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Effort Certification 2012 The Trimester System. (as opposed to: certifying effort on your payroll timesheet). Why so Quick??.

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Effort certification 2012 the trimester system

Effort Certification 2012The Trimester System

(as opposed to: certifying effort on your payroll timesheet)

Why so quick
Why so Quick??

  • This project has been accelerated because Web Time Entry for Exempt faculty and staff members is set to pilot in the 4th quarter 2012 and be adopted in the 1st quarter 2013. The research area does not want to train everyone on using the web-time entry solution if it is not going to be the long-term solution for certification.


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.

Effort certification
Effort Certification

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.

Federal regulation
Federal Regulation

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.

What are the changes
What Are the Changes?

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).

How will it work
How Will It Work?

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

Really how will it work
Really… How will it work?

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.

When do i certify next
When do I Certify Next?

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.

What do i do over the next three months
What do I do over the next three months?

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.

Maintaining accuracy
Maintaining Accuracy

  • Work with your department PPA and grant tech(s) to keep your percent allocation on sponsored awards up-to-date.

  • Your PPA will be able to make changes to how your labor is allocated if your work on a grant changes during the effort period. Discuss the changes as soon as they happen so your grant effort certification statement will be accurate.

Positive outcome
Positive Outcome…

  • Reduction of administrative burden for the Exempt employee (PI, co-PI, etc.)

  • Reduced number of labor reallocations (instead of every two weeks, may happen three times a year)

  • Reduced number of cost transfers – certifications are meant to be corrected or affirmed when presented – and they become irrevocable.

Paperless job processing pjp for labor changes
Paperless Job Processing (PJP- For Labor Changes

  • Via UaOnline

  • Changes default labor distribution charges for employees with existing assignments

  • Applied automatically to banner nightly

  • Email communications forwarded to appropriate participants


  • From Employee Tab in UaOnline

If you see this you have access

Need access
Need Access

  • Security

    • http://www.uaf.edu/files/uafhr/HR-Access-Request-Form-Rev-3-2012.pdf

    • Request “HR_EPAF_CLS” and “HRV_EPAF_CLS”


  • Complete instructions:

    • http://www.alaska.edu/files/hr/lbrchg_originator_guidelines.pdf

  • Quick reference instructions:

    • http://www.alaska.edu/files/hr/lbrchg_quick_reference.pdf


  • Complete resource page:


Resources at ua
Resources at UA

  • The site for the project is


  • The FAQ site is at


    Ask often, ask early – your questions will help populate the FAQs.