Time and Effort Certification System Roles and Responsibilities FAQs

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What are the roles of School/Department Effort Reporting Coordinators (ERC) and Alternates?

These individuals act in support and administrative roles in regards to the time and effort certification practices of the institution. Their responsibilities include: understanding the principles and practices surrounding time and effort certification, establishing effective processes in their areas to assist with these practices; reviewing effort reports for completeness and accuracy based upon knowledge of budgets, commitments of effort and payroll scheduling; assisting and guiding Certifiers/Faculty in the process and coordinating necessary adjustments in payroll in support of the periodic effort certifications.

System functionality for persons named in these roles includes:
  • Adding a new line (Award/Project) in the report details in Section I
  • Adding a Service Code in Section III (Clinical Faculty)
  • Sending the report to the Certifier
  • Sending the report to the Designee
  • Reassigning reports to another Effort Reporting Coordinator or alternate(s)
  • Reassigning the Certifier for an effort report

These persons normally cannot certify effort reports as they do not meet the criteria of having firsthand knowledge of work performed toward specific activities. In certain circumstances, these persons may be the responsible supervisor for an employee being supported from sponsored activities. In these circumstances and in the absence of the named Certifier/PI on the effort report, certifications by these persons may be acceptable.

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What are the roles of the Certifiers/Principal Investigators (PI)?

These individuals are responsible for performing required reviews and certifications of the periodic time and effort reports based upon their firsthand knowledge or by having used a suitable means of verification of work performed toward specific activities. In addition to their primary responsibility of accurate and timely certification, these persons should also:

  • Understand the principles, policy and procedures related to accurate and timely certification of effort reports
  • Ensure that all committed effort obligations are accurately reflected on their effort reports
  • Ensure that his/her own effort and that of other individuals working on sponsored activities under their direction is certified accurately and in a timely manner
  • Comply with Sponsor requirements regarding any significant reductions (normally >25%) in effort commitments on funded sponsored activities
  • React to and correct any inaccuracies or omissions on the distributed effort reports to accurately reflect effort commitments toward sponsored activities
  • Identify and communicate to the School/Department Effort Reporting Coordinator situations where the certified effort percentage on any sponsored activity is less than the corresponding payroll percentage
  • Respond to any questions posed by reviewers regarding the certification of their effort and of those working for them on sponsored activities
System functionality for persons named in this role includes:
  • Adding a new line (Award/Project) in the report details in Section I
  • Adding a Service Code in Section III (Clinical Faculty)
  • Requesting assistance from the Effort Reporting Coordinator
  • Saving the certification values/report without officially certifying
  • Certifying the effort report

The Same functionality exists for the Designee role (See below).

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What is the role of the Designee?

These individuals provide critical oversight roles related to time and effort institutional practices for their specific organizations. In addition to this general oversight and an understanding of the principles, policy and procedures, Designees are responsible for taking corrective action when notified of outstanding effort reports.

Corrective action and requests for assistance in instances of outstanding effort reports do not necessarily require the Designee to actually certify the report(s) in question, but instead facilitate the certification of the outstanding report. If in their role, a Designee can comfortably certify the outstanding report(s) given firsthand knowledge of the work performed or having used a suitable means to obtain this knowledge, these individuals do have the authority to perform certifications on behalf of the named employee.

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