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effort reporting procedure and “best practices”

1. 16 Effort Reconciliation Period Management of Effort 17 Special Situations in Management of Effort Reporting 17 NEES ebessen 19 Section V Best Practices Tip niod eins 20 Section VI Matrix for Effort Reporting Tools 22 Section VIl Commitment Management 23 Volume Il Section Quick Reference Guide for 3 ECHT Reports and Screen Shots 3 Evaluation MIOTKSheels ace setti EEF sn chet CC GLEE Cod DERFEL 12 ge VERI E 14 Section Il On Demand Training Link and Table of 18 Section lll Glossary Of cscs e i ere ptt Rb Rt bn REEL n RR RO RR ebe 19 Section IV Frequently Asked Questions 24 Section V Record Retention esessssesenem meme mne FFA FL FL rs erri 32 I Quick Reference Guide for Effort Reports PDF Effort Card This report allows the user the ability to view and print a a What the reports tell you and when to use them REPORTS IN THE ECRT SYSTEM confirmed Effort Card un E Model Tree b Pages E Signatures Y Bookmarks Effort Certification Report Certifier Name Santa Claus Title Professor
2. Department Position Funding Distributed Report 3 Salary on Incorrect Source If salary is distributed to an incorrect source the departmental Effort Coordinators should submit a DBR form that redistributes salary to the correct source If this form is a retro active correction that affects a closed Effort Certification Period the departmental Effort Coordinators should contact Research Services for further action 4 Waiting on Potential Funding Notice of Award NOA When the department is waiting on receipt of an award in which salary will be sourced the departmental Effort Coordinator should perform the following steps 1 Contact the Research Services Pre Award specialists to set up Pre Award spending account If the Award does not get funded any pre award spending should be transferred to a Non Sponsored Project i e MSRDP State Funds 2 When the Effort Reporting Period is open and effort has been performed on a grant that has not been funded Effort NOT Salary can be temporarily parked onto the departmental Suspense account 3 Contact Research Services regarding exception situations when the Effort Reporting Period is open 5 DBR Forms that have Not been Processed In order to make sure that DBR forms have been processed and posted to the General Ledger the departmental Effort Coordinators should generate the HCM Department Position Funding Distributed query steps for this detailed in Vol II Section
3. The Effort Coordinator should encourage timely effort confirmation The Effort Coordinator should explain to the Primary Individual how critical it is to confirm his her 15 effort and all Supporting Individuals effort by the end of Confirmation Period During this period email reminders will be distributed to the Primary Individuals who have not confirmed their effort At the end of this period the Primary Individuals should understand that their Certify button will be turned off in ECRT The Lead Effort Coordinator should as a last check before processing the Effort Cards generate the ECRT Salary Resolution Query see Vol ll Section I for details to review cost sharing and to make sure cost transfers have been addressed with DBR Forms submittals The Lead Effort Coordinator can and should start processing see Vol 11 Section for details for all Confirmed Effort Cards After processing the Effort Cards the Lead Effort Coordinator should be monitoring his her Manage Effort Tasks see Vol II Section ll for details and submit any necessary DBR Forms and or cost sharing information Once these Tasks have been addressed the Lead Effort Coordinator should periodically check the Effort Cards to see that the salary aligns with effort Once the cost transfers and or cost sharing have been addressed in the Effort Card the Lead Effort Coordinator should go to his her Manage Effort Task link then resolve see Vol Il and Section l
4. A Performance Period 6 Months All Primary and Supporting Individuals will have a six 6 month Performance Period when they perform work on Sponsored Projects and or Non Sponsored Projects for the purposes of this manual Non Sponsored Project means all projects that are NOT managed in the PeopleSoft Grants Module at UTMB During this Performance Period the Effort Coordinator should be performing Monthly Management detailed below tasks to monitor any changes in salary commitments and or effort After the last payroll run of this period the effort Pre Review Period will begin in ECRT 11 Monthly Management of Effort Reporting Each month the Effort Coordinator should review all of his her employees salary see Note a below for salary distinction in ECRT This monitoring process allows the Effort Coordinator to see the salary build by using a simple ECRT Reporting Tool the Effort Certification Payroll Report and or by reviewing the Effort Card The Effort Coordinator should use this report and or the Effort Card to identify the appropriate transactions to ensure the correct salary distributions and to manage salary charged to grants If further investigation or analysis is needed the Effort Coordinator should use the following Monthly Management Tools definitions and steps to utilize these tools are identified in Vol Il Section 1 to complete his her monthly review process MONTHLY MANAGEMENT TOOLS HCM Queri
5. 16 Effort Reconciliation Period Management of Effort Reporting 17 Special Situations in Management of Effort Reporting 17 Salary Adjustmehls ee Ge testeur on Lexus ana FY d Ge pe aoe tA ubi cen decet 19 Section V Best Practices Tip Sheet 20 Section VI Matrix for Effort Reporting Tools 22 Section VIl Commitment 25 Volume ll Appendix Section Quick Reference Guide for Effort Reports A Queries A Screenshots 3 Section Il On Demand Training Link and Table of Contents 13 Section Ill Glossary of Terms ice te tee e d eR LR ER EORR S 14 Section IV Frequently Asked Questions 21 Section V Record 29 VOLUME INTRODUCTION AND USE OF MANUAL FOR BEST PRACTICES OF EFFORT REPORTING AT UTMB The procedures for effective use of The University of Texas Medical Branch s UTMB effort reporting policies and guidelines are contained in the following Effort Reporting Procedure and Best Practices Manual This Manual is designed to detail the implementation of the effort reporting policies at UTMB and to provide a reference for best practices for managing effort This is not intended to be a full reference manual for the use of PeopleSoft HCM or the HCM
6. This query will generate a spreadsheet that illustrates the positions effective dates action dates etc that have not yet been distributed to ledger The Effort Coordinators should contact their EAST Team representative if they see any problems with the DBR Forms have not yet posted to the General Ledger 18 G Salary Adjustments 1 Retro Active Labor Cost Transfers A retroactive labor cost transfer is the transfer of an already existing expense Retroactive labor cost transfers on Sponsored Projects need to include justifications in order to meet sponsor and regulatory requirements All retroactive labor cost transfer forms i e DBR Forms direct retro forms etc that adjust salary on Sponsored Projects will route through Research Services for review and appropriate action The departmental Effort Coordinators should ask the following before submitting a retro active DBR Form 1 Does the Effective Date fall between an Effort Certification Period that has ended If so has the Effort Card been reviewed to ensure that the retroactive labor cost transfer is consistent with the effort reported Have NIH salary cap issues been addressed if applicable 2 Is this retroactive transfer for a period of more than 90 days Is there a justifiable reason Is the expense allowable and will it benefit the Sponsored Project Is there a sufficient justification described on the DBR form For NIH Sponsored Projects will this transfer result
7. Department Happy Holidays 145110 Email santaclaus utmb edu Location Appointment Effort Coordinator Certification Period To certify your effort for the period shown above write the percent of effort that you spent on each award in the space provided below Effort percentages must be entered as an integer value i e 1 0 and it must add to 100 The employee or another responsible person with suitable means of verifying the effort must certify this statement 0527 NA Training Group 09 01 2006 to 03 09 2007 Accounts melt Cost Share Computed Effort Certified Effort Sponsored CON14360 Surgical Studies of Aging and the Gut i i P58124BO1 Surgical Studies of Aging and 6 84 0 00 6 00 0 00 Award Sub Totals 6 84 0 00 6 00 0 00 CON14361 PTH related peptide and vit D in prostate cancer growt P58076B05 PTH related peptide and vit D 0 91 0 00 0 91 0 00 a Award Sub Totals 0 91 0 00 0 91 0 00 i CON13877 Vulnerability to Sepsis in Old Age i P57415B01 Vulnerability to Sepsis in Old 0 45 0 00 0 45 0 00 Award Sub Totals 0 45 0 00 045 0 00 z CON13844 Studies in Gastrointestinal Endocrinology E P57827B20 Molecular Biology Core Core 2 28 0 00 2 28 00 S P57801B20 Effect of Aging on Gut amp Pancr 4 56 0 00 4 56 0 00 Award Sub Totals 6 84 0 00 6 84 0 00 VIAE PUE gg E _ i3 p C HOH Certification Payroll Report ECPR This reports allows the user to see payroll information for the curre
8. Dr F continues to expend 15 hours on the first grant and 45 hours on other professional activities but now also devotes 15 hours per week to the second grant The actual effort on Grant 1 should be reduced from 25 to 20 15775 Note NIH requires grantees to obtain prior approval if the Principal Investigator or another of the key personnel named in the grant award reduces his or her effort by 2596 or more e g reducing effort from 4096 to 3096 or less In this example even if Dr F is the PI or one of the other key personnel named in the grant award the reduction in his effort for the grant period need not be reported to NIH since it is less than 25 The reduction from 25 to 20 represents only a 20 reduction and since it occurred 30 in the middle of the budget period for the grant the reduction over the entire grant budget period will be even less than 2096 Example 7 Scientific meetings o Dr attends three different scientific meetings which cause Dr G to be away for half the month o Is the time spent at those meetings allocable to his grants o Yes ifthe primary purpose of the scientific meetings was the dissemination and exchange of technical information reasonably related to his grants Example 8 Vacation and sick leave o His absent for one month for vacation and illness During the remainder of the year he expends 80 actual effort on his grant activities o His salary is funded 8096 from NIH
9. menet 14 Sponsored Project Activity Report This report shows a list of certifiers that have a percentage of activity charged to a Sponsored Project You have chosen the Sponsored Project Activity Report This report will produce a list of all users in the system whose computed effort or certified effort total has exceeded a configurable threshold To begin select the period followed by the Department effort type and threshold value Employee Type Semi Annual zl Period Select School EE Happy Holidays 145110 Expand Search Effort Type Certified Effort C Computed Effort Threshold 96 10 Run Report 8 items found displaying all items 1 Department Computed 9vo Certified Adams Jane 151762 Happy Holidays 145110 100 0096 100 00 a Bush Barbara 112884 Happy Holidays 145110 85 00 86 00 Kelly Grace 162222 Happy Holidays 145110 10 0096 15 0096 a Minelli Liza 138001 Happy Holidays 145110 100 0096 100 0096 a Ming Yao 061213 Happy Holidays 145110 100 00 100 0096 a Simpson Bart 031015 Happy Holidays 145110 71 67 73 00 Spears Britney 165755 Happy Holidays 145110 100 0096 100 0096 a White Barry 052048 Happy Holidays 145110 47 76 49 00 a l 15 Salary Resolution Query This query replaces the HCM query named T amp E GL Base Salary Summary Reconciliation query It can be used to view cost transfers and cost sharing after the effort has been c
10. Example A fulltime employee earning 100 000 per year and working 4096 on a Sponsored Project changes to half time status Use the following algebra calculation to figure out the new effort for that employee on the Sponsored Project Original Status New Status 40 x 100 000 50 000 Using algebra and multiplying 50 000 x 40 100 000 x 20 x This is the new effort when the employee moves to part time If you want the effort to remain the same although the employee is moving to part time multiply the new part time salary amount by the proposed effort The salary will be reduced but the effort will remain the same 22 Effort Card Screen portraying an individual s funding for the period of performance that will be certified Status of the Effort Cards In Process for Certification Not Certified Not Processed Not Certified Not Processed Reopened Not Certified Not Processed Reopened by Payroll Adjustment Transfer in Progress or Pending Certified Not Processed Certified Processed Certified Processed Payroll Pending Auto Approval Effort Confirmation Also referred to as Effort Certification A means of confirming that the effort supported or paid by the sponsor has been performed and effect expended in support of a project but not paid by the sponsor has been performed It is important to note that payroll distributions and effort confirmations are not the same thing Payroll distributions describe
11. hours worked as a consultant through a formal sub award to UTMB from another site in which you are participating as a UTMB employee should be included work on two Sponsored Projects That work is all do for UTMB and the total amount of work adds up to only 8 hours per week Working so few hours for UTMB what percentage should my effort percentage total on my Effort Cards No matter how few hours you work for UTMB your total effort percentage will still be 10096 Whatever hours you work for UTMB that is your 100 I am a faculty member and I realize that the effort I expend on my Sponsored Project may change and will be different from what I committed to in the project award What must I do regarding my effort commitment Your change in effort may represent a change in the work scope of the Sponsored Project and this change may need to be communicated to the sponsoring agency For example NIH guidelines require notification for any change in effort of 2596 or greater for key personnel For example if an effort commitment is 4096 and the actual effort is decreased to 3096 this represents a 25 change and would require notification if the employee was listed as key personnel on the award Your assigned Post Award Specialist can assist you in determining the appropriate procedure regarding a change in committed effort I am transferring to another department but will continue to work on Sponsored Projects Will my transfer result
