{"id":63405,"date":"2026-04-15T11:43:28","date_gmt":"2026-04-15T18:43:28","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=63405"},"modified":"2026-05-26T12:26:06","modified_gmt":"2026-05-26T19:26:06","slug":"manage-effort-reporting","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/manage-effort-reporting\/","title":{"rendered":"Manage Effort Reporting"},"content":{"rendered":"<div  class=\"grid row    \" >\n<div  class=\"col-8\">\n<p>Salaries and wages charged to federal awards must reasonably reflect the work performed and be reported and certified by PIs. At UW, effort reporting and certification occurs in the Employee Compensation Compliance (ECC) system.<\/p>\n<h2><b>On this Page<\/b><\/h2>\n<ul>\n<li><a href=\"#compliance-essentials3\">Compliance essentials<\/a><\/li>\n<li><a href=\"#review-cadence3\">Review cadence<\/a><\/li>\n<li><a href=\"#standard-process3\">Standard process (five steps)<\/a><\/li>\n<li><a href=\"#common-mistakes3\">Common mistakes to avoid<\/a><b><br \/>\n<\/b><\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"compliance-essentials3\"><\/a><\/p>\n<h2><b>Compliance Essentials<\/b><\/h2>\n<p>Effort certification reports are heavily audited by Washington state and federal sponsors. Uncertified salary is disallowed.<\/p>\n<ul>\n<li><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-35\/\">GIM 35-Effort Reporting Policy for Sponsored Agreements<\/a><\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\">Effort Compliance Topics<\/a><\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"review-cadence3\"><\/a><\/p>\n<h2><b>Review Cadence<\/b><\/h2>\n<p><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-reporting-schedule\">Effort reporting follows a specific schedule<\/a>, but generally:<\/p>\n<ul>\n<li>Effort certifications: due every 6 months in ECC<\/li>\n<li>Project statements: due quarterly (every 3 months) in ECC<\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"standard-process3\"><\/a><\/p>\n<h2><b>Standard Process (five steps)\u00a0<\/b><\/h2>\n<div class=\"tab-tour  vertical-tour\" id=\"tabs-tour-container\">\n<div class=\"screen-reader-text\"><\/div>\n<div class=\"row\">\n<div class=\"col-3\">\n<ul class=\"nav flex-column nav-pills\" id=\"tab-tour\" role=\"tablist\" aria-orientation=\"vertical\">\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link active\" type=\"button\" id=\"title-tab-tour-1\" data-toggle=\"tab\" href=\"#tab-tour-1\"  aria-controls=\"tab-tour-1\" aria-selected=\"true\" >1. Award Setup<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-2\" data-toggle=\"tab\" href=\"#tab-tour-2\"  aria-controls=\"tab-tour-2\" aria-selected=\"false\" tabindex=\"-1\">2. Set up Commitments<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-3\" data-toggle=\"tab\" href=\"#tab-tour-3\"  aria-controls=\"tab-tour-3\" aria-selected=\"false\" tabindex=\"-1\">3. Track Salary Charges &amp; Manage Changes<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-4\" data-toggle=\"tab\" href=\"#tab-tour-4\"  aria-controls=\"tab-tour-4\" aria-selected=\"false\" tabindex=\"-1\">4. Pre-review<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-5\" data-toggle=\"tab\" href=\"#tab-tour-5\"  aria-controls=\"tab-tour-5\" aria-selected=\"false\" tabindex=\"-1\">5. PI Certification<\/button><\/li>\n<\/ul>\n<\/div>\n<div class=\"col-9\">\n<div class=\"tab-content\" id=\"tab-content-tab-tour\">\n<div class=\"tab-pane fade show active\" id=\"tab-tour-1\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-1\" tabindex=\"0\">\n<h4><strong>Award setup: Ensure details in Workday are correct<\/strong><\/h4>\n<p><strong>Goal:<\/strong> set up Workday so ECC reports route correctly<\/p>\n<p><strong>Check:<\/strong><\/p>\n<ul>\n<li><strong>PI status in Workday<\/strong> \u2192 determines which PI receives the ECC effort statement to certify.<\/li>\n<li><strong>PI cost center<\/strong> \u2192 determines who receives ECC project statements to certify.<\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-2\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-2\" tabindex=\"0\">\n<h4><strong>Commitments: Set up Workday costing allocations<\/strong><\/h4>\n<p><strong>Goal:<\/strong> accurate salary charges hitting correct worktags<\/p>\n<p><strong>Do:<\/strong><\/p>\n<ul>\n<li>Enter individual costing allocations for each person based on proposal commitments, and\/or the Notice of Award\n<ul>\n<li>Different units have different processes for entering costing allocations, check with your unit administrator<\/li>\n<li>If appropriate, review information about <a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/security-roles\/about-the-costing-allocations-coordinator-role\/\">Costing Allocations Coordinator Role<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>\u00a0If cost share applies:<\/strong><\/p>\n<ul>\n<li>Ensure a cost share award line (worktag) is set up. This must be done by GCA.