Grant and Contract Certification reports (also
known as Payroll Certification Reports) are monthly payroll documents
distributed to campus departments listing all faculty, staff and hourly salaries
and wages paid on each grant and contract budget. Included on each report is the
name of the employee, payroll classification, the percentage of effort or number
of hours paid for the month and the dollar amount paid. Verification of the
Grant and Contract Certification report is required by Title 2 of the Code of
Federal Regulations (CFR) section 220 "Cost Principles for Higher Education".
(Previously referred to as OMB
Circular A-21)
Two copies of the Grant and Contract Certification
report for each grant or contract are distributed to the campus department by
the Payroll Office with the paychecks/deposit advices for the10th of the month.
Grant and Contract Certification reports must be signed and dated by the PI or
another individual with suitable means of verification that the work was
performed.
Departments are responsible for creating and
maintaining a tracking system to ensure that all certifications are signed,
filed and retained per university retention requirements.
(Retention requirements: Payroll Certification Reports for
Grants/Contracts)
The Certification reports for February 2002 and
all prior months must be signed by the PI or responsible official(s) and
returned to the Payroll Office for retention.
The Code of Federal
Regulations (CFR) Title 2, Chapter II, Part 220 issued by the Office of
Management & Budget (OMB), establishes cost principles for educational
institutions. (OMB Circular A21)
Section J.10.c(1)(e) of
Appendix A requires that the employee, PI, or responsible official(s), using
suitable means of verification that the work was performed, sign an after-the
fact certification that the employee has provided effort equal to the percentage
that he/she is paid from the budget. The UW encourages the PI to certify the
report. In rare instances when the
PI is not available to sign in a timely manner someone other than the PI may
certify the report. A "responsible
official", such as the departmental administrator, before he/she signs the form
for the PI, must verify the effort performed by the employee with someone who
has direct knowledge of the employee's effort/work. This verification must be documented
(email, memo, signed note, etc. from the PI) and retained with the
GCCR.
Section J.10.b (2) (f)
requires the University to provide independent internal evaluations to ensure
the system's effectiveness and compliance with the standards of the regulation.
To provide an efficient
process of ensuring that these grant and contract certifications are completed
timely, ongoing communication and training from Payroll, GCA, and other offices
in selected departments is ongoing
Work performed by
non-faculty personnel on non-grant and contract budgets including, state, gift,
royalty, RCR, self-sustaining and University of Washington Physicians (UWP)
budgets, etc. does not require certification.
The process for
certifying work performed by professional and classified employees on grants and
contracts is as follows:
Effective Date: April 1, 2002. For further information or questions, please contact Management Accounting and Analysis at (206) 685-7395...