12. projects but also other Non Sponsored Projects Only by capturing all of an employee s IBS compensated activity can an Effort Card accurately reflect the proportion of an employee s time spent on a particular Sponsored Project and the percentage of IBS that should be allocated to that project Why is effort calculated on a percentage basis Effort is calculated on a percentage basis because the government recognizes that different institutions have different policies with respect to the scope of their employees duties That is to say 100 effort does not equate to any set number of hours Using a percentage basis method allows an employee to estimate the amount of effort devoted to a particular Sponsored Project as a percentage of all of his or her activities and allows for a work schedule that is greater than or less than 40 hours per week Provide examples of effort reporting scenarios Example 1 Calculating effort o Dr Ais budgeted to devote 75 of her total effort to an NIH project and is paid from the grant at that rate o She puts in 30 hours a week on the project but also spends 20 hours a week on her teaching and administrative responsibilities o Review Dr A s effort entry below to see if itis correct o hours is 75 of a 40 hour week so on her Effort Card report Dr A enters 75 as her actual effort on the NIH project o Is that correct No o Her actual effort is 60 30 50 It is not permissible to calculate ac
13. 00 0 00 0 00 Grand Totals 10 302 08 10 302 08 10 302 08 10 302 08 0 00 10 920 20 0 00 0 00 0 00 0 00 j exce xx Por arr External Audit Report This report allows the user to view and print off Effort Cards for closed period Clicking on the PDF icon will allow the user to print hard copy effort reports mmi nee GU Y wf cco mune up Stemmen SULUT ep SoU LU wy Securus You have chosen the External Audit Report This report will produce a list of all certifiers and their historical Effort cards The search can be conducted either by employee Department or Funding You have the option to further filter the search by the period of performance The search can be conducted using first name last name or Id number Searching by first name then last name will not produce results You must search by last name only first name only id number only or by last name then first name Results are produced more quickly using last name or Id number The report results are displayed in a table format Press the Run Report button to launch the report Status Certified Processed Employee Type Semi Annual Period Select Search By Employee Department C Grant Employee Spears Britney 165755 Show Effort Yes C No Notes Show Yes C No Transaction History Run Report Based on your report selection below are the results Please note that you can sort
14. 12 2006 140000 10 Name 11111 P57847B01 Purified C1 445 REG 12 1 2006 12 12 2006 140000 10 Name 11111 P57847B01 Purified C1 445 SLT 12 1 2006 12 12 2006 140000 10 Name 11111 P57847B01 Purified C1 445 12 1 2006 12 12 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 HOL 12 1 2006 12 12 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 LON 12 1 2006 12 12 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 REG 12 1 2006 12 12 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 SLT 12 1 2006 12 12 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 VAC 12 1 2006 12 12 2006 GL Base Salary Report This report total institutional base salary for a specified period of time It excludes all non institutional base salary and supplemental pay earnings codes T amp E GL Base Salary Report DEPTID EMPLID NAME POSITION ACCT CD DESCR FUND ERNCD PAY END DT PPE MONTH DOLLARS PAID 140000 ID Name 11111 C11000 MSRDP 220 CT 10 6 2006 10 10 2008 6 54 140000 ID Name 11111 11000 MSRDP 220 LON 10 6 2006 10 10 2008 7 140000 10 Name 11111 11000 MSRDP 220 REG 10 6 2006 10 10 2008 61 24 140000 ID Name 11111 C11000 MSRDP 220 SLT 10 6 2006 10 10 2008 8 23 140000 ID Name 11111 C11000 MSRDP 220 VAC 10 6 2006 10 10 2008 1 45 140000 10 Name 11111 P57847B01 Purified C1 445 CT 10 6 2006 10 10 2008 91 48 140000 ID Name 11111 P57847B01 Purified C1 445 LON 10 6 2006 0 10 2008 98 140000 ID Name 11111 P57847B01 Purified C1 445 REG 10 6 2
15. compensation for incidental work income earned outside of duties to the institution and any portion of compensation deemed to be at risk IBS may or may not include additional payment in special circumstances by prior approval of Research Services For the School of Medicine this represents Part 1 and Part 2 of the Memorandum of Appointment for Faculty Key Personnel Individuals who contribute to the scientific development or execution of the project in a substantive measurable way whether or not salaries are requested Typically these individuals have doctoral or other professional degrees although individuals at the masters or baccalaureate level should be included if their involvement meets the definition of Key Personnel Consultants should also be included if they meet the same definition Key Personnel must devote measurable effort to the project whether or not salaries are requested Key 24 personnel are generally listed on the Notice of Award and they may be designated as Primary or Supporting Individuals within the effort reporting system An individual designated as key personnel see definition before may be either a Primary Individual or a Supporting Individual based on the unique circumstances of a specific Sponsored Project Mandatory Committed Cost Sharing Cost Sharing required by the sponsor as a condition of obtaining an award It must be included in the contract or grant proposal to receive consideration from the sp
16. format and can be exported to an Excel file a PDF document a Microsoft Word document or an XML file Press the Run Report button to launch the report Status Cettified Not Processed z Date By C Dates Employee Type Employee Type Period Select School i EI Happy Holidays 145110 Expand Search am Based on your report selection below are the results Please note that you can sort the results by clicking on the column header Fey Tina 141523 Happy Holidays 145110 09 01 2006 to 03 09 2007 d Certified Not Processed Kelly Grace 162222 Happy Holidays 145110 09 01 2006 to 03 09 2007 4h Certified Not Processed Ming Yao 061213 Happy Holidays 145110 09 01 2006 to 03 09 2007 Certified Not Processed D us Simpson Bart 031015 Happy Holidays 145110 09 01 2006 to 03 09 2007 4s Certified Not Processed ES Spears Britney 165755 Happy Holidays 145110 09 01 2006 to 03 09 2007 4s Certified Not Processed Monthly Funding and Effort Information Report This report allows the user to view the funding information for an Effort Card to determine how the payroll percentages were deciphered by month 586 items found displaying 1 to 50 First Prev 1 Number CON10360 PS3016B00 CON10963 P52150B00 CON10607 P52100B00 P52108B00 P61678B01 CON17392 P60499B01 CON16469 P61482B01 PS8939B01 C12564 P52898B00 P51961B00 C14237 P51778B00 P51778B03 P52
17. glossary for definition 2 Let the Default Dates remain see note one in next column 1 The query search is driven by the ACTION DATE date that EAST enters the DBR into HCM Dept Bud Table NOTE DO NOT enter the dates of the quarter you are reconciling you won t See everything you need 2 This query will not have data prior to 09 01 06 HCM Implementation Department GL Total Salary Report PAY DETAIL Use this table when you want to see an employee s Pay Detail Earning Codes Pay Period etc in GL STEPS If you want to see the employee 1 Enter ALL during all prompts except Employee Number 2 Use the Dates you are reconciling 3 Sort by Pay End Date then ACCT CD 4 Sub Total by Pay End Date with SUM under Dollars Paid column This query shows EARNING Code details and how pay includes both IBS and non IBS pay is distributed across those earning codes per pay period This is a great trouble shooting tool when salary does not total correctly or when employees are paid on earning codes i e HAZ OVT EVE that could cause cost transfers during effort certification Payroll General Ledger Salary and Hours Detail Report Whole Person PAY TRANSACTION DETAIL w JOURNAL IDs Use this table when you may need to trouble shoot on an employee s pay distribution This report shows an employee s Pay Detail Earning Codes Pay Period etc in GL including accruals attached to its j
18. grants o He can certify 80 actual effort on his Effort Card even though he was absent for one month of the certified period o Note There may be a requirement to notify NIH if absences are more prolonged Example 9 Effort without salary o Dr lis involved in an NIH Sponsored Project to which she pledged 3 effort but did not request corresponding salary support o her Effort Card Sponsored Projects will appear because she has commitments on the NIH award o Note Being listed as a potential mentor on training grants does not require effort or cost sharing Example 10 NIH Career Awards K awards Special Rule o Dr J works 40 hours per week at UTMB and 12 hours per week performing Non Sponsored activities o Dr J s award requires him to devote 75 of his total professional effort to the award o Tomeetthe 75 effort requirement Dr J must devote 39 hours to the K award activities which is 75 of 52 hours o Non Sponsored is included in total professional effort for K award compliance purposes even though it is not included in total effort for salary distribution purposes Example 11 Graduate student teaching and mentoring o Dr K spends 3 hours a week teaching a course for graduate school credit to graduate students o She also spends an average of 4 hours a week mentoring each of the three graduate students assigned to her research and 2 hours a week in a lab meeting discussing research issues relevant to
19. in any delay in my Effort Cards You will always be able to log into the ECRT and access your current Effort Card from any UTMB computer Transferring to a different department will neither affect your ability to report your effort nor release you from your responsibility to report your effort in a timely manner Notify the departmental effort coordinator in your new department and reguest that he she contact Research Services Your information in the ECRT System will be moved to your new department when the new department information is captured in the HCM system so that your new departmental effort coordinator will be able to assist you as needed I am resigning my position at UTMB Do I need to notify Research Services regarding my final Effort Card If you have been reporting effort and plan to resign your position at UTMB notify your departmental effort coordinator He she will review your Effort Cards to make sure they are complete up through the time of your resignation Since effort reporting is an after the fact confirmation of effort an Effort Card will probably be generated for you after you have gone The departmental effort coordinator will then work with the Principal Investigator or your immediate supervisor to obtain the information necessary to complete your final Effort Card as those two individuals are generally considered to satisfy the requirements of responsible persons in relation to effort reporting 35 IV Record Re
20. stem of record for e ffort reporting commitment management and recording of salary cost sharing at UTMB Other i nternally de veloped sy stems and dat abases may be use dt o pr ovide management tools but the institutional book of record for effort reporting at UTMB is the ECRT system The use of ECRT is a UT System shared services initiative and the ECRT Server is being hous ed and maintained at The University of Texas M D Anderson C ancer Center B UTMB s Effort Reporting Periods Effective S eptember 1 200 7 U TMB h as elected t o r equire t hat al em ployees expending effort on S ponsored Projects whether sa laries are ch arged t o t he Sponsored Project or not to report effort on a semi annual basis The time periods for effort performance during fiscal year 2008 are defined below The First 18 Semi Annual Period for FY 2008 is September 01 2007 through February 29 2008 for monthly paid employees August 25 2007 through February 22 2008 for biweekly paid employees The Second 223 Semi Annual Period for FY 2008 is March 01 2008 through August 31 2008 for monthly paid employees February 23 2008 through August 22 2008 for biweekly paid employees see Item 1 on the next page for an Example of a detailed Effort Cycle Timeline 1 Example 1 Semi Annual FY2008 Period Timeline Effort Reporting Timeline Period of Performance Employees Paid Monthly September 1 2007 February 29 2008 Employees Paid Biweekly Aug
21. tree 1 ECRT E 8 ENTITIES N A HCM ALPHA DO NOT USE N A STATISTICAL ENTITIES N A 8 UTMB INSTITUTION N A C AUXILIARY ENTERPRISE V A CORRECT MANAGED CARE V A ELIMINATIONS N A C GRADSCHOOL_BMS N A INSTITUTIONL_SUPPORT N A C SCHOOL_OF_AHS N A SCHOOL OF MEDICINE N A EHO CLINICS CONT SETTLMT N A EHO SOM ELIMINATIONS N A EHO UTMB AUSTIN SOM N A 8 UTMB SCHOOL OF MED N A EHO BASIC SCIENCE N A CLINICAL SCIENCE N A C3 FACULTY PRACTICE N A HEHEHEHE HEHE 0 School of Med Centers N A HHO School of Med Institutes V A SCHOOL OF NURSING N A C SERVICE DEPARTMENT N A UTMB_HCS N A UTMB HOSP CLINICS N A EI Institution User System 444 44 4444 11 Cost Transfer Report This report lists all individuals with cost transfers for a specific time period or by employee type The name of the employee the accounts impacted the cost transfer amount and the individual that created the cost transfer are all displayed You can also print this report to PDF Department Funding Amount Processed Processed By Yao Ming 061213 Yao Ming 061213 Yao Ming 061213 Bart Simpson 031015 Bart Simpson 031015 Bart Simpson 031015 Bart Simpson 031015 Bart Simpson 031015 Bart Simpson 031015 Bart Simpson 031015 Bart Simps