<\/li>\n<li>Include the cost share grant worktag in payroll allocation so salary charges post to the cost share award line.<\/li>\n<li>Review <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/faculty-cost-share\">Faculty Cost Share<\/a> for further guidance.<\/li>\n<\/ul>\n<p><strong>If Salary Over the Cap (SoC) applies:<\/strong><\/p>\n<ul>\n<li>Confirm award and sponsor requirements.\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/salary-cap\">Common sponsors that apply salary caps<\/a>.<\/li>\n<li><a href=\"https:\/\/wd5.myworkday.com\/uw\/d\/task\/1422$11563.htmld\" target=\"_blank\" rel=\"noopener\">Full list of sponsors with salary caps in ECC<\/a> (Workday report R1606).<\/li>\n<\/ul>\n<\/li>\n<li>Determine appropriate SoC worktag and whether a new one is needed each year.<\/li>\n<li>Use the <a href=\"https:\/\/finance.uw.edu\/pafc\/calculatorstools\">Salary Cap Calculator<\/a> when the investigator has clinical pay AND salary cap. If no clinical pay, Workday autocalculates SoC accurately.<\/li>\n<li>Confirm correct funding sources.<\/li>\n<li>If this is <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/k-awards\">a K-Award<\/a>, the SoC calculator may not work\u2014contact <strong>PAFC<\/strong>.<\/li>\n<\/ul>\n<p><strong>If PI salary increased since proposal, choose one:<\/strong><\/p>\n<ul>\n<li>Allocate less FTE to the award and plan for a <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/shift-effort\">&#8220;shift&#8221; in ECC<\/a>, or<\/li>\n<li>Rebudget (move funds into salary), following sponsor rules.<\/li>\n<\/ul>\n<p><strong>If the award spans multiple units:<\/strong> coordinate with all involved grant managers so salary charges are compliant and effort reports are completed.<\/p>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-3\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-3\" tabindex=\"0\">\n<h4><strong>Ongoing: Track salary charges, manage changes<\/strong><\/h4>\n<p><strong>Goal:<\/strong> keep charges accurate throughout the project.<\/p>\n<p><strong>Do:<\/strong><\/p>\n<ul>\n<li>Refer to <a href=\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/\">Monitor Salary Charges Process Guide<\/a> for actions and best practices<\/li>\n<li>Conduct Payroll Accounting Adjustments (PAAs) to correct incorrect salary charges.\n<ul>\n<li>Refer to the PAA process guide (under development)<\/li>\n<\/ul>\n<\/li>\n<li>Update payroll costing allocations to manage distribution changes.\n<ul>\n<li>Refer to the About the Costing Allocations Coordinator Role<\/li>\n<\/ul>\n<\/li>\n<li>Ensure PI reviews\/approves salary charges as part of regular budget review.<\/li>\n<\/ul>\n<p><strong>When effort changes:<\/strong><\/p>\n<ul>\n<li>If the PI wants to reduce committed effort, sponsor approval may be required &#8211;depends on reduction % and award type. Follow UW <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/reduction-effort\">reduction-in-effort guidance<\/a>.<\/li>\n<li>If PI wishes to maintain level of effort but charge salary to a different worktag, use the Shift function in ECC during pre-review.\n<ul>\n<li>Review the <a href=\"https:\/\/finance.uw.edu\/pafc\/files\/Effort-Reporting\/completing-effort-shifts.pdf\">How to complete an effort \u201cshift\u201d in ECC job aid<\/a><\/li>\n<\/ul>\n<\/li>\n<li>Document PI departure\/end of project in Workday so ECC routes correctly.<\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-4\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-4\" tabindex=\"0\">\n<h4>Pre-review: Reconcile ECC before PI certifies<\/h4>\n<p><strong>Goal:<\/strong> reconcile ECC statements with Workday data.<\/p>\n<p><strong>Do:<\/strong><\/p>\n<ul>\n<li>Familiarize yourself with ECC.\n<ul>\n<li>Review <a href=\"\/finance.uw.edu\/pafc\/sites\/default\/files\/Effort-Reporting\/Department%20Dashboard%20User%20guide.pdf\">Department Dashboard Overview<\/a>.<\/li>\n<\/ul>\n<\/li>\n<li>Run R1269.1 for Workday data. This report includes PAAs and will soon include retropay.<\/li>\n<li>Verify Salary over the Cap shown for each grant is at a compliant level.\n<ul>\n<li>Use <a href=\"https:\/\/finance.uw.edu\/pafc\/files\/Effort-Reporting\/soc-vertification-tool-job-aid.docx\">ECC SoC Verification Tool<\/a>.<\/li>\n<\/ul>\n<\/li>\n<li>Troubleshoot and correct any incorrect charges in Workday (ECC is downstream).