Effort Certification Training Rosa Gonzalez-Rosenblatt 8/14/13 1 UNM.

Slides:



Advertisements
Similar presentations
Michigan Electronic Grants System Plus
Advertisements

AP Review Overview of UCI Pilot online review system.
Enterprise Service Desk (ESD) Enterprise Service Desk Approvers and SDR Overview.
Web Time Entry. – Logging on to Self Service – Accessing Self Service Web Time Sheet – Biweekly and Monthly web time entry – Temporary and Student web.
1 12 Easy Steps to Create an Employment Contract Campus Human Resources Employment & Compensation Services October, 2009.
Kansas State University – Sponsored Programs July 2013.
Time and Effort: Top 10 Things a P.I. Should Know Effort Reporting is our way of providing assurance to sponsors that: Salaries charged to sponsored projects.
Effort Reporting: Total Professional Activity vs. Institutional Activity.
Dispatch Web (DW) Logging an Absence.
CFS 9.2 Upgrade Forum 1. Navigation Changes Main Menu Recently Used Re-organized Menu Cascading Menus Breadcrumbs Autocomplete 2.
GALVESTON COUNTY, TX P-CARD TRAINING GALVESTON COUNTY.
PantherSoft Financials Smart Internal Billing. Agenda  Benefits  Security and User Roles  Definitions  Workflow  Defining/Modifying Items  Creating.
CIM Student Employment - TimesheetX
OnBase E-Forms and Workflow
Effort Certification Date Presenter. 2 New fiscal policy coming soon Existing fiscal policy FI0205 –About 2 paragraphs about effort just isn’t enough.
Effort Report Certification 1 Departmental Research Administrators Training Track.
Prepared by the Office of Grants and Contracts1 COST SHARING.
KEYS TO SUCCESS NCURA Region IV Spring Meeting April 27 – 30, 2014 © 2014 National Council of University Research Administrators Effort Certification and.
Effort Certification Training Certification Stage 1.
Grants and Contracts Changes, Changes, and more Changes... What would this University be without Changes? Heather L. Paulsen.
Electronic Effort Certification 1. Effort Certification Effort Certification is required with receipt of Federal funding. Effort Certification is required.
Grant Financial Management Post Award Sponsored Projects Training Program1.
Electronic Effort Certification 1. Effort Certification Effort Certification is required with receipt of Federal funding. Effort Certification is required.
ADVANCED INDEX RECONCILIATION PAYROLL Presented by Terry Shoebotham 6/8/09 1.
Electronic Effort Certification 1. Effort Certification Effort Certification is required with receipt of Federal funding. Effort Certification is required.
Payroll Distribution Confirmation Report Training June / July 2003.
Financial Policies Training: Effort Reporting on Sponsored Projects (2.1.21) Effective Date: July 1, 2009.
Procurement Card Training Strategic Account Management (SAM)
Introduction to eForms and Workflow In OnBase
Effort Certification Reporting System (ECRS) University of North Texas Health Science Center.
Mandatory Annual ACE Training Fiscal Year 2011 – 2012.
TPT EPAF Temporary Part-Time Rehire EPAF. What is a TPT EPAF? The EPAF for Temporary Part-Time (TPT) is an electronic process allowing for paperless personnel.
1 Effort Reporting System Brown Bag Session Hope Auditorium 110 December 11, 2008 Presenter: Michele Greenhouse.
EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS Effort Reporting System Departmental Coordinator Training Updated 01/11/2012.
Hartford Hospital Research Institute Time and Effort Reporting Prepared By: HHC Office of Compliance, Audit and Privacy Angelo Quaresima, Research Compliance.
UAA Fiscal and Administrative Resources blackboard site Available resources and links to fiscal websites How To Instructions.
East Carolina University Revised 12/14 1. Documents to be submitted to Graduate School Completed and signed graduate contract Terms and Conditions SACS.
Mandatory Annual ACE Training Fiscal Year 2010 – 2011.
HSC and Main Campus Presentation December 4 & 5, 2012 Financial Services Center.
1 EFFORT CERTIFICATION and REPORTING (ECR) Information for Department Administrators Revised – August 2010 Part III of III EFFORT CERTIFICATION and REPORTING.
Kansas State University – Sponsored Programs Accounting Last updated March 2015.
Time & Effort System Texas A&M University Research Services Karan Watkins Effort Reporting Administrator
TimeTrex Electronic Signature Process. Welcome to the new totally electronic TimeTrex System The purpose of this presentation is to explain how the electronic.
Appointing and Monitoring Personnel March 8, 2006.
The Basics of the Effort Certification and Reporting Technology (ECRT) System.
Web Time Entry Approval. – Accessing Time Sheets for approval – Setting up a proxy – Viewing Time Sheet detail – Correcting and approving Time Sheets.
Tulane Effort Reporting-Systems, Policies, Procedures ERS (Effort Reporting System) From paper to web based, remove from PAF Move from planned/confirmation.
UNM Effort Certification Learn 08/13/ Why do we Certify? Effort is a mechanism to confirm salaries and wages charged to a sponsored project in relation.
Effort Reporting Initiative _______________________________ ECRT Training Fall 2007.
1 MUSC Activity Reporting Office of Grants & Contracts Accounting 2015 Edition.
Academic Leave Academic Leave September Assumptions Training Goals Academic Leave Procedures Things to Consider Academic Leave Training.
Main Campus Presentation December 5, 2012 Financial Services Center.
CALS Effort Coordination CALS Research Division CALS Business Services May 16, 2007.
Effort Certification at UACES SANDRA WILLIAMS Office of Sponsored Programs.
1 Logging into the new PCard (PaymentNet) System: PAYMENTNET * Introduction * May use IE 8.0 or greater or Firefox * Do not.
E-IAF Electronic Internal Approval Form Office of Sponsored Projects Administration This power point, a step by step document, a quick reference document.
Certification in ERS An explanation of Effort Reporting and a step – by – step guide to certifying your Effort Form.
What’s Changing in Research Administration?
Outline Faculty Responsibilities ECRT Access and Navigation
TRIP Approver Training
Effort Certification at UACES
To Grants Accounting Training
Routing Queues & Identifying Approvers
AmeriCorps Member Tutorial – OnCorps Reports 2.0, Standard Reports
EFFORT REPORTING TRAINING
Tulane Effort Reporting-Systems, Policies, Procedures
Post-Award Grant Administration
Teresa Logiotatos College of Veterinary Medicine
Post-Award Grant Administration
University of Pittsburgh
Presentation transcript:

Effort Certification Training Rosa Gonzalez-Rosenblatt 8/14/13 1 UNM

UNM Effort Certification Training Pre-Review Stage 8/13/20132

What is Effort Effort is the time spent on a sponsored project, it is expressed as a percentage of the employees’ total University related duties o Effort must equal 100% cumulative total Includes teaching and research activities Does not include any activities outside of University related work o Cannot exceed 100% if working on multiple projects o It is not measured on a standard 40 hour work week, but on the actual time worked. Effort Certification Policy in UNM Faculty Handbook 38/13/2013

Why do we Certify? Effort is a mechanism to confirm salaries and wages charged to a sponsored project in relation to the work performed and committed to the agency in proposal. o UNM is required to assure Federal and other award sponsors that the allocation of salaries charged are fair, consistent and timely with the effort performed. Potential financial penalties for non-compliance Expenditure disallowance – department would be responsible to repay the charges to the agency Non-compliance on A-133 audit - could impact future funding Applies to non-timesheet employees only 48/13/2013

Effort Certification Process Certification reports distributed and certified semi- annually through LoboWeb o Pre-Review Stage 30 calendar days after reports are generated o PI Certification Begins when Pre-Review stage is completed Ends 60 calendar days after reports are generated o notifications Initial to Pre-Reviewer only PI will receive one at end of 30 days Reminder and delinquent notifications will also be sent Pre-Review must be completed prior to Certification 58/13/2013

Accessing Reports - to log into LoboWeb Select the Employee tab - Click on Lobo Web 68/13/2013

Select Effort Certification 78/13/2013

Select Review or Certify Reports 88/13/2013

Click Advanced Search 9 Click advanced search to view search options 8/13/2013

Select Attribute to Begin Search 10 Open drop down menu to select the search attribute 8/13/2013

Open Search Drop Down Box – Chart of Accounts 11 Open drop box, select Chart of Account Code to begin search 8/13/2013

Search for Reports to Review Select Attribute drop down o Chart of Accounts – type “U” 128/13/2013

Search for Reports to Review 8/13/ Select Attribute drop down Effort Period Code – type “201301” and hit Go. System will display all records that you have access to view

Select from Employee List 14 Highlight record, double click to view effort report actions Note Status and State of each employee 8/13/2013

Employee Effort Report Salary distribution is displayed as percentage; a pie chart also displays the salary distribution Tolerance +/- 5% original award vs. effort worked 15 Status 8/13/2013

Pay Period Summary Select Pay Period Summary to view effort by pay period o If grant is not active over whole effort certification period, this is where you can view detail by month 168/13/2013

Pay Period Summary Select Monthly – Regular link to view FOAPA detail including index 178/13/2013

