* Click on the numbered circles for more information about each part of the form.

Faculty Effort Certification description for faculty reporting on a Quarterly or Semi-annual cycle:

1. Date range: This is the date range of the salary being reported. For Semi-annual reporting, salary paid during the twelve pay periods of this six month reporting period will appear on the FEC. For Quarterly reporting salary paid during the six pay periods of the three month reporting period will appear on the FEC.
2. Organization code and department name: This is the organization code and name of the faculty member's home department. Underneath this is the name of the faculty member's college.
3. Complete by: This date indicates when the form should be signed and returned to the office of Management Accounting and Analysis. Faculty members have 60 days from the date the FEC is printed to sign the FEC.
4. To box: This is the box number where the FEC should be returned. The department must make a departmental copy first.
5. From box: This is the box number of the faculty member's home department. FECs are always sent to the home department.
6. Individual Data: All personal information is listed here. The Faculty member's name and EID number are followed by a job title and the job or occupation code used by payroll. The FTE is the appointment FTE. If any item is incorrect, changes must be made by the departmental payroll coordinator.
7. Salary Distribution: The first half of this form documents salary distribution, the way the faculty member was paid. The first two columns below "Budget" are labeled "Name" and "Number." This section includes all the grant and contract salary sources for the reporting cycle by budget name and budget number. Non-grant budgets are summed into one total and do not show individual sources.
8. Average Monthly: The next two columns under "Average Monthly" show the dollars paid and the percent paid effort as an average for the reporting cycle. The column, "Paid%" is the percentage that these dollars are of the faculty member's entire salary. This is an average for the cycle and may appear differently than expected if the faculty member was not paid on the budget for the entire reporting cycle.
9. Grants and Contracts, line 1: The section "Grant(s) and Contract(s)" itemizes the grant and contract budgets the faculty member was paid from during the reporting cycle. If the pre-printed information is not a correct reflection of effort, the faculty member should change the % in the " Paid %" column and return the FEC to the designated department FEC coordinator to have the salary adjusted to reflect actual effort.

   Note: Remember, this is a six or three month average. This is important to consider if the faculty member did not work for the entire reporting period, or did not work on a particular grant for the entire period.

10. Grants and Contracts: The "Grant(s) and Contract(s)" section is subtotaled.

    Note: Remember, this is a six or three month average. This is important to consider if the faculty member did not work for the entire reporting cycle, or did not work on a particular grant for the entire cycle.

11. Other Salary Sources, line 2: The section "Other Salary Sources" presents a sum of all other sources of the faculty member's salary. This may include sources such as state budgets, gift budgets, royalties, endowments, staff assignments, service contracts, and some clinical salary paid through the University, etc. It will also include clinical salary paid from UWP or CUMG if applicable.
12. Other Salary Sources: The "Other Salary Source" section is subtotaled.
13. Total Average Paid Salary: This line indicates the average monthly salary the faculty member was paid for the reporting cycle and the average monthly total paid from all budgets.

    Note: The system does not always round to 100%. Rounding +/- 1% is considered 100% effort and does not need to be corrected.

14. Comments: If there is a variance from standard reporting, the department may enter a description of the variance in this section. Appropriate comments may include "Shift in funding source, less than 3 months," "grant # XX-XXXX is an approved source for cost share." Additionally GIM 15, "Transfer of Expenditures between Budgets," requires an explanation for RST changes impacting a previously certified FEC describing why "the change is now appropriate when the effort was previously certified as being a reasonable reflection of effort." This explanation can be placed in the comment section.
15. Effort Distribution: The top half of the form documents the way the faculty member was paid. Next the faculty member is asked to document his or her actual effort which may or may not be the same as the way they were paid.
16. Paid Effort on Grants and Contracts, line 3: This line is asking the faculty member the question: "Were you paid for your work on grants and contracts in the same way you performed your effort?" Normally we expect to see the percent subtotal of "Grants and Contracts," line 1 (see #10) distributed here. Sometimes the faculty member will work more or less on an award than what he or she was paid. If the actual effort percentage is different than what is pre-printed, place the correct percentage in the blank on line 3. Return the form to the departmental FEC coordinator to have the salary adjusted to reflect actual effort.
17. Pledged, Committed, K Award, and Capped Cost Sharing:

    Note: Cost sharing is the University's share in the cost of the research and must be funded by a non-federal funding source.

