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.

ECC Statement Pre-review

Goal: make adjustments or changes to ECC statements to reconcile with Workday data.

Do:

• Familiarize yourself with ECC.
• Run report: Find Salary Journal Lines with Worker Details (BI Portal)
  • This report replicates the R1269.1 report but does not depend on Workday security roles and correctly displays the Earned Period End Date Retro Pay transactions.
  • Users can search by employee name or grant worktag. The report returns journal lines with worker data from Payroll Accounting Adjustment and Payroll Actual Accrual journal sources, limited to salary and wage ledger accounts.
• 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 (PAAs) in Workday (ECC is downstream).
• Make adjustments or changes to statement if necessary (funding shift)
• Leave comments and attachments on the statement to help document unique/uncommon circumstances.

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