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Effort Certification Reporting System (ECRS)
University of North Texas Health Science Center
What is Effort Reporting? Effort Reporting is the method of certifying the
effort required as a condition of the award has actually been completed
Effort is defined as the amount of time spent on a sponsored research project in which salary is directly charged or contributed (cost-share) during a specified period of time
What is Effort Reporting? - Continued 40 hour/week IS NOT the definition of 100%
effort from which percentage of research effort is certified
100% effort is an employee’s total time actually spent completing all aspects of their position
Effort certification should reflect the distribution of activities are a reasonable representation of actual work performed
What is Cost-Sharing? Cost-sharing is the portion of the total
sponsored project’s costs paid by the institution, rather than by the sponsor.
There are 2 kinds of cost-sharing:– Mandatory Committed is required by the sponsor and
documented in the proposal. – NIH, CDC, DOJ, HHS
– Voluntary Committed is not required by the sponsor but was included in the proposal narrative.
Why is Effort Reporting Necessary?Compliance
♦ Comply with the State of Texas requirements – Uniform Grant Management Standards (UGMS)
♦ Comply with federal regulations (OMB circular A-21) Effort Certification Report System (ECRS) is the
tool we use to facilitate and document compliance
What is Effort Certification Reporting System (ECRS)? Part 1 – Monthly Management Reports
♦ Tracking system within EIS used to capture salary expenditures, committed effort, cost sharing and salary cap data.
♦ Management tool used to recap the % effort committed, actual amount of salary paid on a project, % committed cost share.
Part 2 – Effort Certification Process♦ Certify Effort Report
The Effort Certification Process
Certification process is complete
ePar processed to
charge salary to projects
End of semester rolls
around
System generates email
notification
PI logs ins to review the report
for accuracy
PI “disagrees” submits
comments
PI reviews monthly management
reports for accuracy
PI “agrees”
PI certifies online
Part 1 - Why use Monthly Management Reports?
Track payroll activity by project or by employee for amounts paid by sponsors (direct charge) and institution (cost share)
Easy way to identify people paid on wrong project or paid at the wrong percent
Track burn rate of committed effort on projid and deptid, if cost share was committed
Navigate to Campus Self Serve and Select Grants
EIS Tab Find an Existing Value
Required
Search by Project ID
Sample Project Commitment Report
Sample Employee Commitment Report
Part 2 - When do we have to certify? Three times per year
♦ Fall♦ Spring♦ Summer
Effort reports should be certified within a reasonable amount of time.
Reminder emails will be sent after 10 working days to PI and after 20 working days to PI and Department Chair.
What happens if we don’t complete the certification? Failure to complete the effort report leaves the
university in jeopardy of disallowance of the salary costs on Sponsored Agreements.
Erroneously certifying effort can be viewed as fraud and subject to penalties.
Who has to certify Effort? Effort report must be signed by a person having direct
knowledge of the work was performed and is consistent with the overall distribution of the employee’s compensated activities
♦ Principal Investigator Certification by a department administrator or other staff
member is NOT permitted. When you are not available to make your effort certification
in the appropriate time frame, you should designate a delegate for signing
Effort Report Notification
Navigate to Campus Select Serve and Select Grants
Sample of Cost Share Tagged
Sample of Payroll Detail Direct Charge - Sponsored
Sample of Certified Effort Report
Printable Copy of Certified Effort Report
Implementation Phase 2(a) Generate Monthly Management Reports –
May 2013 Phase 2(b) Generate Online Effort Report
Certifications – Spring 2014 Train PI’s and Other Key Personnel – February 2014 Online Training Available – March 2014
Questions?
Point of Contact Office of Grant and Contract Management
Kristi LemmonUNT Health Science Center
Senior Compliance [email protected](817) 735-0424