22. 006 0 10 2008 857 29 140000 ID Name 11111 P57847B01 Purified C1 445 SLT 10 6 2006 0 10 2008 115 21 140000 ID Name 11111 P57847B01 Purified C1 445 VAC 10 6 2006 0 10 2008 20 32 146000 ID Name 11111 P53945B05 PROJ III N 415 CT 10 6 2006 0 10 2008 32 68 146000 ID Name 11111 P53945B05 PROJIII N 415 LON 10 6 2006 0 10 2008 35 146000 ID Name 11111 P53945B05 PROJ III N 415 REG 10 6 2006 0 10 2008 306 18 146000 ID Name 111 P53945B05 PROJ III 415 SLT 10 6 2006 0 10 2008 41 15 146000 ID Name 111 P53945B05 PROJ III 415 VAC 10 6 2006 0 10 2008 7 27 140000 ID Name 111 C11000 MSRDP 220 REG 10 20 2006 0 10 2008 0 140000 ID Name 1111 C11000 MSRDP 220 VAC 10 20 2006 0 10 2008 0 140000 ID Name 1111 P57847B01 Purified C1 445 REG 10 20 2006 10 10 2008 680 12 140000 ID Name 1111 P57847B01 Purified C1 445 VAC 10 20 2006 10 10 2008 94 39 46000 ID Name 1111 P53945B05 PROJ III 415 REG 10 20 2006 10 10 2008 680 13 46000 D Name 1111 P53945B05 III 415 VAC 10 20 2006 10 10 2008 94 4 40000 D Name 1111 C11000 MSRDP 220 LON 11 3 2006 11 11 2008 0 40000 D Name 1111 C11000 MSRDP 220 REG 11 3 2006 11 11 2008 0 40000 D Name 11111 C11000 MSRDP 220 VAC 11 3 2006 11 11 2008 0 40000 D Name 11111 P57847B01 Purified C1 445 LON 11 3 2006 11 11 2008 70 40000 D Name 11111 P57847B01 Purified C1 445 REG 11 3 2006 11 11 2008 755 15 40000 D Name 11111 P57847B01 Purified C1 445 VAC 11 3 2006 11 11 2008 19 36 G L Base 46000 D Name 11111 P5
23. 3945B05 III N 415 LON 11 3 2006 11 11 2008 7 46000 D Name 11111 P53945B05 III N 415 REG 11 3 2006 11 11 2008 755 16 146000 D Name 11111 P53945B05 III N 415 VAC 11 3 2006 11 11 2008 19 37 Salar Report Summary This report is the same as GL Base Salary Report but all source chart field string values are added together 8 E GL Base Salary Report Simmary EMPLID NAME ACCT_CD DESCR FUND_CODE DOLLARS_PAID TOTAL_DOLLARS_PAID PCT ID Name C10000 GENERAL PRACTICE 227 52 19447 81 1 16990036 ID Name C11000 MSRDP 84 46 19447 81 0 43429054 ID Name P53945B05 PROJ III N 9188 01 19447 81 47 2444455 ID Name P57847B01 Purified C1 9947 82 19447 81 51 1513636 GL Salary and Hours Detail Report by Employee Whole Person This report includes all pay sources by earnings codes combo codes and pay periods for a given employee for a given period of time Note This report is still in the testing stage T amp E Position Funding Distribution This report shows the departmental budget request form transactions that have been distribution to general ledger T amp E Position Funding Distributed POSITION EFFDT ACCT CD BUDGET SEQ DIST PCT HP USED DISTRIBUTN FISCAL YEBUSINESS UNHEADCOUNT STATUS EMPLID NAME ACTION DT LASTUPDDTTM 11111 9 1 2006 C11000 10 Y 2007 SOMED FILLED ID Name 9 10 2006 9 10 2006 3 18 11111 9 1 2006 C11000 10 Y 2007 SOMED FILLED ID Name 9 10 2006 9 10 2006 3 18 11111 9 1 2006 P578
24. 47B01 90 Y 2007 SOMED FILLED ID Name 9 10 2006 9 10 2006 3 18 11111 9 1 2006 P57847B01 90 Y 2007 SOMED FILLED ID Name 9 10 2006 9 10 2006 3 18 19 RAS Effort Reporting Excel Worksheet Biweekly Note This worksheet is still in the testing stage RAS Effort Reporting Excel Worksheet Monthly Note This worksheet is still in the testing stage On Demand Training The On Demand Training for ECRT can be found at the link will be included after training has started Table of Contents ECRT M VIS lire Pe How to navigate ECR EE Manage Department s Effort for Effort Coordinator How to manage my departments Effort Cards Assigning removing a delegate effort Coordinator How to view PI s Effort Coordinators parce iena ini enne nennen nennen enne How to enter manage commitments eee eect LLY LLY LLL LEL ee HYLL CLLH nennen ener nenne How to add cost share mtomaton sence LLY LLY LLLL LEL LLH HYLL LLHHY nennen enne How to enter cost share information on the effort card How to attach a paper effort card and cert How to manage my effort oske LLY LLHL LLY LL LEL LL HYLL CLLH nennen ener ener nens How to process my ECHT Cards How to recertify effort card ss nnnm LLYN DEALL d nn A NIFE SalarnyCap TOM ET
25. 985B00 C14238 P56150B01 CON12806 P52902B00 P56759801 P57819B19 2 3 4 5 6 7 8 Next Last Name Growth regulation in surgical dise 0910X 101074 ZOSYN STUDY 0910X 101074 Zosyn Study 1998 SHRINERS DR ROBERT WOLF 1998 Shriners Dr Robert Wolfe 454211 DR DENNIS GORE 454219 GLENN C HUNTER A 12 Month Open label Randomi A 12 Month Open label Randomized Multicenter Seguenti A 4 Week Parallel Group Study 4 Week Parallel Group Study ta Compare the Gastrointe A Phase IV Non Interventional A Six Month Prospective Mult ADVANCED TRAUMA LIFE SUPPORT AGREEMENT FOR RESEARCH SERVICE ALLODERM IN ACUTE BURN THERAPY ALONZO ALVERY ROSS M D CHAIR AMINO ACIDS amp MUSCLE PROTEIN S AMINO ACIDS amp MUSCLE PROTEIN S ANIDULAFUNGIN PLUS AMBISOME ANNIE LAURIE HOWARD DIST PROF AQUACEL Ag Dressing and Ag Sul AQUACEL Ag Dressing and Silver Sulfdiazine ASSESSMENT OF METFORMIN IN POS ASSESSMENT OF METFORMIN IN POS Action of PTH related Protein PI Barry White 052049 N A Dennis C Gore 091942 Robert Wolfe 036961 N A N A N A Kristene K Gugliuzza 049176 Kristene Gugliuzza 049176 N A N A N A N A N A N A N A N A N A David N Herndon 031855 N A N A N A Sponsor Name National Inst of Allergy amp Infectious Di N A Covance Periapproval Services N A Shriners Burns Hospital Galveston N A N A N A Novartis Pharmaceuticals C
26. April 23 installed on the Training 2008 desktop before beginning the online course Various Locations Classroom training will Primary be available on a i ly basis after Supporting Classroom http research utm April 23 quarterly Individuals Training b edu comp effort Am system implementation http mytraining ut Tutorial Step by Step Self Study mb edu research d How To s for Primary a EN efault htm Anytime and Supporting Individuals Classroom ONLY Effort Coordinators can not perform any Effort Classroom C ordinalor ONLY April 9 2008 actions in ECRT without completing training Note Both Classroom and Online training will require that every person in these roles complete an assessment at the end of the course Re training will be required every three years from the initial training course completion schedules will be available at the following link Continuous training available for employees that are new to effort reporting http research utmb edu comp effort training shtm Ill UTMB s Effort Certification and Reporting Tool ECRT A UTMB s Electronic Effort Reporting System see below link for access https ecrt mdanderson org ecrt_utmb UTMB uses anelectronic effort reporting sy stem called Effort Certification a nd Reporting T ool ECRT T he E CRT sy stem dev eloped by H uron C onsulting i n conjunction w ith West M onroe P artners is the o fficial sy
27. EFFORT REPORTING PROCEDURE AND BEST PRACTICES MANUAL FOR MANAGING EFFORT REPORTING VOLUME I UNIVERSITY OF TEXAS MEDICAL BRANCH March 11 2008 TABLE OF CONTENTS VOLUME Introduction and Use of the Manual eene 2 Section I Recent Updates 4 Section Il Implementation of Effort Reporting at UTMB 5 Institutional Federal and State Guidelines 5 Required Training tee e ion i d c ee con RH FF 6 Training Curriculum EE 7 Seclonmdll s EGET EH 8 URL nieto E EE 8 Effort Reporting Periods eu YG aera Ehe Ere cot Ee p YD 8 Example Calendar 1 semiannual period FY 2008 9 ECRT Roles and Responsibilities 10 ECFRT FUunetianalilycu ee eu O Ny MM 11 Section IV Best Practices for Managing Effort 11 Performance Period ce tata t dee v Cae Xx 11 Monthly Management of Effort Reporting 11 Pre Review Period Management of Effort Reporting 13 Primary Individual Effort Thresbolde Yr YYYHHL LL EF 13 n 11 al o i La 9 MEET 14 Training Grants and Other Special Funding Mechanisms 15 Effort Confirmation Period Management of Effort Reporting 15 Effort Processing and Post Review Management of Effort Reporting
28. Hun HepoLFts ene ehe e e ug ieu Su dg How to run the Certification Payroll Report How to run the Certification Status Report How to run the Certifier Salary Activity Report How to run the Cost Share Report How to run the Cost Transfer Report How to run the Monthly Funding Report How to run a Commitment Report for an Individual How touse the query tool PO ekle edet Am eR GNU ECRT For Primary Individuals rtis RE le de How do l Gertify My COM E How to certify my researchers group view 2ceccecceceeeeeeeeeeeeeeeeeeeeeceaeaeeeeeeesecaeaeeeeeeeseneeaeeeeeeeeneeees How to certify my researchers single view ECRT for Supporting Bi e BG NET How to enter my SOM EE 20 Glossary of Terms Commonly Found in ECRT Actual Effort The time that an employee actually devotes to a particular Sponsored Project even if no salary is paid by the project and including time pledged to a sponsor as mandatory or voluntary committed cost sharing or other UTMB activity expressed as a percentage of total effort during the confirmation period Active Awards Award account is open and payroll may be charged Awarded Commitment Commitment relayed from Sponsor on NOGA Certifier Primary Individual that has responsibility for certifying their effort and the effort of others Certified Effort Effort that has been confirmed and processe
29. Individual who has expended effort on a Sponsored Projects May or may not have been identified on the funded application and typically Supporting Individual 1 does not have committed effort greater than the amount paid on a specific Sponsored Project May be responsible for entering effort on personal Effort Card Not responsible for confirming their own effort 1 NOTE An individual designated as key personnel may be either a Primary Individual or a Supporting Individual based on the unique circumstances of a specific Sponsored Project D ECRT Functionality The ECRT system receives payroll updates weekly Sunday from the payroll source system HCM These updates are reflected in the Effort Card as the payroll is loaded into ECRT ECRT generates an Effort Card for every individual with salary at UTMB and or every individual with effort commitments on a Sponsored Project Employees that are not paid nor have commitments on a Sponsored Project are not required to manage their Effort within ECRT The Effort Cards for these individuals will be automatically processed each effort reporting period but are available within ECRT should there be a need to access them Employees that are paid and or have commitments on Sponsored Projects are required to manage effort and or cost sharing commitments within ECRT IV Best Practices for Managing Effort See Vol Section V Tip Sheet for a brief outline of these steps
30. Lead Effort Coordinator should check the Effort Card to make sure that the cost transfers cost sharing items have cleared 6 Continue to track that the Manage Effort Task items have cleared 7 Department Position Funding Distributed query 6 Submit necessary DBR Forms 6 Once the cost transfers and cost shares have clear from the Effort Card the Lead Effort Coordinator should go to the Manage Effort Task List check the check boxes click resolve 8 Payroll GL Salary and Hours Whole Person Report 7 Check ECRT to see DBR Forms have been processed 9 ECRT Salary Resolution Report 10 List of PI S Researchers 11 Account Award Summary 12 Sponsored Project Activity Report 21 VI MATRIX for EFFORT REPORTING TOOLS see Volume II of this Manual for steps and print screens of the Tools listed in this Matrix HCM Tools USE THINGS TO KEEP IN MIND Department Department Budget Table History Query SOURCING Use this table when you want to see how an employee is sourced in the HCM Department Budget Table and or if you want to see who is sourced to a particular project STEPS IF you want to see the employee 1 Enter ALL during every prompt except the Employee Number 2 Let the Default Dates remain see note one in next column STEPS IF you want to see the Project 1 Enter ALL during all prompts except Combo Code see
31. P57847B01 Purified C1 445 REG 10 20 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 VAC 10 20 2006 10 10 2006 146000 ID Name 11111 P53945B05 PROJIII N 415 REG 10 20 2006 10 10 2006 146000 ID Name 11111 P53945B05 PROJIII N 415 VAC 10 20 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 LON 11 3 2006 11 11 2006 140000 ID Name 11111 C11000 MSRDP 220 REG 11 3 2006 11 11 2006 140000 ID Name 11111 C11000 MSRDP 220 VAC 11 3 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 LON 11 3 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 REG 11 3 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 VAC 11 3 2006 11 11 2006 146200 ID Name 11111 P53945B05 PROJIII N 415 LON 11 3 2006 11 11 2006 146200 ID Name 11111 P53945B05 PROJIII N 415 REG 11 3 2006 11 11 2006 146200 ID Name 11111 P53945B05 PROJIII N 415 VAC 11 3 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 CT 11 17 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 REG 11 17 2006 11 11 2006 140000 ID Name 11111 P57847B01 Purified C1 445 VAC 11 17 2006 11 11 2006 146000 ID Name 11111 P53945B05 PROJIII N 415 CT 11 17 2006 11 11 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 REG 11 17 2006 11 11 2006 146000 10 Name 11111 P53945B05 PROJIII N 415 VAC 11 17 2006 11 11 2006 140000 10 Name 11111 P57847B01 Purified C1 445 HOL 12 1 2006 12 12 2006 140000 10 Name 11111 P57847B01 Purified C1 445 LON 12 1 2006 12
32. Report 4 Make sure you review threshold levels with the Primary Individuals 4 the Lead Effort Coordinator should generate the Salary Resolution Query to review 4 All Effort Cards must be certified and processed by the end of this period 4 The Lead Effort Coordinator should check the Effort Card to make sure that the cost transfers cost 20 and or Key Personnel any cost sharing and or cost transfer before selecting the Process Button NOTE Funds will be moved off the Sponsored Projects and onto discretionary accounts sharing items have cleared 5 RAS Effort Reporting Worksheet 5 Make sure you review tolerance levels 5 The Lead Effort Coordinator should start Processing any and all confirmed Effort Cards 4 The Lead Effort Coordinator should start addressing action on the Manage Effort Task List Submit necessary DBR Forms to clear all cost transfers Contact Research Services to reopen a processed card to add cost sharing information 5 Once the cost transfers and cost shares have clear from the Effort Card the Lead Effort Coordinator should go to the Manage Effort Task List check the check boxes click resolve 6 HCM T amp E GL Base Salary Summary 5 Review grant special requirements i e Training Grants K Awards etc 6 The CERTIFY button for the Primary Individual will be turned off by the end of this period 5 The
33. Silver Sulfdiazine ASSESSMENT OF METFORMIN IN POS ASSESSMENT OF METFORMIN IN POS Action of PTH related Protein PI Barry White 052049 N A Dennis C Gore 091942 N A Robert R Wolfe 036961 Kristene Gugliuzza 049176 N A Kristene K Gugliuzza 049176 N A N A N A N A N A N A David Herndon 031855 N A N A N A Sponsor Name National Inst of Allergy amp Infectious Di Covance Periapproval Services N A Shriners Burns Hospital Galveston N A N A N A Novartis Pharmaceuticals Corporation N A Novartis Pharmaceuticals Corporation N A N A N A N A N A N A N A N A N A N A Convatec N A N A N A Certification Status Report This report allows the user to view the status of Effort Card 9 different statuses This report is available multiple places View Image Colors Help a You have chosen the Certification Status Report This report provides details regarding the certification status of certifiers within the system This report contains those entries associated to the selected searched status To begin this search please select a status type To further filter your search select a search by date You have the option to search by date range or by the certification period of an employee type Finally you can further narrow the search result by department The report results are displayed in a table