Routing Queue 8/13/201318

Selecting and Adding Proxy Access 8/13/201319

Navigation Tips Scroll Bar o Click F11 if you have multiple items listed under sponsored projects and cannot see the scroll bar Expand the columns o Click on the line you would like to expand and drag the line to make the column larger Sort columns o Click on the top of the column you would like to sort by, you can sort by any of the columns listed View routing queue o Select Routing Queue link on the left panel, to view all individuals in the queue and what actions have been or need to be taken o Note: The employee name will appear on routing queue as certifier, the only time they will be required to certify is if they are also the PI View Effort Breakdown by Pay Period 208/13/2013

Column Definitions Status column: Under Review – report has been created and is available for viewing Awaiting Certification – Pre-Reviewer has reviewed and is ready for certification Completed – effort report has been certified and completed Locked/unlocked column: Locked – after an effort report is completed it is locked and cannot be modified Unlocked – effort report is available for change by members of the routing queue Awaiting Refresh – labor re-distribution has been completed and has updated the payroll record, report needs to be updated, reviewed and certified Changes Submitted – when request change button is clicked 218/13/2013

Tips for Reviewing Effort Effort is reported as an average over the reporting period (may be impacted by the number of months the award is active) Compare reported effort percentage to proposed effort in original award document Tolerance threshold of +/- 5% Variances that may require agency prior approval: o Absences (generally 3 months or more) o Significant reductions of the PI and/or Key Personnel effort (25% or more) o Note: It is the PI’s responsibility to work with the Pre-award office to obtain sponsor’s prior approval 8/13/201322

E-Print and Hyperion reports E Print reports FRROEC01 and FRROEC01-HSC Located in the fin_banp repository o Provides a report of the effort distribution in dollar values to correspond to the percentages displayed on the effort certification reports o Displays information by Org Code, PI, and Grant Hyperion report FRRHOZ05-Effort Certification Status Located in the Finance Reports/Finance Production Reports o List of employees in the effort queue o Status and State of the record o Action to be taken by Org Hyperion report FRRHOC05 Located in the Finance Reports/F Dept_School_College/F C&G folder o List of Account Administrators by Org 8/13/201323

Pre-Review Scenarios Scenario 1 Pre-Review completed – no change necessary Scenario 2 Pre-Reviewer needs labor re-distribution completed to update record 248/13/2013

Scenario 1 – Complete Pre-Review No change necessary for this employee Click Review button to complete Pre-Review stage 258/13/2013

Scenario 2 – Record needs changes Pre-reviewer identifies changes needed Select Request Changes button; system prompts user to send an . Send to department labor re- distribution initiator (if needed), include all necessary information to complete labor re-distribution 268/13/2013

Clear Changes Requested If Request Changes button was selected in error Click Clear Changes to restore report to original state to continue process 278/13/2013

Scenario 2 – Labor Re-Distribution has been requested o Status now Under Review-Changes Submitted and the Review button no longer appears. 8/13/201328

Scenario 2 - Labor Re-distribution completed by Initiator Labor re-distribution processed by department, has not updated payroll records. Note message in upper right corner 8/13/201329

Scenario 2 – Update Effort Report Changes have been applied and Awaiting Refresh, click the Update Report button to show changes on the effort report o Available for Pre-review after update is complete o Status changes to Under Review – Unlocked and the Review action can be taken 8/13/201330

Scenario 2 - Complete Pre-Review Select Review button to complete this stage 8/13/201331

Certification Stage Select Certify button Complete certification process o Note: Certification will not be completed until all PI’s have certified 328/13/2013

Record is Locked Once effort has been certified, salary transfers for that period will only be permitted in rare circumstances o If it is necessary to adjust the salary charges for a previously certified effort period, a detailed explanation of the need for the salary adjustment and subsequent re-certification is required o Request to open a previously certified effort report memo must be completed and signed by Dean or Director Requests can be scanned or sent to your respective C&GA Manager o Memos will be retained by Contract & Grant Accounting The Effort Report will need to be reviewed and re-certified 338/13/2013

Record is Locked 348/13/2013 Self Services Labor Redistribution

Record is Locked Banner PHAREDS 358/13/2013

Potential Consequences* Ability to submit proposals could be suspended List of non-compliant PI’s posted on UNM website Uncertified effort expenses moved to unrestricted index * to be determined by Research faculty 368/13/2013

Contact Information Contact your Pre-Reviewer for general/procedural questions For all other questions o Contact: Contract & Grant Accounting office - Main Campus/Branches o Contact: Contract & Grant Accounting - Health Sciences Center o Or send to: 378/13/2013