgeted, planned, & assigned work activity, updated to reflect any significant changes in work distribution • Effort system encompasses both sponsored & all other activities on an integrated basis • Activities are expressed as a percentage distribution • Effort system provides for modifications of salary distribution commensurate with significant change in the employee’s work activity 6

  7. Effort System & Financial Reporting • Distribution of salaries & wages to sponsored projects must be documented with generally accepted practices of colleges & universities • There is no single best method for documentation of distributed charges for personal services, but they must follow the requirements of OMB Circular A-21 • Financial reports must reflect documented charges for salaries and wages subsequently certified by effort statements • Financial reports must be filed in a timely manner 7

  8. What does it mean for you? • Salary distributions should be entered in the financial system prospectively • Financial reports are generally due 90 days after budget period end • Changes to salary distributions should be made at least by the midpoint milestone and end of the effort period • Salary and wage charges must be entered in a timely manner to support financial reports to the sponsor 8

  9. FY 2008-4 Periods July Sept Oct Dec 1st Period Jan Mar 2nd Period Apr June 3rd Period 4th Period FY 2008-Semesters Salary distributions must be current June Sept Jan 1st Period Sept Jan June 2nd Period 3rd Period 9

  10. What are the consequences? • Failure to process timely salary charges will result in: • A revised financial report for salary charges removed from sponsored accounts after the financial report has been filed results in unnecessary additional costs • Addition of charges after financial report has been filed will not be accepted • these will be charged to departmental non-sponsored accounts • timely charges meeting milestones will mitigate this departmental risk 10

  11. Summary • Change of business process to be consistent with A-21 • Work on sponsored projects will be consistent with the demands of academic terms making it easier to estimate effort on projects • Less time will be spent coordinating effort statements • Cost of effort certification will be reduced. 11

  12. Questions? 12

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