Manage Effort Reporting

Commitments: Set up Workday costing allocations

Goal: accurate salary charges hitting correct worktags

Do:

• Enter individual costing allocations for each person based on proposal commitments, and/or the Notice of Award
  • Different units have different processes for entering costing allocations, check with your unit administrator
  • If appropriate, review information about Costing Allocations Coordinator Role

 If cost share applies:

• Ensure a cost share award line (worktag) is set up. This must be done by GCA.
• Include the cost share grant worktag in payroll allocation so salary charges post to the cost share award line.
• Review Faculty Cost Share for further guidance.

If Salary Over the Cap (SoC) applies:

• Confirm award and sponsor requirements.
  • Common sponsors that apply salary caps.
  • Full list of sponsors with salary caps in ECC (Workday report R1606).
• Determine appropriate SoC worktag and whether a new one is needed each year.
• Use the Salary Cap Calculator when the investigator has clinical pay AND salary cap. If no clinical pay, Workday autocalculates SoC accurately.
• Confirm correct funding sources.
• If this is a K-Award, the SoC calculator may not work—contact PAFC.

If PI salary increased since proposal, choose one:

• Allocate less FTE to the award and plan for a “shift” in ECC, or
• Rebudget (move funds into salary), following sponsor rules.

If the award spans multiple units: coordinate with all involved grant managers so salary charges are compliant and effort reports are completed.

Ongoing: Track salary charges, manage changes

Goal: keep charges accurate throughout the project.

Do:

• Refer to Monitor Salary Charges Process Guide for actions and best practices
• Conduct Payroll Accounting Adjustments (PAAs) to correct incorrect salary charges.
  • Refer to the PAA process guide (under development)
• Update payroll costing allocations to manage distribution changes.
  • Refer to the About the Costing Allocations Coordinator Role
• Ensure PI reviews/approves salary charges as part of regular budget review.

When effort changes:

• If the PI wants to reduce committed effort, sponsor approval may be required –depends on reduction % and award type. Follow UW reduction-in-effort guidance.
• If PI wishes to maintain level of effort but charge salary to a different worktag, use the Shift function in ECC during pre-review.
  • Review the How to complete an effort “shift” in ECC job aid
• Document PI departure/end of project in Workday so ECC routes correctly.

Pre-review: Reconcile ECC before PI certifies

Goal: reconcile ECC statements with Workday data.

Do:

• Familiarize yourself with ECC.
  • Review Department Dashboard Overview.
• Run R1269.1 for Workday data. This report includes PAAs and will soon include retropay.
• Verify Salary over the Cap shown for each grant is at a compliant level.
  • Use ECC SoC Verification Tool.
• Troubleshoot and correct any incorrect charges in Workday (ECC is downstream).

Common problems:

• PAAs charged to incorrect worktags
• Retropay posted to incorrect pay periods with incorrect costing allocations
• Correct all incorrect charges with Payroll Accounting Adjustments (PAAs)

Minimize recertification:

• If the salary distribution on the effort report doesn’t reasonably reflect actual effort, perform a shift in ECC or perform PAAs in Workday before certifying.
  • Review “How to complete an effort “shift” in ECC job aid
  • Review PAA Process Guide (under development)
• Refer to the Processing Payroll Adjustment Reconciliation and Project Payroll Reconciliation Tasks job aid if recertification becomes necessary
• Recertification of effort poses audit risks.

Certification: Remind PIs to certify

Goal: PI certifies all project statements and faculty certify all effort statements by the due date.

Do:

• Remind PI to certify
• Point PI to job aids on how to certify effort and project statement
  • Effort Statement certification job aid
  • Project Statement certification job aid