Time and Effort Certification System Definitions FAQs

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What is Institutional Base Salary (IBS)?

The annual compensation rate, as determined by the University, for an employee's appointment ('University effort') devoted toward University-related activities as defined above. Institutional base salary includes both compensation for University-related activities, and compensation from the University Physicians Group (UPG) for clinical activities. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

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How is "Committed Effort" defined?

That part of University effort that is quantified and included in a sponsored program proposal, later awarded, as effort/time to be devoted to the aims of that proposal (e.g., two summer months, 12% time, one half of a year, three person-months, etc.)..

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What is "Cost Shared Effort"?

Any portion of "committed effort" toward a sponsored activity for which a sponsor does not pay salary/benefits, but rather UVa pays the salary/benefits from other sources. Committed cost shared effort expended, being part of one's University effort, must be documented on the effort report.

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How are "Principal Investigators/Project Directors and Key Personnel" defined for the purpose of Time and Effort Certification?

Principal Investigators/Project Directors and 'key personnel' are individuals whose effort is absolutely essential to the success of the proposed activity, either because of their critical leadership position within the proposal (and consequently their intellectual guidance) or because of the uniqueness of the expertise they are contributing relative to the proposed scope of activity. 'Key personnel' may also include research scientists, principal scientists and senior scientists depending on their intellectual contribution to the proposed scope of activity. Typically, replacement of any of these individuals requires approval from the sponsor. Importantly, the status of Principal Investigator/Project Director and 'key personnel' does not necessary imply that they receive salary support from the external sponsor.

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How are "Other Contributing Personnel" defined for the purposes of Time and Effort Certification?

Other individuals are often included in proposals (e.g., graduate students, postdocs, trainees, technical staff, other researchers, etc.) whose service is necessary to complete the proposed scope of activity, but whose intellectual involvement is not uniquely germane to the success of the sponsored activity.

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How is "responsible person" defined for purposes of effort certification?

Normally this is the employee for whom the University effort report has been generated. In the event that the employee/Principal Investigator is unable to certify the effort report, a surrogate using a suitable means of verification of the work performed may certify the report.

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What Constitutes "firsthand knowledge"?

Direct evidence of work performed. One may have this knowledge of work performed by either performing the work or through supervising the individual performing the work.

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What is a "suitable means of verification"?

The process through which one receives assurance that work was performed so as to provide a certification of effort on the periodic effort reports. This process must take into consideration other university records and provide for the documented review of such records in support of work performed. Some examples of these records might include: calendars, teaching schedules, logbooks, or sponsor budgets. Other means of verification may also suffice, including e-mails attesting to effort devoted based upon firsthand knowledge. Oral verification from the employee/Principal Investigator or others fulfilling the role of a responsible person to an administrator will not suffice as a suitable means of verification.

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