Handbook of Operating Procedures 7-1010
Effort Certification
Effective February 05, 2008
Executive Sponsor: Vice President for Research
Policy Owner: Associate Vice-President for Research, Director of OSP
The policy of The University of Texas at Austin (University) is to comply with federal guidelines and regulations regarding effort certification of individuals and sponsored projects and to support this policy with detailed procedures to ensure the salaries and wages charged to these sponsored projects are allocable, allowable, consistently treated, and reasonable.
This policy provides information and guidance on effort certification as prescribed by The University of Texas System policy UTS163, "Guidance on Effort Reporting Policies", adopted on July 1, 2006. UTS163 establishes guidelines and processes set forth by the Federal Office of Management and Budget (OMB), 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
The requirements of this HOP policy are based on the University's desire to properly certify effort. The University requires this policy be applied consistently across all sponsored projects whether federally funded or not. Training grants (e.g., the "T" service for NIH) may not require effort and are usually excluded from effort reporting.
Salaries and wages typically comprise a major portion of the direct costs charged to sponsored projects. Reports of certified effort provide auditable documentation that the level of committed effort was met. The primary purpose of effort certification is to certify that the salaries and wages charged or contributed as cost sharing to sponsored projects are appropriately based on percentages of total effort expended. 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards provides the framework for acceptable methods of documenting the effort that employees expended on sponsored projects.
Principal Investigators (PIs) are required to use the University's effort certification system to certify the effort of all persons working on their sponsored projects. Although the PI can authorize Individuals who have direct knowledge of work performed to certify or pre-certify effort on the project, the PI remains ultimately responsible for the accuracy of the certification. Authorization is performed by the PI within the effort certification system . PIs or authorized Individuals must verify the effort, salaries, and wages charged to sponsored agreements every six (6) months.
This policy applies to the effort of all individuals who have salaries or wages paid from sponsored projects and/or have effort committed to sponsored projects.
Cost Sharing:
The mandatory or voluntary commitment of institutional resources contained in the proposal/application and resulting award. The concept of matching is synonymous with cost sharing.
Effort:
The amount of time spent on any activity expressed as a percentage of total institutional activities for which an individual is compensated by the University and includes:
Completed effort certification should reflect all activities conducted under the terms of employment, which typically DOES NOT include:
Note: It is extremely important to understand that effort is not calculated on a 40-hour workweek or any other standard workweek. In addition, total effort must equal 100%. For example, if an individual averages 60 hours per week during the reporting period and spends an average of 15 hours on a sponsored program, that represents 25% effort. The other 45 hours, allocated to other institutional activities, represents 75% effort.
Effort Certification:
A means of confirming that all of the effort committed to a project has been performed, whether paid on the sponsored award account or expended in support of a project (but not paid on the sponsored account). Effort certification is not a verification of the University's payroll system's accuracy. Payroll distribution allocates an individual's salary, whereas effort certification verifies the allocation of an individual's time expressed as a percentage of his/her total institutional activities.
Effort Committed:
The amount of effort proposed in a proposal or other project application that is accepted by a sponsor, regardless of whether salary support is requested in support of the effort.
Individual:
Anyone who has paid effort and/or committed effort on a sponsored program.
Institutional Base Salary (IBS):
The total guaranteed annual compensation an individual receives from the University, whether the individual's time is spent on research, teaching, or other activities. The IBS will be used to compute salaries charged to sponsored programs unless sponsor policies further limit salary charges. IBS includes compensation for instruction, public service, research, and/or other institutional responsibilities. IBS excludes fringe benefit payments; reimbursed expenses; temporary, supplemental compensation for incidental work; income earned outside of duties to the institution; and any portion of compensation deemed to be at-risk. IBS may or may not include additional payment for administrative duties per the written policy of the University.
Total Institutional Activities:
Those activities for which an individual is paid by the University. Common activities include administrative duties, instruction, research, and public service.
https://secure2.compliancebridge.com/utexas/public/getdoc.ph?file=7-1010
CONTACT | DETAILS | WEB |
Office of Sponsored Projects | Email: osp@austin.utexas.edu Phone: 512-471-6424 |
Website: |
Sponsored Projects Awards Administration (SPAA) | Email: effort@austin.utexas.edu |
|
The PI is responsible for ensuring that effort committed on a project is accurate and properly reflected in the effort certification system. The effort certification must be completed within 45 days of notification by SPAA to certify effort. The PI can authorize individuals who have direct knowledge of the work performed to certify or pre-certify effort on the project. The PI is required to monitor the level of effort committed to all projects.
The chair or dean of an academic unit is responsible for determining the balance between the PI's research, teaching, and service. The deans of the colleges are also responsible for setting the minimum and maximum levels a PI can commit to sponsored projects and for providing the Office of Sponsored Projects (OSP) with that information.
If a PI successfully obtains funding for more than the amount authorized by the chair or dean during the academic year or for more than three months of summer salary, a reduction in the effort commitment or in other institutional responsibilities must be effected.
The OSP is responsible for ensuring that a system is in place to assure that the PIs fulfill the requirement for review and certification of salaries, and that the salaries of key personnel charged to sponsored projects correspond to effort expended on those projects, within the appropriate limitations. OSP's responsibilities include
SPAA is responsible for
The vice president for research is the designated responsible party for
The vice president for research has charged the OSP with the responsibility for overseeing commitments management and the performance of effort certification.
All administrators and staff involved with the effort certification process are required to complete the Effort Certification Education Program. In addition, all faculty members who receive external funding for sponsored activities are required to complete the Effort Certification Education Program.
Non-compliance with the this policy may lead to suspension of the PI's research rights and privileges with the University. If the PI does not adhere to the Effort Certification policy, the University has the right to disallow the PI to submit proposals and may inactivate existing accounts in the accounting system. In addition, non-compliance with the policy may also lead to other disciplinary actions in accordance with University policies.
Falsification of effort certification information may lead to criminal charges against the individual who falsely certified the information and against the PI responsible for the award.
None
UTS163 - Guidance on Effort Reporting and Certification Policies
HOP 7-1230 Misconduct in Science and Other Scholarly Activities
2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Last review date: January 21, 2015
Reformatting and editorial changes made.
Next scheduled review: January 2017
Previously HOP 11.B.4