34. TIP SHEET PROCESSING AND EFFORT MONTHLY MANAGEMENT PRE REVIEW EFFORT CONFIRMATION POST REVIEW RECONCILIATION Use the following Tools each Month 10 Days 20 Days 10 Days 30 Days 1 Department Department Budget 1 In ECRT 1 Let Primary Individuals 1 The Lead Effort 1 Continue to work on your Table History query a If you encounter invalid incorrect inconsistent salary information in this query contact your EAST Team representative Or Go to the HCM Budget Table see Vol I Section I for details b Due to security reasons some Effort Coordinators may not have access to this part of HCM confirm that all employees that are housed in your department have an Effort Card know about any outstanding DBR Forms if the salary distribution does not line up correctly Coordinator should continue to Process and complete any and all confirmed Effort Cards manage effort tasks which may include any and or all of the following Contact Research Services to re open a card in order to enter any cost sharing accounts Submit necessary DBR forms to clear any cost transfers Work with other departments to reconcile cost transfers on grants owned by other departments 2 HCM T amp E GL Base Salary 2 Enter Mandatory 2 Make sure faculty 2 Start working on your 2 Track DBR Forms in Summary Cost Sharing and understands manage effort tasks by Over the Cap Cost his her w
35. UME Introduction and Use of the Manual ANEN 2 Section 1 4 Section Il Implementation of Effort Reporting at UTMB 5 Institutional Federal and State Guidelines 5 Mandatory Training EE 6 Training Curriculum EE 7 Section Ml BCR _ er 8 URL linc OE CELL xi ee eo GL Fd YL GN nd CON 8 Effort Reporting Periods oar A A YY dd eee e AU CU FI tap depute 8 Example Calendar 1 semiannual period FY 2008 9 ECHT Roles and Responsibilities eeeeeeeeeeeeeeeeeeeeeeeee eene 10 Eunctionallly dat entente a Gn a ae opi Gaul eres perde 11 Section IV Best Practices for Managing Effort 11 Performance Period eor atau te o secte Et d cria 11 Monthly Management of Effort Reporting 11 Pre Review Period Management of Effort 13 Primary Individual Effort Threshbolde Y YYYHHHY LEE LL LLL ennu 13 Effort le 14 Training Grants and Other Special Funding Mechanisms 15 Effort Confirmation Period Management of Effort Reporting 15 Effort Processing and Post Review Management of Effort Reporting
36. at might affect that maximum percentage e A maximum of 97 total effort that can be committed to a sponsored project e A maximum of 90 total effort for faculty with administrative clinical teaching duties such as medical school course director clinical program advisor significant clinical responsibilities e A maximum of 85 total effort for basic science chairs center directors and clinical department division chiefs e A maximum of 80 total effort for clinical department chairs e Aminimum of 1 minimum effort on clinical trials e Aminimum of 1 minimum effort on other Sponsored Projects i e CTD contracts private sponsors 2 Effort Tolerance After effort has been entered in the ECRT system and confirmed by the Primary Individual it is necessary for salary to be aligned with that effort percentage within certain limits listed below a Over the Cap All faculty and employees that are paid over the NIH Salary Cap and have reported effort on an NIH Sponsored Project must assure that their salary aligns with effort in a more exact manner Therefore care should be given to ensure that salary for faculty and employees charged to NIH Sponsored Projects is done on a percentage of the current NIH cap amount rather than total IBS Example A faculty member makes more than the NIH cap and reports 30 on his her NIH project Only 30 of the IBS and 3096 of the NIH cap must be reported as mandatory cost sharing Note It is a be
37. ct or used to satisfy a cost sharing commitment The difference however needs to be tracked for UTMB s F amp A indirect cost rate calculation Example 14 Voluntary committed and uncommitted cost sharing o N commits 40 of her effort to an NIH grant and meets that commitment by expending 40 of her total effort on the grant o However only 30 of Dr N s salary is charged to the grant o The 1096 of Dr N s salary that is not charged to the grant is voluntary committed cost sharing o n filing out the Effort Card Dr N should show her actual effort on her NIH grant as 40 even though the actual payroll allocation within the Effort Card will be only 3096 o The 10 difference between the committed effort and effort charged to the grant is tracked by UTMB for F amp A rate calculation purposes where applicable and or to document fulfillment of cost sharing commitments o If Dr N had committed and charged only 30 effort to the grant but had voluntarily expended 40 effort the 10 would be uncommitted cost sharing and UTMB would not have to track it as such In filling out the Effort Card Dr N should still charge 4096 to the Sponsored Project work on a Sponsored Project but am not sure if it is funded by a federal source How do find out about the source of funds for this particular project The Principal Investigator of the Sponsored Project your immediate supervisor and or the administrative personnel in your home depa
38. current or past reporting cycles The user can see the ECPR information based on account or by pay period This report displays payroll information for Supporting Individuals charging a Primary Certifier Salary Report Individuals awards The reports shows payroll spread out over the 6 months Effort Audit Report This report allows the user to view and print off Effort Cards for closed period Salary Activity Report This report allows the user to view the status of Effort Card 9 different statuses This report is available multiple places Funding and Effort Information Report This report allows the user to view the funding information for an Effort Card to determine how the payroll percentages were deciphered Cost Share Report This report displays individuals with Cost Sharing for a specific time period or a specific employee type with cost sharing i e salary cap The name of the employee the accounts impacted the date range and the cost share amount are all displayed Cost Transfer Report This report lists all individuals with cost transfers for a specific time period or by employee type The name of the employee the accounts impacted the cost transfer amount and the individual that created the cost transfer are all displayed List of a Pl s Researchers This list displays those researchers that are being funded from a Primary Individual s grant List s both Primary and Sup
39. d Closed Status The final close of a project in PeopleSoft A Sponsored Project may NOT be re opened from the Closed Status for any transaction to be processed This is generally done when all milestones have been met and the PeopleSoft modules are balanced Committed Effort The amount of effort proposed in a grant or other project application and accepted by a sponsor regardless of whether salary support is requested for the effort Computed Effort Calculation of Payroll Cost Sharing Computed Effort Confirmation Period The designated period of time 20 days where all effort must be entered and Primary Individuals must confirms Periodical emails will be sent through the time frame Cost Sharing The mandatory or voluntary commitment of institutional resources contained in the proposal or award The concept of cost matching is synonymous with cost sharing This policy only pertains to cost sharing as it relates to effort commitments made by individuals listed in the proposal or award There are different types of cost sharing Cost Transfers An expense that is transferred from one PeopleSoft project class or chart field value to another when an error has occurred Transfers between PeopleSoft accounts are considered coding corrections not cost transfers under this policy Cost transfers for purposes of this policy include all costs salaries benefits M amp O maintenance and operation etc These transfers typically occur v
40. d Effort Coordinators should review the confirmed Effort Cards and return any Effort Cards to the Primary Individuals that need adjustments i e 16 cost sharing salary adjustments etc The Lead Effort Coordinator should submit any necessary DBR Forms As long as the Lead Effort Coordinator has submitted any DBR Forms entered cost sharing information and uploaded the printed Effort Cards by the end of this period salary will not be moved from the Sponsored Project to departmental funds designated by the department E Effort Reconciliation Period Management of Effort Reporting 30 Days The final 30 days of the effort cycle is the Effort Reconciliation Period This period is for the departmental Effort Coordinators to initiate all necessary salary adjustments related to the effort confirmed If the Lead Effort Coordinator has processed Effort Cards that may still need salary cost sharing information he she should contact Research Services to reopen the Effort Card in order to enter the salary cost sharing information Note Once the Effort Card has been confirmed and the Effort Reconciliation Period is over changes to the Confirmed and Processed Effort Cards will be allowed only in exceptional circumstances F Special Situations in Management of Effort Reporting 1 Expired Grants Department should not submit DBR forms that re distribute salary onto or off of Sponsored Projects that are flagged as Closed or Pre Closed
41. d use the RAS Effort Reporting Worksheet see Vol II Section I Quick Reference Guide to confirm that the proposed salary re distribution allocations get distributed as requested in HCM B Pre Review Period Management of Effort Reporting 10 Days The Pre Review Period is a ten 10 day period of time set aside for the departmental Effort Coordinators to review the Effort Cards before the cards are reviewed by the Primary and Supporting Individuals Departmental Effort Coordinators will verify that salary sourcing is appropriate and enter any known cost sharing At this time Effort Coordinators may enter the effort percentages as they understand them for the Primary and Supporting individuals During the Pre Review Period the Effort Coordinator should confirm that all his her employees have an Effort Card The Effort Coordinator should contact Research Services for the following reasons an employee does not have an Effort Card one of the department s grants has incorrect information or one of the HCM funding sources is missing from the Effort Card The Effort Coordinator should use the Monthly Management Tools see Table in the above Section IVA to confirm salary distribution and or to enter any salary cost sharing i e mandatory voluntary over the cap for his her employees Once this analysis is complete for all employees the Effort Coordinator should submit any necessary DBR Forms to ensure that salary is re distributed within
42. dividuals requiring t raining including a I ist of all those who have completed the assessments resulting from this training course Primary Individual A person listed as principal investigator project director co investigator co project director or those with comparable responsibilities on a sponsored project A Primary Individual typically but not always carries an academic i e faculty appointment Supporting Individual An employee other than a Primary Individual who has expended effort on a sponsored program The supporting individual may or may not have been identified on the funded application and typically does not have committed effort greater than the amount paid on a specific Sponsored Program An individual designated as key personnel see definition before may be either a Primary Individual or a Supporting Individual based on the unique circumstances of a specific sponsored project The penalties for non compliance with these requirements will be denial of access to the ECRT sy stem for e ffort co ordinators Salary sourced t o S ponsored Projects can be removed from the S ponsored P roject for failure t o report effort by use ofthe ECRT system or by appr opriate r eporting thatis loaded i nto E CRT by dep artmental Effort Coordinators TRAINING CURRICULUM ROLES OPTIONS LOCATION Initial KEEP IN MIND Deadline for Completion http training ut Make sure the latest mb edu Authorware is Online
43. e i minimum requirements for each s163 html policy area Mision cer Policy Ing ER ort Reporting rolcy ures Fiscal_Related PNP 052316 http www utmb edu UTMB Cost Policies And Proced Sharing Policy Institution IHOP Cost Sharing Policy cel Galstad PNP 052317 http intranet utmb e Ene Institution IHOP Cost Transfer Policy ea e ults PNP 052315 UTMB http research utmb Consistent iretitition IHOP Consistent Treatment of edu osp procedure c Treatment of Costs Costs Policy ost shtm B Required Training UTMB has established a t raining program for effort reporting The training see Table below for available training options and deadlines is required for all em ployees with ECRT roles identified Vol Section IIIC who plan to access ECRT This includes Effort C oordinators P rimary an d S upporting I ndividuals This training will co ver the concept o f e reporting as well as the E ffort eporting uidelines identified i n Section and ECRT system functionality This required training is effective for new hires transfer employees employees newly paid on sponsored projects or anyone who is or will be in the Effort Coordinator role Primary and Supporting Individuals see definitions below will not be permitted to enter their effort within E CRT without co mpleting their required training co urses Research Services will maintain a ist of the in
