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(as opposed to: certifying effort on your payroll timesheet)
Both the offices of Human Resources and of Grants and Contracts Administration are working side-by-side all the way.
HR provides the labor allocation, changes info. OGCA provides the compliance, Fed Regs info and the implementation.
BOTH provide the training from their perspective.
To reduce administrative burden, the University of Alaska is moving to an effort certification solution for salaried (exempt) employees to replace the current timesheet-based system. The University began semester-based certification of effort on restricted funds as of Fall 2012 Semester.
2 Code of Federal Regulations 220 says:
J.10.c.(2)(e) For professorial and professional staff, the reports will be prepared each academic term, but no less frequently than every six months. For other employees, unless alternate arrangements are agreed to, the reports will be prepared no less frequently than monthly and will coincide with one or more pay periods.
And because UA applies our regulations consistently, regardless of source of funding, whether you are paid off any fund two source, you must certify effort.
Effort certification for Exempt employees paid from restricted fund support will no longer be tied to the Timesheet – there will be a separate certification form for effort.
The Timesheet is just a Timesheet – it is meant to record exceptions to normal salaried payments. Follow your departmental rules for recording leave (annual leave, sick leave, jury duty, other).
Percent of effort is planned to be certified on a semester-based period of time.
Suggested Certification Payroll Periods and Dates:
Spring: R01-R10Late December to Early May
Summer: R11-R18 Early May to Late August
Fall: R19 – R 26 Late August to Late December
Over the reporting period, it is anticipated that your percent of effort allocated to one or more sponsored projects will fluctuate from week-to-week, or month by month.
Over a greater period of four-ishmonths, the amount paid off one or more awards will even out – to accurately reflect the allowable and approved percent of effort during the project period.
Your last paper Timesheet certification was October 5th for the payroll period ending October 6th.
The next certification document should be presented to Exempt employees during January 2013 and it will be to certify for the timeframe of October 7th – December 15, 2012.
If you have salary exceptions (e.g., jury duty) to report, use the Timesheet. If you do not, you do not have to complete the form.
Even if the certification language has not yet been removed from the old paper timesheet, you are not certifying effort – the new system supersedes the old system.
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