    "Cost Sharing Effort" line 4 documents any cost sharing commitments agreed to in the grant or contract proposal(s). Pledged cost share commitments (Mandatory and Committed) preprint in this section with the percentage that was documented in the proposal. Some faculty will also have salary cap cost sharing and cost sharing related to their K award. If the faculty member is over the salary cap, he or she will have a yellow "Salary Cap Addendum" attached to the FEC which will indicate the minimum amount of cost sharing required to be in compliance. If the paid percentage of effort on a mentored K award is not 75%, a yellow K Award Addendum will be attached to the FEC. Use this to document either a formal reduction in the normally required effort or to document cost sharing. The budget number(s) and the percent(s) of cost sharing should be transferred to section 4 of the FEC from both the Salary Cap Addendum and the K Award Addendum.

    Note: Salary caps apply only to awards from the National Institutes for Health, the Agency for Healthcare Research and Quality and the Substance Abuse and Mental Health Services Administration.

18. Document cost sharing effort in this section for mandatory (M), committed (R) and salary cap (C) cost sharing and any cost sharing related to required effort on K awards (K). Shift (S) in funding sources which result in a cost share can also be documented in this section. Be sure to place a comment in the comment box describing this type of cost sharing as either a short or long term shift in funding source.
    1. Budget Name and Number: This is the grant or contract budget name and number which benefits from the faculty member's effort. Mandatory and Committed cost sharing budgets are pre-printed. Transfer budgets for salary cap cost sharing and cost sharing related to K awards from the attached addenda to this column.
    2. Avg Monthly % Pledged: The amount of cost share pledged by quarter pre-prints in this column. Cost sharing has been committed in quarters on the proposal and recorded in quarters online. This is true even for faculty reporting on a Semi-annual cycle. Only formal cost sharing either committed or pledged in the proposal (Mandatory or Committed) appears in this column. If the faculty member's cost share budget has not printed, contact the departmental FEC coordinator who will work with the department's GCA Team to correct the cost share pledge online. Salary cap and K award cost sharing will not pre-print.
    3. % Actual: Fill in the actual amount of cost shared effort performed in this column. Remember, for faculty reporting semi-annually, this is an average over the entire 6 month reporting cycle. (Example: 5% cost share for one quarter averaged over 6 months is 2.5 %.)
    4. % Total Additional Cost Sharing: Fill in the actual amount of total additional cost sharing in this column if you have used the "Additional Cost Share Form."
    5. Check box: Check this box if you used the Additional Cost Sharing form.
    6. Total Cost Sharing, line 4: Add up all the cost sharing percentages and place the total in this blank.
19. All Other Activities: Effort on everything else the faculty member does for the University of Washington is documented in this section. This will include effort on voluntary uncommitted cost sharing (effort over and above what is committed to in the proposal), instruction, student advising, public services, departmental research (research which does not have a sponsor, defined scope or reporting requirements), committee work, clinical activities and administration. This section will also include any time preparing proposals for future funding.
    1. If there is no cost sharing: Place the subtotal of section 1, "Grants and Contracts" on line 7.
    2. If there is cost sharing: Subtract the subtotal of section 2, "Other Salary Sources" from the total amount of cost sharing placed on line 4, "Total Cost Sharing." Place the resulting total on line 7, "All Other Activities."

       Note: Cost sharing is the University's share in the cost of the research. Therefore, one of the non-federal budgets in section 2 (see #11) will provide funding for the time spent working on the budget(s) requiring cost sharing.

20. Total of All Activities: This is the total of all the faculty member's activities and should add up to 100%. Rounding in the system may cause the total to be slightly more or less than 100%. The sum of FEC lines 3, 4 and 5 should equal the total placed on line 6. The total on line 6 should match the total in "Total Average Paid Salary."
21. Signature and Date: Sign and date the form on this line. Only the faculty member (or in exceptional cases the department chair or dean) may sign the form.

Management Accounting and Analysis
A department of Financial Management
Modified: February 22, 2008