44. e left hand side of the report screen This brings up a new screen which shows a summary of the funding information To return to the report screen click on the Back button of your browser For additional information contact your departmental effort reporting administrator or Research Services at 266 9400 or ecrt help utmb edu On my Effort Card it seems as if some of my current projects are not showing What should I do Contact your departmental effort coordinator There may have been an error during the loading process of the Effort Cards Other employee Effort Cards might have been affected as well Additional chartfield strings can be added and your departmental effort coordinator should be able to assist you with this Where would document my effort spent on writing new proposals Effort related to activities such as gathering data for a proposal or the writing of a new proposal would be documented on the Non Sponsored Project 34 2T 28 29 30 I am a faculty member Are there any activities that I should not include when I estimate my effort Yes as a faculty member you might have some hours that should not be included when you estimate your hours worked such as hours spent on non UTMB activities Effort spent as an officer for a professional society for example should not be included in your effort reporting Effort spent as a consultant for an outside project on your own time should also not be included However
45. ervices This training provides an overview of effort reporting and the step by step process involved A schedule of the training sessions is available from the Research Education web page or by calling 266 9400 Additional training is suggested since the departmental effort coordinator must be able to manage the ECRT for their entire department and act as a liaison to Research Services regarding effort reporting policies and procedures Contact Research Services at 266 9400 to schedule training specific to your individual needs 33 19 20 21 22 23 24 25 26 I have logged into the ECHT System successfully but after my user name and password are accepted all that shows is a blank screen Contact Research Services at 266 9400 or ecrt help utmb edu for assistance What happens if I the Primary Individual miss the 20 day deadline to report effort Once you have missed the 20 day deadline you will no longer have access to the certify button The Lead Effort Coordinator will have 10 days to access all incomplete Effort Cards You must contact your departmental Lead Effort Coordinator for assistance Note After the Lead Effort Coordinator s 10 Day Post Review incomplete Effort Cards are considered to be delinquent Am able to use my personal computer to log into the ECRT System so that may complete my Effort Cards from home Due to UTMB information security policies the ECRT System is most easily acces
46. es ECRT Tools HCM Department Budget Table History Salary Resolution Report available after Effort Confirmation Department GL Total Salary Report List of Pl s Researchers Payroll GL Salary and Hours Whole Account Award Summary Person Report T amp E GL Base Salary Summary Sponsored Project Activity Report Payroll Source Expiration Report Cost Share Report Department Whole Person with Funding Effort Certification Payroll Report Effort Card Monthly Funding and Effort Information Report NOTE a The Effort Card within ECRT will only reflect Institutional Base Salary IBS which is defined in the glossary of this manual The Effort Coordinators should periodically communicate with Primary Individuals to discuss changes to effort commitments and or grant requirements The Effort Coordinators should also communicate with other Effort Coordinators and Primary Individuals to discuss collaborations that cross departmental boundaries 12 It is important to note that retro active labor cost transfers see glossary for definitions may not appear in the General Ledger and ultimately in ECRT within the Effort Certification Period Therefore all HCM Department Budget Request DBR forms should be submitted at least three 3 to four 4 weeks before the Pre Review period detailed below in order to provide time for them to be processed by the EAST team and Payroll The Effort Coordinators shoul
47. fication and Reporting Technology View the Researcher of a PI The View Researcher of a PI page allows a user to quickly view other users who are related to your work The search can be conducted using first name last name or Id number Searching by first name then last name will not produce results You must search by last name only first name only id number only or by last name then first name When you view this page if there is a loading data indicator then please wait as the screen populates with your data If there is no loading data indicator then please type the name of the entry you are searching for and wait for the results to load This may take up to three seconds to load your results Choose a PI or Designee PI Designee Santa Claus 045789 Phone Number 409 772 5612 Email santaclaus utmb edu Location 0527 Address Professor The people listed below appear on the Certify My Research Staff list for the individual listed above For each person flagged with the Designee Icon someone other than the PI is authorized to certify the effort for all of the person s projects Designee Individuals to be Certified Employee Id Department Claus Santa 045789 Happy Holidays 145110 13 Account Award Summary This link provides details of the grant including the researchers on the grant the amount of the award and other pertinent information ECRT Microsoft Internet Explore
48. fort Coordinators if any project staff is also funded by another principal investigator s sponsored projects Reviews effort allocations of project staff with principal investigator May enter effort on behalf of Primary and Supporting Individuals but may NOT Effort Coordinator certify effort Ensures cost sharing is properly documented and funded and that there is sufficient funding to cover all Non Sponsored activity May serve as a delegate for a Lead Effort Coordinator Initiate any salary adjustments necessary must be initiated by Effort Coordinators during the 30 day Processing and Post Review Period Monitors effort system for completion of Effort Cards Department Read Only Reviews effort allocations of project staff with principal investigator Generate and view ECRT reports 10 ROLES RIGHTS amp TASKS PRIMARY SUPPORTING Employee listed as principal investigator project director co investigator co project director or those with comparable responsibilities on a Sponsored Project Primary Individual 1 Typically but not always carries an academic i e faculty appointment Responsible for confirming their own effort Responsible for confirming all Supporting Individuals working with them on their awards NOT responsible for confirming effort for other Primary Individuals including co investigators and other faculty Employee other than a Primary
49. hanges Example 4 External consulting Over the course of a week D usually works on UTMB business 34 hours during the days Monday through Friday and 10 hours on nights and weekends He spends about 6 hours each Monday consulting for an outside entity and receives pay directly from that outside entity for this service Dr D averages 11 hours per week on NIH grant activities Dr D s total effort equals 44 hours His NIH grants may be charged 11744 or 25 of his Institutional Base Salary IBS for the period Example 5 Editorships Dr E serves as a journal editor for which she receives no compensation from the journal and spends an average of 8 hours per week No UTMB funds are used to support the journal activities and none of Dr E s journal related expenses are reimbursed by UTMB although her administrative assistant is compensated by funds made available to UTMB by the journal Dr E may consider the time she spends with the journal as outside consulting and does not have to include this effort in determining the overall hours that form the denominator total effort of her actual effort calculation Example 6 Adjusting effort due to new awards Dr F works 60 hours per week 15 hours on an NIH grant and 45 hours on other UTMB activities His actual effort for this grant was 25 15 60 consistent with the requested and funded amount He then receives a second NIH award that provides support for 20 effort
50. he Primary Individuals to agree and certify the Supporting Individuals effort The Primary Individuals will enter their effort and then confirm the effort for themselves and or all Supporting Individuals working on the Primary Individual s Sponsored Projects Effort is confirmed in ECRT when the Certify button is selected by the Primary Individual In a special case where a Printed Effort Form is going to be used the Lead Effort Coordinator see Section IIIC for definition of this role must have this form completed and signed by the Primary Individual Once the Printed PDF Effort Form is signed and attached to the Effort Card the Lead Effort Coordinator can select the Certify button on behalf of the Primary Individual Note The Lead Effort Coordinator can use this Printed Effort Form to select the Certify button during this period until the end of the Effort Processing and Post Review Period defined in Vol Section IVD The Effort Coordinators should let the Primary Individuals know of any outstanding DBR Forms The Primary Individuals and departmental Effort Coordinators should be aware of all Sponsored Project end dates and any new awards competing and non competing renewals The Effort Coordinator should stress that the awarded commitment for a project is based on a one year budget period and UTMB s Effort Confirmation Period is for six months i e 100 effort for 3 months translates to 50 effort on the Effort Card
51. her NIH funded project o lab meeting and mentoring time can be considered as part of her effort devoted to the grant But the course should be considered as Instruction and attributed to her non sponsored effort Example 12 Inconsistent documentation of Other Support o L fails to list six industry sponsored clinical trials aggregate of 5 effort on his NIH Biographical Sketch and his just in time Other Support page submitted to NIH o If this is brought to the NIH Grants Management Officer s attention NIH could argue that this information was necessary to the scientific and or administrative review process and the grant was inappropriately awarded o could order UTMB to return funds already expended and those remaining from the award and could seek to impose penalties on Dr L and UTMB 3l 10 11 12 Example 13 NIH Salary Cap o Dr M has an Institutional Base Salary of 300 000 and expended 10 of her total effort on an NIH grant o Salary Cap at the time was 180 100 For current NIH Salary Cap limits please refer to the web link http grants nih gov grants policy salcap summary htm ln this example with the NIH Salary Cap amount noted only 18 010 may be charged to the grant 1096 of 180 100 o Salary charged to the grant may not be 30 000 1096 of 300 000 o The 11 900 difference between the capped rate and the uncapped rate may not be charged to any Sponsored Proje
52. hich may include any Generating the T amp E GL sharing when if Sponsored and or all of the Base necessary on all Project end following Salary Summary query these employees dates Contact Generating the any new Bud Research Department Position Ref s and or Services to Funding Distributed query change in re open a Projects card in order that the awarded to enter any effort on a cost sharing project is based accounts a budget year Submit for that project necessary and the Effort DBR forms to Confirmation is clear any cost every six transfers months i e Work with 100 effort for 3 other months departments translates to to reconcile 50 effort on cost transfers the Effort Card on grants owned by other departments 3 ECRT Effort Certification Payroll Report 3 Enter any known voluntary cost sharing after completing Prep step 5 3 Communicate to the Primary Individual the importance of reporting his her effort on time NOTE Funds will be moved off the Sponsored Projects and onto discretionary accounts 3 the Effort Coordinator should Re send Effort Cards back to the Primary Individuals if they misunderstand the Sponsored Projects listed on their Effort Card Salary Distribution on the Effort Card etc 3 Check your Manage Effort Tasks list to ensure that all outstanding items have been addressed i e DBR Forms submitted cost sharing info entered etc 4 HCM GL Total Salary
53. ia payroll transfer or journal entry and may be initiated within the records of UTMB by Office of Accounting Payroll Research Services UTMB Hospitals or other authorized units Department Effort Coordinator The person responsible for overseeing effort reporting for their department This person will be charged with monitoring for completion and will process the Effort Cards for the department Effort also called Level of Effort Time spent on any activity and expressed as a percentage of total time for which an employee is compensated by UTMB Total effort for an employee must equal and can not exceed 100 The appointment serves as the basis for an individual s total effort For example for a 50 appointment 100 effort is the 50 appointment Likewise for a 75 appointment 100 effort is the 75 appointment Effort is not based upon a 40 hour work week For example if an employee works 50 hours in a week and spends 40 of those hours on a federal Sponsored Project the percentage of his or her salary allocable to that project is 8096 40 divided by 50 Effort should be reported in whole percentages i e 4096 not 40 2196 and must reflect all the activities for which the individual is compensated for by UTMB If an employee moves from a full time status to a part time status a decision will have to be made about whether the effort or the salary dollars on the individual will remain the same for future work on the Sponsored Project
54. ic Effect of Smoke inna 2660 62 112000 Mechanisms of Neurotoxicity of 1340 34 112000 Test Department 2 1455 238888801 Genotoxic Effect of Smoke inna 1340 32 112000 127300 1 aono GER 2 Homan 16 Department Budget Table History Abbreviated Version This report includes the employee s current depending on when the General ledger has been updated from HCM salary distribution that has been posted to the GL from the HCM Budget Table i e funding end dates salary percentage by combo codes position numbers etc This query excludes supplemental pay and longevity compensatory time shift differential PBL appointments Department Department Budget Table History Abbreviated Version POSITION FTE VALIDCOMBO DESCR ACCT CD DIST PCT FUNDING FUNDING ENDDEPTID CF SOURCEDEPT DESCR FUND CACTION DT 11111 1 MSRDP C11819 10 9 1 2006 140000 Internal Medicine 9 10 2006 11111 1 Purified C1 P57847B01 90 9 1 2006 12 1 2006 140000 Internal Medicine 9 10 2006 11111 1 PROJ III N P53945B05 9 30 2006 9 29 2007 146000 Biochemistry amp Molecular E 11 21 2006 11111 1 Purified C1 P57847B01 9 30 2006 12 1 2006 140000 Internal Medicine 11 21 2006 11111 1 PROJ III P53945B05 12 2 2006 9 29 2007 146000 Biochemistry amp Molecular E 4 23 2007 11111 1 Purified C1 P57847B01 12 2 2006 12 1 2007 140000 Internal Medicine 4 23 2007 17 GL Total Salary Report This report details total salary and inc
