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Issues with conversion to ECRT V.2
ECs now have both a processed and non processed list
Have made navigation improvements Can now view lists by empl IDs SPES report is now available as a PDF Processed report reflects correct status Still to come for this period
Statement will display all HSAs that were entered after the statement was first created
Cost sharing screens redesigned to improve functionality
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Processing Statistics
Have completed 10 periods of reporting in ECRT
Allowed 5 weeks to certify, now 4 weeks
Follow-up Compliance process starts 2
weeks after the end of the certification period
FY Period Percent complete at 3 weeks
Percent complete at 5 weeks
FY04 P3 11% 54%
FY04 P4 34% 82%
FY05 P1 41% 92%
FY05 P2 49% 93%
FY05 P3 48% 91%
FY05 P4 45% 90%
FY06 P1 45% 92%
FY06 P2 47% 93%
FY06 P3 41% 86%
FY06 P4 47% 83%
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Changes Coming for FY 2008
Need to add committed effort to the statement Some data in the EGMS system already Will need to work with Departments to get this
information – ( compliance issue) Will require some modification to the look of
the statement
Three rather than four effort certification periods
Consulted widely Once a year is required by A-21
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Three Periods – fall semester, spring semester, summer
Line up better with the way faculty think about their workloads
Work better for graduate students on research projects
Will require minor system modification
Financial management of salary charges will have to be handled separately from the effort certification Can’t wait until effort certification period to do the HSAs
Impact on financial reports to our sponsors
…Changes coming for FY 2008
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The University’s Effort Certification System
Plan Confirmation (OMB Circular A-21 definition):
Distribution of salaries & wages is based on budgeted, planned, & assigned work activity, updated to reflect any significant changes in work distribution
Effort system encompasses both sponsored & all other activities on an integrated basis
Activities are expressed as a percentage distribution
Effort system provides for modifications of salary distribution commensurate with significant change in the employee’s work activity
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Effort System & Financial Reporting Distribution of salaries & wages to sponsored projects must be documented with generally accepted
practices of colleges & universities
There is no single best method for documentation of distributed charges for personal services, but they must follow the requirements of OMB Circular A-21
Financial reports must reflect documented charges for salaries and wages subsequently certified by
effort statements
Financial reports must be filed in a timely manner
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What does it mean for you?
Salary distributions should be entered in the financial system prospectively
Financial reports are generally due 90 days after budget period end
Changes to salary distributions should be made at least by the midpoint milestone and end of the
effort period
Salary and wage charges must be entered in a timely manner to support financial reports to the sponsor
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1st Period
July Sept
Oct Dec
2nd Period Jan Mar
3rd PeriodApr June
FY 2008-4 Periods
4th Period
FY 2008-Semesters
1st Period
June Sept
Sept
2nd Period
Jan
June
3rd Period
Jan
Salary distributions must be current
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What are the consequences?
Failure to process timely salary charges will result in:
A revised financial report for salary charges removed from sponsored accounts after the financial report has been filed results in unnecessary additional costs
Addition of charges after financial report has been filed will not be accepted
– these will be charged to departmental non-sponsored accounts– timely charges meeting milestones will mitigate this departmental risk
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Summary
Change of business process to be consistent with A-21
Work on sponsored projects will be consistent with the demands of academic terms making it easier to estimate effort on projects
Less time will be spent coordinating effort statements
Cost of effort certification will be reduced.
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