effort entanglements
TRANSCRIPT
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05/11/2021
EFFORT ENTANGLEMENTS
T H E “ H O W ’ S ” A N D “ W H Y ’ S ” O F C L E A R I N G E R R O R S
A N D C E R T I F Y I N G R E C O R D S
P R E S E N T E R :
C H R I S M U L L A N E Y
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WHAT IS EFFORT?
Confirmation of how time was
spent on activities for which an
individual is compensated by
Institutional Base Salary
Expressed as a percentage
of time
Total effort must equal 100%
Effort
Instruction
Sponsored Activity
Clinical
Administration
WHY CERTIFY EFFORT?
Federal control requirements
pertaining to payroll charged to sponsors
Report the cost of teaching a course to
the stateTracking Tenure
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WHAT DO ALL THE SYMBOLS MEAN?
•Cautionary messages that will not stop you from advancing the effort reportWarnings•Indicates a discrepancy that needs to be corrected
•Errors must be cleared before the report can be advancedErrors
•Houses any notes that have been left by usersBubble
•Timestamp of actions that have been performed Notepad
POPULATING THE EFFORT RECORD
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INSTRUCTIONAL ACTIVITY
INSTRUCTIONAL ACTIVITY
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ACADEMIC ACTIVITIES REPORTING
Courses are populated in the Academic Activities Reporting (AAR) System
Identifying the instructor(s) of a course
Allocating contact hours
FACULTY COMMITTEE ASSIGNMENTS
Where to Report?
Is student working on the faculty
member’s grant?
Yes-Report effort on project
No-Report effort on course
How do I know if the student worked ona grant?
Speak with your faculty
member
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COURSES ON UNPAID RECORDS
• Should be moved to paid record
• Unless you have confirmed a lump sum payment
Courses on an unpaid record
• Avoid appearance of “hiding effort”This has been a focus
of internal audits
ASSIGNING EFFORT TO COURSES
Max Effort is the
maximum amount
that will be reported
to the state
Ex: Faculty states that
they spent 15% of their
time on this course
Max Effort column
shows 5%
Report actual effort
as stated by the
faculty member
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CHAT QUESTION
A faculty member has a committee course. After speaking to the faculty member,
you determine the student worked on a sponsored project.
Where should the faculty member’s effort for this course be tracked?
RESEARCH/SPONSORED
ACTIVITY
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SPONSORED ACTIVITY
COMMITTED EFFORT
The amount or percentage of time a university employee has agreed to work on a specific sponsored project
Not the same as the actual effort expended each term
A projected amount to be met over a fixed period
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DETAIL VIEW
Overview of Project
How payroll is currently
distributed on a project for
the current term
Committed effort for the
current term
DETAIL VIEW
Direct charges
Salary charged to
the grant
Cost Share
Salary costs for which the
University is responsible
Over the Salary Cap
Legislatively-mandated
limit on direct salary that
can be charged
Current NIH Salary Cap
$199,300
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DETAIL VIEW
Gross Payroll
Total amount of payroll
assigned to the project for
the term
DETAIL VIEW
Avg Payroll Distribution
Percentage of the term’s
total payroll allocated
to project
This may not match average
biweekly distributions
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EXPECTED EFFORT
Expected effort is the
greater of the committed
percentage and the
average payroll distribution
75% is expected here
because the committed
amount for the term is the
greater of the two
CLEARING THE ERROR
Actual effort is entered on
the front page of the Effort
Record
Actual effort must match
expected effort
Both expected effort
and actual effort can
be changed
We have options
Actual effort of 75%
Actual effort of 68%
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TERM-BY-TERM ADJUSTMENTStep 1. Open A New
Sequence
Step 2. Open Term
Step 3. Adjust
Commitment
Term adjustments reflect
actual effort along the way
Significant changes to
effort should be directed to
Sponsored Programs
TERM-BY-TERM ADJUSTMENT
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EXPECTED EFFORT 101%
The result of rounding
in the Avg Payroll
Distribution column
Allocate actual effort
to 100%
Email the effort inbox
We will override the error
CHAT QUESTION
A PI tells you that they had “no effort” on a project during the Fall term. They tell you
that research will really get going in the Spring. As of now they have only had a few
planning calls with the sponsor.
Should things such as sponsor meetings, financial admin of the award, etc.
count as effort?
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BEFORE YOU SUBMIT
PREPARING THE EFFORT REPORT
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PAYROLL NEGATIVE
Negative errors
will appear on the
front page of the
effort screen
Notify the effort team
We will work with our
IT partner to correct
the issue
ADDING A PROXY
A proxy approver can be
added when a faculty
member is unavailable
to certify their own effort
The proxy approver must
have suitable means
of verify the work
was performed
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RELEASING A RECORD
“My button is greyed
out. Why can’t I release
the report?”
Did you already
release report?
Are there other
departments that have
not yet allocated
their appointments?
APPROVAL SEQUENCES
1. Effort Initiator (Cost Analysis)
2. Effort Coordinator
(Department)
3. Pending Employee or PI
Certification
4. Cert_PI v Cert_Employee
5. Ready to Finalize (Cost
Analysis)
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COST ANALYSIS
Brenda Harrell (352) 294-1111
Gene Hoskins (352) 294-1480
Chris Mullaney (352) 294-1110
Brandon Schlatterer (352) 294-6903
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THANK YOU
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