Tulane Effort Reporting-Systems, Policies, Procedures ERS (Effort Reporting System) From paper to web based, remove from PAF Move from planned/confirmation to after the fact Critical choice is frequency of confirmation Motivated to keep it simple, each choice has pros & cons Received input from certification groups, admin groups Current plan would be to start with twice a year plan This is the A-21 minimum requirement July 1 to December 31 and January 1 to June 30 Current practice through June 30, 2007

Effort Certification Issues and Progress to date Trained Departmental Admnstrtrs or designates DAs need to set up certification roles Responsibilities are online at http://controller.tulane.edu Other reference materials online, FAQs, flowchart, quiz, new policies, description of roles Some certifier training previously completed More concepts training indicated, Recommending mandated self study training, Departments can get concepts training through Office of Research Administration-Judy Wilks

Effort Certification Plan Opened a test period for quarter ended 11/30/06 Data files to later be dropped, but user files retained Certifiers can’t see forms until pre reviewed Roll out test certification for 6 mos endg 6/30/07 Certifier requirement will be to log in and review form Test forms will be dropped First live certification period will be 6 mos ending December 31, 2007, period open in Jan 2008 Will be sending reminders, time for questions, etc.

Timely Cost Transfers The A-21 requirement is 90 days, Too many late transfers, Reasons must be carefully documented This is the problem with infrequent periods, Manage the “effort” in addition to the funding, Lack of compliance will indicate need for more frequency.

Certification in ERS An explanation of Effort Reporting and a step – by – step guide to certifying your Effort Form

What is Effort Reporting? The reporting and confirming of an individual’s actual time spent on and “identified” to sponsored agreements, instruction, administrative, and other institutional activities for which one is compensated and is considered the institutional base salary or appointment. Account for time (effort) expressed in Percent spent (devoted) to Federal Awards in relation to total institutional activities (IBS) Consist of both funded and non funded commitments (Cost Share) Not Based on a Standard 40-hour Workweek Everyone may have a Different Effort Denominator Definition is up to interpretation, considering standard professional language

Why is Effort Reporting Important? Required by OMB Circular A-21: Cost Principles for Educational Institutions - Section J.10) Compensation for Personal Services http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html Supported by Tulane University, Effort Reporting Policy Ensure Labor costs charged to sponsored agreements are consistent with the effort expended Labor charges to sponsored agreements are properly documented (Labor costs represent 75% of charges) Definition is up to interpretation, considering standard professional language

HOW TO CERTIFY Go to the Tulane University Effort Reporting System Website https://ers.tcs.tulane.edu

Click on the hyperlinked Number under ‘Pending’ Select the numeric link under Certification “Pending” for the Current or Prior Reporting Periods. Click on the hyperlinked Number under ‘Pending’

Click on the name to Certify the Form Any forms listed under “Effort Forms Pending Certification for the Current Reporting Period” are ready to be certified. The Certifier will see the Name, Reporting Code, Sub Department, Title, and the Pre Review, Certify, and Post Review Status. Click on the name to Certify the Form

Review the effort form and effort percentages for every account, update the percentages if necessary, then click the “Proceed” button. The system will notify you of any errors. You may also notify the Pre Reviewer who completed the Pre Review by clicking the “Notify” button at the bottom of the screen. Update the effort % if they are incorrect. If they are correct, click “Proceed”. The certified effort % must equal 100%

Click on “Certify” to attest to your effort for the reporting period Review the summary to be certain it represents your effort for the entire reporting period. If it is correct, read the attestation statement and click the “Certify” button. Otherwise click “Notify” below the attestation statement to send an e-mail to your administrator and/or to exit the form without certifying, click on the “Exit Form” button. Click on “Certify” to attest to your effort for the reporting period

The effort form is now complete. Once, certified, the system will present a summary screen. You can print a copy of the final summary for your records using the “Print Form” button. Print Form The effort form is now complete.

ERS-Conclusions We have plenty of runway, please don’t let this change be a surprise Department Administrators should start now: Set up certification responsibilities Advise Certifiers We’ll learn some new stuff together Call us with questions, observations, system not perfect but it’ll be an improvement.