<\/li>\n<\/ul>\n<p><strong>Common problems:<\/strong><\/p>\n<ul>\n<li>PAAs charged to incorrect worktags<\/li>\n<li>Retropay posted to incorrect pay periods with incorrect costing allocations<\/li>\n<li>Correct all incorrect charges with Payroll Accounting Adjustments (PAAs)<\/li>\n<\/ul>\n<p><strong>Minimize recertification:<\/strong><\/p>\n<ul>\n<li>If the salary distribution on the effort report doesn\u2019t reasonably reflect actual effort, perform a shift in ECC or perform PAAs in Workday before certifying.\n<ul>\n<li>Review <a href=\"https:\/\/finance.uw.edu\/pafc\/files\/Effort-Reporting\/completing-effort-shifts.pdf\">\u201cHow to complete an effort \u201cshift\u201d in ECC job aid<\/a><\/li>\n<li>Review PAA Process Guide (under development)<\/li>\n<\/ul>\n<\/li>\n<li>Refer to the <a href=\"https:\/\/finance.uw.edu\/pafc\/files\/Effort-Reporting\/processing-payroll-adjustment-reconciliation-par.pdf\">Processing Payroll Adjustment Reconciliation and Project Payroll Reconciliation Tasks job aid<\/a> if recertification becomes necessary<\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/recertification-effort\">Recertification of effort<\/a> poses audit risks.<\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-5\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-5\" tabindex=\"0\">\n<h4><strong>Certification: Remind PIs to certify<\/strong><\/h4>\n<p><strong>Goal:<\/strong> PI certifies all project statements and faculty certify all effort statements by the due date.<\/p>\n<p><strong>Do:<\/strong><\/p>\n<ul>\n<li>Remind PI to certify<\/li>\n<li>Point PI to job aids on how to certify effort and project statement\n<ul>\n<li>Effort Statement certification <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-reporting-systemprocesses\/how-certify-statements#effort\">job aid<\/a><\/li>\n<li>Project Statement certification <a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-reporting-systemprocesses\/how-certify-statements#project\">job aid<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<hr \/>\n<p><a name=\"common-mistakes3\"><\/a><\/p>\n<h2><b>Common Mistakes to Avoid<\/b><\/h2>\n<ul>\n<li>PAAs charged to the wrong worktag \u2192 reconcile and review worktags on a regular basis; use R1269.1 or other Workday reports to identify errors.<\/li>\n<li>SoC charged to the wrong worktag \u2192 confirm SoC setup early; validate funding sources.<\/li>\n<li>Retropay can cause errors in pay periods and costing allocations, and also result in apparent discrepancies between ECC and Workday \u2192 run Workday reports such as R0100.2 and R1269.1 to identify retropayments. Correct pay periods and costing allocations as needed with a PAA.<\/li>\n<li>Costing allocations not managed proactively \u2192 review monthly; update promptly when staffing\/effort changes.<\/li>\n<li>PIs don\u2019t certify \u2192 follow escalation timelines; delays can lead to funding impacts.<\/li>\n<\/ul>\n<\/div>\n<div  class=\"col-4\">\n<div  class=\"card text-left no-image lightgold \" style=\"width:100%\">\n<div class=\"card-body\">\n<h2 class=\"card-title mb-0\">Resources on this Page<\/h2>\n<div class=\"udub-slant-divider\"><span><\/span><\/div>\n<div class=\"card-content\">\n<h4><strong>Reports\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Access requires login with UW credentials, and login to VPN if off campus<\/span><\/p>\n<ul>\n<li><a href=\"https:\/\/biportal.uw.edu\/details\/cee80013-0f73-4120-a6f5-ff65aabad549\">R1269.1 Find Salary Journal Lines with Worker Details<\/a> &#8211; includes PAAs<\/li>\n<li><a href=\"https:\/\/biportal.uw.edu\/details\/1b68136df25201aa92aa07893663646b\">R0100.2 Earnings and Actuals \u2013 Prompt for Worker<\/a> &#8211; includes retropay<\/li>\n<\/ul>\n<h4><strong>Policies\u00a0<\/strong><\/h4>\n<ul>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n<ul>\n<li><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-35\/\">GIM 35 Effort Reporting Policy for Sponsored Agreements<\/a><\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\">Effort Compliance Topics<\/a><\/li>\n<\/ul>\n<h4><b>Related Training &amp; Tools<\/b><\/h4>\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/job-aids-and-tools\/ecc-job-aids-and-user-guides\">ECC job aids and user guides<\/a><\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/job-aids-and-tools\/calculatorstools\">ECC calculators\/tools<\/a><\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/office-hours\">Effort Reporting Office Hours<\/a><\/li>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-reporting-systemprocesses\/known-issues\">ECC system status and known issues<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>&nbsp;<\/p>\n","protected":false},"author":144,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-no-image.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-63405","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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