55. id by Sponsored Projects work on a Sponsored Project but do not receive any pay from it Since my effort commitment is documented in the project award know that am required to report my effort How will be able to do that if the ECRT System automatically generates Effort Cards only for those employees who are paid by Sponsored Projects Your situation is referred to as cost sharing and you are correct in stating that you are required to report your effort Contact departmental effort coordinator for assistance It is a simple matter to adjust your information in ECRT so that the system will generate an Effort Card for you each reporting period Inform the departmental effort coordinator about the Sponsored Project on which you must document your effort and it will be manually added to your Effort Card How will know when there is an effort report available for me to document my effort in the ECRT System The ECRT System automatically notifies employees by e mail when a new Effort Card is available for reporting purposes If you do not have an e mail account you should contact your departmental coordinator and request that an e mail account be established for this purpose What password do use to log into the on line ECRT System Employees use their existing UTMB user name and password to log into the ECRT System If you experience any problems with the login procedure contact Research Services at 266 9400 or email ecrt help ut
56. in a change of greater than 25 in effort of key personnel or in a budget re allocation of greater than 25 as proposed in the original award If so please discuss with your Research Services representative prior to submission of the DBR Form and note this in the justification ads 2 Timeline for Processing Retro Active DBR Forms Retro Active Labor Cost Transfers can take some time to process through HCM and ultimately be reflected in ECRT see Timeline below for details DBR processing time may vary because UTMB s Payroll department cannot run retro labor cost transfers during bi weekly monthly and or off cycle check processes The timeline below is an estimate if everything works smoothly throughout the process It is recommended that the department initiate retroactive labor cost transfer DBR Forms well in advance of the effort reporting period to ensure that the Effort Cards reflect the appropriate salary distribution A month ahead of the beginning of the ECRT pre review period is a recommended time period Time line for submitting Retro Active DBR forms Day Day Two Day Days Day One Three Four Seven Seven 7 Fourteen 14 Effort Research EAST team Payroll Finance Coordinator Services reviews and reviews enters data in submits a reviews loads DBR data HCM generates DBR Form into HCM journals then pushes new DBR data to GL 19 V Best Practices TIP SHEET BEST PRACTICES
57. l for details all Effort Cards that have been corrected in ECRT KEEP IN MIND Within the ECRT system the term certification is used interchangeably with the word confirmation UTMB has taken the position that the word confirmation more appropriately describes the action that the Primary Individual s action when he she reviews that the effort stated on the Effort Card is a reasonable reflection of the professional work performed Wherever possible the word certification has been changed to confirmation but there is some program coding that prohibits us from changing the terminology throughout ECRT When the Primary Individual is selecting the Certify button for his her effort he she is confirming the following statement I confirm that the salary charged salary transfers processed and effort reported this period reasonably reflect the work performed in the designated period and that have sufficient knowledge and or I am in a position that provides me with suitable means of verification that the work was performed D Effort Processing and Post Review Management of Effort Reporting 10 days After the Effort Confirmation Period has closed and the Primary Individual s Certify button has been turned off the Lead Effort Coordinator has a 10 Day period Effort Processing and Post Review Period to collect printed Effort Cards and select the Certify button During this period the Lea
58. ludes all pay sources by earning codes combo codes and pay periods for a given employee during a given period of time inputted by user Department GL Total Salary Report BUSINESS UNIT DEPTID EMPLID NAME POSITION ACCT CD DESCR FUND ERNCD PAY END DPPE MONTHDOLLARS PAID 140000 ID Name 11111 C11000 MSRDP 220 CT 10 6 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 LON 10 6 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 REG 10 6 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 SLT 10 6 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 VAC 10 6 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 CT 10 6 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 LON 10 6 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 REG 10 6 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 SLT 10 6 2006 10 10 2006 140000 ID Name 11111 P57847B01 Purified C1 445 VAC 10 6 2006 10 10 2006 140000 ID Name 11111 P53945B05 PROJIII N 415 CT 10 6 2006 10 10 2006 140000 ID Name 11111 P53945B05 PROJIII N 415 LON 10 6 2006 10 10 2006 140000 ID Name 11111 P53945B05 PROJIII N 415 REG 10 6 2006 10 10 2006 140000 ID Name 11111 P53945B05 PROJIII N 415 SLT 10 6 2006 10 10 2006 140000 ID Name 11111 P53945B05 PROJIII N 415 VAC 10 6 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 REG 10 20 2006 10 10 2006 140000 ID Name 11111 C11000 MSRDP 220 VAC 10 20 2006 10 10 2006 140000 ID Name 11111
59. mb edu How do I obtain training on effort reporting access ECRT all employees with ECHT roles must complete mandatory training On line training is available at http training utmb edu Access the on line Effort Reporting User Manual via the Research Services web page Overviews of the effort reporting process and compliance requirements are provided as well as a description of the roles and responsibilities of each employee involved in effort reporting the Primary and Supporting Individuals departmental effort reporting administrator and Research Services Review the on line educational resources available on the Research Services website Attend a training session provided by Research Services This training provides an overview of effort reporting and the step by step process involved A schedule of the training sessions is available from the Research Education web page or by calling 266 9400 or emailing ecrt help utmb edu 18 My department has just designated me as a departmental effort coordinator Where can I learn about my new responsibilities access ECRT all employees with ECHT roles must complete mandatory training On line training is available at http training utmb edu Review the on line Effort Reporting User Manual via the Research Services web page Review the on line educational resources available on the Research Services website Attend a training session provided by Research S
60. nition total effort must always equal 100 An effort report must be completed by someone with suitable means of verification of the effort expended on a project This may be the individual or it may be the direct supervisor Confirmation of the effort expended must be made by a Primary Individual on the project see definition below A Supporting Individual may not confirm the effort expended on the effort report Effort Reporting Period The designated period of time over which the effort is to be reported UTMB reports effort semi annually Inactive Awards The award account has closed and is no longer active payroll may not be charged Individual An Individual is anyone who has paid effort and or committed effort on a Sponsored Project Where appropriate in this policy the following subcategories will be utilized In Effect Commitment Current Commitment for the Period of Performance Institutional Base Salary IBS The total guaranteed annual compensation an Individual receives from a UTMB whether the individual s time is spent on research teaching patient care or other activities The IBS shall be used to compute salaries charged to sponsored programs unless sponsor s policies further limit salary charges IBS includes compensation for instruction public service research and or other activities IBS excludes fringe benefit payments non recurring merit payments incentive payments reimbursed expenses temporary supplemental
61. nt or past reporting cycles The user can see the information based on account or by pay period Valiulis Mishell R 153384 C11000 FINANCE REPORTING 09 23 2006 to 10 06 2006 2 436 92 8 35 10 07 2006 to 10 20 2006 2 495 77 8 56 9o 10 21 2006 to 11 03 2006 2 436 92 8 35 9o 11 04 2006 to 11 17 2006 2 376 92 8 15 9o 11 18 2006 to 12 01 2006 2 436 92 8 35 9o 12 02 2006 to 12 15 2006 2 376 92 8 15 12 16 2006 to 12 29 2006 2 376 92 8 15 9o 12 30 2006 to 01 12 2007 2 436 92 8 35 9o 01 13 2007 to 01 26 2007 2 376 93 8 15 Subtotal 74 56 9o 21 751 14 74 56 C19514 IS PEOPLESOFT 01 27 2007 to 02 09 2007 2 456 92 8 42 9o 02 10 2007 to 02 23 2007 2 376 92 8 15 9o 02 24 2007 to 03 09 2007 2 587 65 8 87 9o Subtotal 25 44 7 121 19 25 44 Certifier Total for Period 100 00 29 172 63 100 00 Certifier Salary Activity Report This report displays payroll information for Supporting Individuals charging a Primary Individuals awards The reports shows payroll spread out over the 6 months UTMB The Unis ersity of Texas Medical Branch Select from the following list of ECRT reports Cember Salary Activity Report Welcome to the Reports section of the application Please select a report from the above drop down list selections Upon making a selection you will then be gren appropriate criteria to select from before you will be able to run the report Most of the reports have the abilit
62. o by UTMB and by a sponsor for research instruction and training and other public service activities or 2 internally funded for which the activities are separately budgeted and accounted for by UTMB as a result of a formal application and approval process within UTMB For externally funded programs the commitment of time can either be paid or unpaid by the sponsor see Mandatory and Voluntary Committed Cost Sharing definitions A Sponsored Program may be thought of as a transaction in which there is a specified statement of work with a related reciprocal transfer of something of value Supporting Individual An employee other than a Primary Individual who has expended effort on a sponsored program The Supporting Individual may or may not have been identified on the funded application and typically does not have committed effort greater than the amount paid on a specific Sponsored Program An individual designated as key personnel see definition before may be either a Primary Individual or a Supporting Individual based on the unique circumstances of a specific Sponsored Project System Administrator Individual s in charge of ECRT who will be the contact for ECRT related questions and issues Total Effort The effort that the employee devotes in the agreement to the professional activities for which he or she receives IBS compensation from UTMB Specifically excluded from total effort is time spent on outside consulting activities or othe
63. on 031015 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 Happy Holidays 145110 P57415BO1 Vulnerability to Sepsis in Old P60149BO2 Sub Account for Dr Saito P58124BO1 Surgical Studies of Aging and C11237 SURGERY STATE GENERAL SURGERY P55176B03 Regulatiom of Stomach Ghrelin P57802B20 Neuroendocrine Regulation of P P58581B05 Hypoxia induced DNA Damage and P57826B20 Peptide Receptor Core Core D P61185B01 Genotoxic Effect of Smoke Inha P59924B01 Mechanisms of Neurotoxicity of P59730B01 Genotoxic Effect of Smoke Inha 3 780 03 0 03 3 780 00 1 072 31 804 24 804 23 0 01 0 01 268 09 1 072 28 1 340 41 Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec Training Group trainingec 12 List of a Pl s Researchers This link displays those researchers that are being funded from a Primary Individual s grant Effort Administration Effort Data amp Effort Certification Logout Effort Certi
64. onfirmed Salary Resolution Query Draft Verslon 3 11 08 Dsparmentnams Granname rotaisaiary Ssurycap Test Department 2 145555 5 STATE GENERAL SURGERY 853 75 196000 187500 14 14 0 Test Department 2 1 Reguiatiom of Stomach Ghrelin 6161 26 196000 Test Department 2 145555 2 Pypoxia ncucec DNA Damage anc 19966 04 196000 Genoloxic Effect of Smoke Inna 16483 32 196000 Test Department 2 145555 277777901 Mechanisms of Neurotoxicity of 5563 12 196000 Test Department 2 145555 12823889801 Efect of Smoxe Inna 4944 99 196000 Test Department 1 144444 Class 2 IMSRDF DEPT OF PSYCHIATRY GEN 2205643 64000 Test Department 1 144444 Class 3 ED RESEARCH amp DEV DR C H 4508 35 54000 127500 Test Department 1 142244 211111801 Development of Systems for Evi 1560 75 84000 187500 Test Department 1 144444 1030939901 Acute Stress Disorder ASD an o 84000 Test Department 2 145555 Class SURGERY STATE GENERAL SURGERY 22785 85 112000 Test Department 2 145555 1255555503 Regutatiom of Stomach Gnreiin 24126 19 112000 Test Department 2 145555 244444820 Neurcencocrine Reguiation of P 20105 16 112000 Test Department 2 145555 244444821 Neuroendocrine Reguiation of P o 112000 Test Department 2 145555 1233333520 Peptide Receptor Core Core D 4021 02 112000 Peptide Receptor Core Core D H 112000 Hypoxia ncuced DNA Damage and 402102 112000 Genotox
65. onsor Non Sponsored Certifiers Associated with Department All individuals from the department not paid off pf a Sponsored Project during a period of effort period Non Departmental Certifiers Associated with Department Primary and Supporting Individuals paid in Sponsored Projects managed with your department but not belonging to your department Payroll Individuals IBS that needs to be confirmed Post Review Period The designated period of time 30 days when the confirmed and processed effort are reviewed and cost transfers are reviews for payroll adjustment Pre Closed Status This is a PeopleSoft grants module status that is initiated when the Final Financial Status is completed for a Sponsored Project Over rides to this status require a higher level of review and are generally made only when expenses are being taken off a Sponsored Project Research Services must make any necessary changes and a revised Final Financial Report must be filed Pre Closing Status This is a PeopleSoft grants module status that is triggered the day after a grant ends Transactions initiated before the final day of the grant will be allowed to process in the PeopleSoft system but a budget out of bounds error will require manual over ride by Research Services Pre Review Period The designated period of time first 10 days following the last payroll of the period and preceding the effort confirmation period where the Effort Coordinator can review com
