Time and Effort Certification System Certification FAQs

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Who is authorized to certify an effort report?

  1. The employee/Principal Investigator for whom the effort report was created.
  2. A responsible person having firsthand knowledge of the work performed (for example, a co-investigator, division or department head). See definition of "responsible person" and "firsthand knowledge" below.
  3. A responsible person using a suitable means of verification that the work was performed. See definition of "responsible person" and "suitable means of verification" below.
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What is the time frame for certifying an effort report?

Electronic Generation: Forty-five (45) days are allowed for final effort certification by an authorized certifier. This time frame begins from the date of distribution and is inclusive of days the report is in the hands of the Effort Reporting Coordinators (ERC) during their 'Pre-Review' phase.

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How does the certification statement read?

"I certify that, having firsthand knowledge or having used a suitable means of verification, the work was performed toward the above activities and that the certified effort percentages REFLECT A REASONABLE distribution of effort for this period".

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What happens if I do not certify my effort reports?

Non-compliance with this policy and related procedures may result in financial loss to the Institution. Those with roles and responsibilities in the process are responsible in any instances of non-compliance.

The Office of Sponsored Programs will take corrective action toward ensuring that the Time and Effort Certification policy and the related procedures are followed. In the event that an effort report is not certified, corrective actions may include but are not limited to:

  • withholding submission of proposals, other project applications or other documents such as material transfer agreements,
  • training of Principal Investigators/Faculty and staff in the certification process,
  • placing active projects/awards 'on hold', and/or,
  • moving uncertified payroll distributions to non-sponsored accounts.
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How often do effort certifications occur?

School of Medicine (SOM) Faculty Semi-Annually January 1 - June 30
July 1 - December 31
Non-School of Medicine Faculty
Graduate Research Assistants
Academic Calendar January 1 - May 31
June 1 - August 31
September 1 - December 31
Classified and University Staff
Wage Employees
Quarterly (timed to correspond with bi-weekly payroll calendar dates) Roughly
January 1 - March 31
April 1 - June 30
July 1 - September 30
October 1 - December 31
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