66. orporation Novartis Pharmaceuticals Corporation N A N A N A N A N A Convatec N A N A N A Cost Share Report This report displays individuals with Cost Sharing for a specific time period or a specific employee type with cost sharing i e salary cap The name of the employee the accounts impacted the date range and the cost share amount are all displayed appear Te TU FUDTU search criteria fields The report results are displayed in a table format and can be exported to an Excel file a PDF document a Microsoft Word document or an XML file Press the Run Report button to launch the report Date By C Dates Employee Type Employee Type Semi Annual H Period Beg H Employee PoterHany 174080 _ H A School IT E By Users By Accounts Department Expand Search To Account From Account Cost Share 5 zl T ype Based on your report selection below are the results Please note that you can sort the results by clicking on the column header To Account From Account Type Date Range Action Potter P57573B02 Spatial C14250 JOHN WOODS 09 01 2006 to Cost Share 2 325 75 Harry control of cA HARRIS DISTINGUI Mandatory 03 09 2007 edited through 5 00 96 Xj Excel XML A PDF Gh RTF a List of Department Report This is a report detailing the PeopleSoft departmental hierarchy
67. ournal entry STEPS If you want to see the employee 1 Enter ALL during all prompts except Employee Number 2 Use the Dates you are reconciling 3 Sort by Pay End Date then ACCT CD 4 Sub Total by Pay End Date with SUM under Dollars Paid column During Retro Payroll Pushes and Bi Weekly Monthly Payroll runs this report may not match exactly with the Department GL Total Salary Report due to a one or two day Delay during that process NOTE PRX Journal id Retro transaction PAY Journal id non retro Payroll transaction This query also includes benefit transactions Department Position Funding Distribution DBR Tracking Use this query when you are tracking DBR forms that have not yet been distributed to GL STEPS 1 Type in position number or all 2 Type in for distribution flag 3 and all for other fields 4 Use the default dates 22 Department Funding by Combo Code Self Explanatory Payroll Source Expiration Report Self Explanatory ECRT TOOLS General Steps for the ECRT Tools PDF Effort Card This PDF allows the user the ability to view and print a confirmed Effort Card STEPS 1 Manage Department in the ECRT system 2 Click on employee 3 Click on PDF file in the upper right hand corner of screen Effort Certification Payroll Report This report allows the user to see payroll information for the
68. piled Effort Cards from all sponsored individuals Primary Individual A person listed as principal investigator project director co investigator co project director or those with comparable responsibilities on a Sponsored Project application A Primary Individual typically but not always carries an academic i e faculty appointment 25 Processing Period The designated period of time 10 days of Post Review when the confirmed Effort Cards are processed by the Effort coordinator Salary cap Cost Sharing The result of an Individual s Institutional Base Salary exceeding a sponsors salary cap The prorated excess is a form of mandatory Cost Sharing that must be funded by an appropriate and allowable source Sponsored Certifiers Associated with Department All Primary and Supporting Individuals paid in Sponsored Projects within a Primary department Sponsored Project An intramural or external funded activity that is governed by specific terms and conditions Sponsored Projects must be separately budgeted and accounted for subject to terms of the sponsoring organization or unit Sponsored Projects may include grants contracts and cooperative agreements for research instruction and training and other public service activities Sponsored programs involve a specific commitment of time and can be either 1 externally funded activities in which a formal written agreement such as a cooperative agreement contract or grant is entered int
69. porting Individuals Account Award Summary This summary provides details of the grant including the researchers on the grant the amount of the award and other pertinent information Click on Account or Award Name to run Sponsored Project Activity Report This report shows a list of certifiers that have a percentage of activity charged to a sponsored project Salary Resolution Query This Query shows salary distribution 23 effort and any cost transfers and cost share amounts OTHER TOOLS RAS Effort Reporting Worksheet Monthly This spreadsheet allows you to enter the salary paid allocated to all sources for each month the individual is paid on that source The worksheet will calculate the percentage salary allocated to each of the different sources during the 6 months of the semi annual performance RAS Effort Reporting Worksheet Monthly This spreadsheet allows you to enter the salary paid allocated to all sources for the number of days the individual is on that source The worksheet will calculate the percentage salary allocated to each of the different sources during the 182 days of the semi annual effort performance period 24 Vil COMMITMENT MANAGEMENT 25 EFFORT REPORTING PROCEDURE AND BEST PRACTICES MANUAL FOR MANAGING EFFORT REPORTING VOLUME ll APPENDIX UNIVERSITY OF TEXAS MEDICAL BRANCH March 11 2008 TABLE OF CONTENTS VOL
70. queries that have been developed at UTMB for reporting within HCM It is also not intended as an operational reference guide for the ECRT system L Recent Updates This section is to be used as an Executive Summary for updates to this Procedure Manual Il Implementation of Effort Reporting at UTMB A Institutional Federal and State guidelines The guidelines for E ffort R eporting at U TMB hav e been es tablished by f ederal UT System and institutional guidelines detailed in the table below At UTMB the Effort Reporting and Certification Tool ECRT has been installed as the institutional system for capturing and confirming effort The Effort Reporting Procedure and Best Practice Manual is intended to be a supplement to the following guidelines Policy Guideline Constituency Purpose Link Regulation Principles for determining the http Awww whitehous costs applicable to research e gov OMB circulars i and development training and ndex html other sponsored work pes Circular Federal performed by colleges and universities under grants contracts and other agreements with the Federal Government NIH grant awards that provide http grants nih gov NIH Grants reimbursement of actual grants policy Policy Federal allowable costs incurred are Statement subject to federal cost principles UT System guidance on Effort http www utsystem reporting policies and the edu policy policies ut iee
71. r Effort Coordinator Administrator etc are administrative employees at least one in each department who have been designated by 28 their departments to help coordinate effort reporting in their departments and act as liaisons with Research Services regarding effort reporting policies and procedures o Research Services manages ECRT monitors effort reporting and provides ongoing education and training As a Supporting Individual will my effort reporting be monitored for timeliness and accuracy Yes effort reporting is monitored in several ways The Primary Individual and your departmental effort coordinator should monitor your effort reporting on all Sponsored Projects be available to assist you if you miss any deadlines or if you have any questions Your effort reports should also be monitored by your department for the possibility of any needed salary adjustments cost transfers Finally Research Services as part of its established Compliance Program monitors the effort reporting of all employees and continually reassesses the need for education and compliance If effort reporting is used to document compensation charges to sponsored research projects why are other kinds of activities reflected on my Effort Card Applicable regulations require that Effort Cards reflect the total activity within the scope of an employee s Institutional Base Salary IBS Effort Cards must therefore capture not only activity on sponsored research
72. r E E mj B x File Edit View Favorites Tools Help Qs r EN 2 y search 910 Favorites e Ce wj 33 Address PS http 143 111 250 160 ecrt_utmbfviewGrant do grantId 8aefe5a4163564db0116357769de40bb SG Go Links es G len E Bookmarksy Sb223blorked 57 Check Look For Map zu eb Sendtov settings Hello Training Group Fu nding Summary Helpful Links 9 OMB Circulars National Institutes Funding Name Surgical Studies of Functional of Health Grants d Policy and Guidance Funding Number P57133B10 UT System Effort Funding Amount 687 299 00 WERE Policy Funding Sponsor Project Number 418 XML File Upload Start to End Date 03 01 2005 to 02 29 2008 UTMB Links Exception Funding O UTMB Research K Award r UTMB Effort Reporting UTMB Level of Effort Associated Department Policy Department Code Department Name 145110 Happy Holidays 145110 Certifiers on the Funding 6 items found displaying all items 1 Certifier Name Department Case Test 225446 Surgery Adult General Resear 145116 Claus Santa 045789 Happy Holidays 145110 Fey Tina 141523 Happy Holidays 145110 Qiu Suimin 048608 Pathology Faculty 144420 Wang Xiaofu 050556 Surgery Adult General Resear 145116 Zhou Yuning 156297 Surgery Adult General Resear 145116 6 items found displaying all items Ln een Pens ERE EE gees NM EROR Seven M e III 1
73. r activities for which compensation is received from an entity other than UTMB 26 Total Institutional Activities Activities for which an Individual is paid by the UT Institution Common activities include administrative duties instruction patient care public service and research Voluntary Committed Cost Sharing Effort proposed that was not required by the sponsor and that is in excess of Effort paid by the sponsor and or mandatory Cost Sharing Voluntary Uncommitted Cost Sharing Effort that may benefit a project but was not committed in the proposal or award 27 lI FAO s Effort Reporting Freguently Asked Ouestions 1 What is effort reporting UTMB uses ECRT Effort Cards to document that the compensation charges to its Sponsored Projects are appropriate For example if UTMB is charging 509e of an employee s Institutional Base Salary IBS to a Sponsored Project UTMB must be able to document that the employee is devoting at least 509e of his or her total effort to that same project The employee s confirmed Effort Card provides the reguired documentation for those charges 2 Why are ECRT Effort Cards important It is a legal requirement that UTMB maintain a compliant payroll distribution system A compliant Effort reporting system is therefore a prereguisite to receiving federal funding Compensation charges typically comprise the most significant direct cost component of a sponsored research project It is therefo
74. re very important that UTMB be able to support such charges The ECRT Effort Cards assure external research sponsors that their funds are being expended appropriately i e solely for effort devoted to the Sponsored Project 3 How do I report my effort at UTMB UTMB has implemented an on line system ECRT for employees to report their effort electronically Employees access the System via the UTMB web page Once logged into the system employees select the portion of The Effort Lifecycle menu options 4 What must I do to ensure that am compliant with federal and UTMB effort reporting requirements To comply with federal and UTMB effort reporting reguirements employees should report their effort timely and accurately Reporting timely means completing your effort report within 30 days of the effort report date Reporting accurately means always report your actual effort each reporting period 5 Which UTMB employees are involved in effort reporting All employees who work on Sponsored Projects must report their effort Research Services provides guidance on the responsibilities of employees involved in effort reporting in Vol I Section III o Primary Individuals are ultimately responsible for the effort reporting of all employees on their Sponsored Projects o Supporting Individuals are employees who work on Sponsored Projects and must have their effort reported in ECRT o Departmental effort coordinators i e Lead Effort Coordinato
75. rtment should be able to inform you about the source of funds for the Sponsored Project work on Sponsored Projects that involve funds from a private university and the American Heart Association Do I have to report my effort on those projects Yes Effort Reporting is reguired for those individuals that work on grants that are managed within the PeopleSoft Grants Module Sponsored Projects How often must I report my effort UTMB reports effort on a semi annual basis For Faculty members and Administrative Professional A amp P employees and any employee paid on a monthly basis ECRT Effort Cards reflect a time period of six months For example if an Effort Card is dated August 31 the faculty member is reporting effort expended during March April May June July and August Classified employees those employees paid on a bi weekly basis report effort on a semi annual basis tied to the bi weekly pay cycles For example in FYO8 the two Effort Cards cover the following timeframes August 25 2007 February 22 2008 February 23 2008 August 22 2008 32 13 14 15 16 17 I have been a UTMB employee for several years but I have just now started working on and being paid from a Sponsored Project Must notify Research Services to make sure the ECRT System generates Effort Cards for me No you will not have to notify Research Services ECRT automatically generates Effort Cards s for all employees who are pa
76. sed from a UTMB computer that is on campus or at a UTMB facility However remote access is available through use of a UTMB modem pool number or Virtual Private Network VPN connection a secure access to UTMB computing resources to and from the Internet that has been established by Information Services To obtain remote access you must contact your department s Trusted Requestor and obtain permission to have a Request for VPN Alias form completed for you on the Information Resources Access Management IRAM website work off campus and am not able to log into the ECRT System but work on a Sponsored Project How can I report my effort o Ifyou do not have access to a UTMB computer or to a UTMB modem pool number or Virtual Private Network VPN connection then you must contact your departmental effort coordinator He she will assist you by sending you an Effort Card PDF file for you to complete and sign The departmental effort reporting coordinator may then enter your effort into the ECRT System and attach a scanned copy of this documentation I successfully logged into the ECRT System and clicked on Certify my Effort to access my current Effort Card What do the project numbers mean on the left hand side of the Effort Card To learn the details of the projects showing on your Effort Card you may scroll over the description to see the commitments and Principal Investigator contact You may also click on any of the project numbers on th
77. see glossary for definitions in the PeopleSoft Grants Module without contacting Research Services If salary is being moved to from a Closed or Pre Closed Sponsored Project those salary expenditures will not actually be charged to those Sponsored Projects Instead those expenditures will be allocated to UTMB s Institutional Suspense S Suspense Accounts account and will have to be manually adjusted at a later date 2 Salary on Departmental Suspense If salary has been or will be sourced to the departmental suspense accounts the departmental Effort Coordinators should monitor these accounts closely and perform the following steps as a best practice 1 Every month and or during Effort Reconciliation the Effort Coordinator should generate the following HCM queries using the Departmental Suspense Account numbers PxxxxxB00 HCM Department GL Total Salary query for steps see Vol ll Section 1 b HCM Funding By Combo Codes c Payroll Source Expiration 17 2 The departmental Effort Coordinator should submit a DBR form to re distribute salary off of those suspense accounts 3 Once the necessary DBR forms have been submitted the departmental Effort Coordinator should wait for an appropriate period of time see Vol I Section lll then generate the following reports to ensure that the adjustment was made as submitted in HCM a HCM Department GL Total Salary Report b ECRT Effort Certification Payroll Report c
78. st practice for that individual whenever possible to round effort entered to the next higher percentage if the two decimal salary percentage reasonably reflects the professional effort expended Rounding down creates an excess workflow for the departments and the back office therefore it is strongly discouraged 14 b 1 Tolerance At UTMB the tolerance for salary adjustments on an individual award related to effort reporting is or 1 percentage point of the IBS salary Salary adjustments are not required if the 1 percentage point variance equals 30 or less Effort percentages are always entered in whole percentages i e 40 not 40 23 Salary however is reported to two decimal points i e 40 22 Individuals should round their effort percentage to the closest whole number This is a reasonable expectation because effort is always assumed to be an individual s best estimate of the effort expended 3 Training Grants and Other Special Funding Mechanisms Effort does not have to be reported on equipment and instrumentation grants doctoral dissertation grants and augmentation grants Recipients of fellowship training and other stipend type grants should comply with the requirements of these grants regarding effort expended and salary allocated C Effort Confirmation Period Management of Effort Reporting 20 Days During the Effort Confirmation Period Supporting Individuals may enter their effort then save it for t
79. tention The record retention guidelines for documents concerning effort reporting are the same as those for other Sponsored Projects According to OMB Circular A 100 financial records laboratory notebooks supporting documents statistical records and all other record pertinent to the Federal Award shall be retained for a period of three years from the date of the quarterly annual or final financial report Record retention guidelines for other Sponsored Projects may vary and reference should be made to the sponsor guidelines Documents that are electronically attached to the ECRT system will be considered as the original documentation and no further paper copies need to be maintained at the department Research Services will assume the responsibility for the record retention for electronic ECRT records 36
80. the Effort Reconciliation Period If any DBR forms are submitted during this period the Primary and Supporting Individuals may not see these salary re distributions during the Effort Confirmation Period Therefore the Effort Coordinators should communicate with the Primary Individuals to let them know of any changes to salary and or cost sharing commitments After the Pre Review Period the Effort Confirmation will begin and all Primary and Supporting Individuals will have 20 days to view enter and or confirm their effort KEEP IN MIND 1 Primary Individual Effort Thresholds The following are the minimum and maximum thresholds established by UTMB for individual s Sponsored Project portfolios These minimums and maximums should be discussed by the Primary Individual and his her supervisor if the total commitments at UTMB add up to more than 100 or if an individual has responsibilities that meet any of the criteria below The 13 decision about whether an individual meets any of these criteria will be dependent on the job title of the individual chair division chief etc the job duties of the individual program director residency director etc and an evaluation by the Primary Individual and supervisor of the different workloads and Non Sponsored commitments of the individuals Individuals can be initially considered under the guidelines of a 9096 maximum on Sponsored Projects and then commitments are added and or subtracted th
81. the allocation of an individual s salary whereas effort confirmation describe the allocation of an individual s effort The date of a Primary Individual s effort confirmation is the initializing transaction date as referenced in the Cost Transfer Policy vis a vis timeliness Effort Confirmation Period The designated period of time 20 days for individuals to enter and for Primary Individuals to confirm estimates of actual effort in the official UTMB effort system Effort History Detailed record of the activity that has occurred on that particular effort card Effort Note Ideal location to pass along information between certifiers and coordinators Notes are auditable Effort Period of Performance Dates for which ECRT will capture information to be confirmed Effort Reconciliation Period The designated period of time after the effort confirmation period in which salary paid should be reconciled to the effort confirmed and any adjustments submitted Effort Report A form used by UTMB to document the proportion of total effort devoted by an employee to each activity with which he or she is involved 23 including Sponsored Projects administration and teaching This document becomes UTMB s official verification that the IBS charged to a Sponsored Project is consistent with the actual effort expended on the project The sum of all reported actual effort percentages on the effort report represents the employee s total effort By defi
82. the results by clicking on the column Aw header Certifier Department Name Spears Britney 165755 Happy Holidays 145110 4 ei Done Internet Departmental Funding Report Lists all awards assigned to the department Also lists the name of the award and the sponsor if available 586 items found displaying 1 to 50 First Prev 1 2 3 4 5 6 7 8 Next Last Number CON10360 PS53016B00 CON10963 PS2150B00 CON10607 PS2100B00 P52108B00 P61678B01 CON17392 P60499B01 CON16469 P61482B01 P58939B01 C12564 P52898BDD P51961B00 C14237 P51778B00 P51778B03 P52985B00 C14238 P56150B01 CON12806 P52902B00 P56759B01 P57819B19 Name Growth regulation in surgical dise 0910X 101074 ZOSYN STUDY 0910X 101074 Zosyn Study 1998 SHRINERS DR ROBERT WOLF 1998 Shriners Dr Robert Wolfe 454211 DR DENNIS GORE 454219 GLENN C HUNTER A 12 Month Open label Randomi A 12 Month Open label Randomized Multicenter Seguenti A 4 Week Parallel Group Study A 4 Week Parallel Group Study to Compare the Gastrointe A Phase IV Non Interventional A Six Month Prospective Mult ADVANCED TRAUMA LIFE SUPPORT AGREEMENT FOR RESEARCH SERVICE ALLODERM IN ACUTE BURN THERAPY ALONZO ALVERY ROSS M D CHAIR AMINO ACIDS amp MUSCLE PROTEIN S AMINO ACIDS amp MUSCLE PROTEIN 5 ANIDULAFUNGIN PLUS AMBISOME ANNIE LAURIE HOWARD DIST PROF AQUACEL Ag Dressing and Ag Sul AQUACEL Ag Dressing and
83. tual effort percentages on the basis of a 40 hour work week or any other standard work week o Actual effort must always be calculated and expressed as a percentage of total effort 29 Example 2 Support from UTMB NIH and supplementary compensation Dr B spends 40 hours a week devoted to NIH funded research and 10 hours a week on non sponsored activity Salary for Non Sponsored Projects is paid to Dr B as supplementary compensation Non IBS Dr B should certify that 97 with 3 effort towards Non Sponsored activity per the UTS 163 threshold levels of her total effort is devoted to the NIH grant All Non Sponsored activity received as supplementary compensation is not part of total effort Example 3 Effort on awards and clinical trials Dr C has three NIH grants from which he derives 89 of his salary In addition he is the Principal Investigator on eight industry sponsored clinical trials at 1 effort on each Dr C also serves as a Division Chief If you were an auditor would you view charging 89 of Dr C s effort to Sponsored Projects as reasonable No As a Division Chief the maximum effort allowed on Sponsored Projects is 8596 The salary sourcing will need to be adjusted to move 4 salary onto non sponsored sources It will be necessary to review the commitments on the Sponsored Projects and notify Post Award of any commitment changes As a result of this review it may also be necessary to notify the sponsor of these c
84. ust 25 2007 February 22 2008 April z TEES Effort Coordinator Pre review 10 S S M T W T F S April 9 22 2008 12 3 4 5 Effort Confirmation Period 20 days April 23 May 20 2008 Effort Coordinator Processing and Post review 10days May 21 June 4 2008 Retroactive Cost Transfers Effort Reconciliation Period 30 days May 21 July 2 2008 YT Email Communications Initial Email to all Primary and Supporting individuals ist Reminder Primary Individual 2nd Reminder Primary Individual Final Reminder Primary Individual Holiday BE OS CH 27 2 2750 Ge C ECRT Roles and Responsibilities The E CRT sy stem has pre defined r oles for v arious levels of sy stem management effort m anagement and processing These pr e defined roles detailed i n t he t able below hav e sp ecific rights assigned t o them R esearch Services assigns central management roles departmental r oles and P rimary and S upporting Individual r oles within ECRT The departmental roles are assigned at the department s discretion ROLES RIGHTS amp TASKS CENTRAL Research Services Audit IT Compliance etc Monitors and manages ECRT system Gehtral Effort Coordinator Re open Effort Card after the Effort Reporting Period has closed DEPARTMENTAL Responsible for working with the Chair Director to oversee effort reporting for their department Ensures cost sharing is properl
85. y documented and funded and that there is sufficient funding to cover all Non Sponsored activity Department Administrator May enter effort on behalf of Primary and Supporting Individuals but may NOT for Departmental or Center certify effort Administrators Manage Effort Coordinator and assign the leads May serve as a delegate for a Lead Effort Coordinator Initiate any salary adjustments necessary during the 10 day Processing and Post Review Period Responsible for overseeing effort reporting for their assigned department Monitors effort system for completion of Effort Cards Coordinates with other Effort Coordinators if any project staff is also funded by another principal investigator s Sponsored Projects May enter effort on behalf of Primary and Supporting Individuals and may certify effort by the end of the Processing and Post Review Period as long as a Lead Effort Coordinator Paper Effort Form is attached to the Effort Card for the Sponsored Projects Reviews effort allocations of project staff with principal investigator Ensures cost sharing is properly documented and funded and that there is sufficient funding to cover all Non Sponsored activity Initiate any salary adjustments necessary during the 10 day Processing and Post Review Period Processes the Effort Cards for the department during the Processing Period Monitors effort system for completion of Effort Cards Coordinates with other Ef
86. y to be exported into the PDF format You have chosen the Certifier Salary Activity Report This report wil produce a Sst of all certifier activities Select a given PI and a starting month The report will show the assodated certifiers for that PI along with 12 months of payroll actrety starting with the month that you selected Searching by first name then last name will not produce results You must search by last name only first name only id number anly or by last name then first name The report results are displayed in a table format Press the Run Report button to launch the report Use the honzontal scroll bar to view the data Month September 2005 2 Employee Bush Barbara 112884 Run Report of the Certifier Salary Activity report are displayed in a scrollable window Results are displayed 12 months from the selected late Barbara Bush C11237 1 545 31 1 545 31 1 545 31 1 545 31 0 00 1 545 31 0 00 0 00 0 00 0 00 P59924B01 0 00 0 00 0 00 0 00 0 00 2 781 56 0 00 0 00 0 00 0 00 P59730801 4 120 83 4 120 83 4 120 83 4 120 83 0 00 0 00 0 00 0 00 0 00 0 00 P55176803 1 030 21 1 030 21 1 030 21 1 030 22 0 00 1 030 21 0 00 0 00 0 00 0 00 P61185B01 0 00 0 00 0 00 0 00 0 00 2 781 56 0 00 0 00 0 00 0 00 P58581805 3 605 73 3 605 73 3 605 73 3 605 73 0 00 2 781 56 0 00 0 00 0 00 0 09 Barbara Bush Totals 10 302 08 10 302 08 10 302 08 10 302 08 0 00 10 920 20 0 00 0

effort reporting procedure and “best practices”

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