effort certification in the kuali financial system office of research administration indiana...
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Effort Certification in the Kuali Financial System
Office of Research AdministrationIndiana University509 E. 3rd Street
Bloomington, IN 47401-3654
January 2015
Why and How of Effort Certification Effort Management and Certification KFS Highlights
Project Director and Fiscal Officer Routing Federal Effort Reports Why and How of Effort Certification
Cost Share Subaccounts NIH Salary Cap Frequently Asked Questions
Why we Certify Effort
Uniform Guidance
Effective December 26, 2014
No changes to the current effort certification process at Indiana University for Fiscal Year 2015.
IU Policy – Effort Certification Documents Employees with regular pay Effort certification documents are issued to certify
effort
How we Certify Effort“After the Fact” effort certification
Payroll data is gathered from the Kuali Financial System (KFS) labor ledger on a periodic basis to determine 100% of each employee’s regular compensation, (i.e. Institutional Base Salary)
The KFS Labor Ledger reflects the specific buckets to which labor was allocated. These entries will not reflect the General Ledger entries if salary has been reallocated.
The Labor Ledger Effort A21 View (Example:M01 – Monthly Fall)
The Labor Ledger General Ledger View (Example:M01 – Monthly Fall)
Sometimes the GL and Effort Labor Ledger Match…
Effort Labor Ledger
General Ledger
Sometimes they don’t…
Effort Labor Ledger
General Ledger
Labor Ledger data is compiled and distributed through the Effort Certification Documents in the KFS
Only employees with pay on federal or federal pass through accounts
100% of Institutional Base Salary is reported
Salary transfer generation is stopped and all en route salary transfers are auto-disapproved prior to effort report distribution
If changes have been made to an effort document, upon final approval an auto-generated salary transfer is completed
Effort Report Generation
30 Days Prior to salary
transfer deadline
Effort Certification Deadline – Documents
disapproved and all federal effort
administratively removed
End of Effort Period
Notification: 30-day notice of Salary Transfer Deadline and Effort Report Generation
15-day reminder of Salary Transfer Deadline and Effort Report Generation
Spring Period A02 – (Jan-May)B02 – (Jan-Jun)M02 (Jan-Jun)Period cut-off June 30th Salary Transfer Cutoff July 31st
Effort Communication Timeline
15 Days Prior to salary
transfer deadline
Salary Transfer Deadline (reminder of Pay Obj Codes)
Effort Report Generation: Notification sent regarding generation and certification deadline
30 Days Prior to Certification Deadline – Notification of deadline sent
Weekly follow up within last 30 days of effort certification deadline
30 Days after effort report generation
60 Days after effort report generation
Summer Period A03 – (May - Aug)
Period cut-off August 31st Salary Transfer Cutoff September 30th
Fall Period A01 – (Aug - Dec)B01 – (Jul-Dec)M01 - (Jul-Dec)Period cut-off Dec 31st Salary Transfer Cutoff Jan 31st
Report Prep
Process
Effort Reporting Periods
Effort Reporting Periods
Effort Reporting Periods
Effort ManagementEffort Management should be conducted throughout the effort period
Monthly Account ReconciliationIU Policy - FIN-ACC-I-1 - Role of Fiscal Officer, Account Manager and Account
Supervisor
Communication
Effort Certification Documents are intended to certify payroll on all Federal and Fed Pass-Through sponsored projects
Effort documents should only be modified when errors in effort allocations are discovered
Financial Reports
All costs should be booked to accounts before account expiration
All costs MUST be booked to accounts before the final report is sent
Final Financial Reports will be sent even if effort reports are not approved
Account Close
Effort should not be reallocated after account expiration
Importance of Effort Management
The Policy
All Reports Certified within 60 Days past issuance
The Consequence
All effort will be removed from federal and federal pass
through projects
Effort Certification Deadline
Effort Recertification
Effort RecertificationOffice of Research Administration Cost Exception Committee
Only on an Exception Basis
Move effort to Federal Cost Reimbursable project
Recertifications requested after account expiration
We look for an “audit proof” justification
What should your justifications include?
What do you know now that you didn’t know when the original effort was applied?
How was the incorrect effort distribution determined?
What is being done to prevent similar occurrences in the future?
How did the effort being allocated benefit the project?
Focus on monthly account reconciliation to avoid the need for effort changes.
Justifying Changes on Effort Certification Documents
The KFS Effort
Certification Documents
ACTION LIST EXAMPLE
KFS Effort Document Fiscal Officer View
KFS Effort Document Project Director View
Document Routing
Cost share sub-accounts are entered on a separate
line to allow users to identify the departmental
source accounts.
Expense subaccounts are aggregated to report at the main account.
Effort is managed at the account level for effort reporting.
Subaccounts on Effort Reports
Example of Expense Sub account
KFS Labor Ledger View
Cost Share Subaccounts on Effort Reports
The NIH limits the amount of salary which may be reimbursed to universities for salaries charged to DHHS projects. In recent years, the salary limitation has been tied to the federal government’s Executive Level II salary rate.
NIH Salary Cap
Frequently Asked Questions
How do I modify small dollar amounts without changing the effort percentage?
Account PI vs. Award PI
What if a Fiscal Officer or PI leave the University?
Ad Hoc Routing
How do I modify small dollar amounts without changing the effort percentage?
When the Integer Percentage does not match the Derived Percentage, effort modifications may require an additional adjustment to salary dollars.
How do I modify small dollar amounts without changing the effort percentage?
1. Decrease Line 1 under Federal and Federal Pass Through Accounts to match the 2% reduction in effort. ($119.34)
2. Click “Save”3. Increase Line 1 under Other Sponsored and Non-Sponsored Accounts to
match the 2% increase in effort. ($95.91)4. Click “Save”
How do I modify small dollar amounts without changing the effort percentage?
The Account PI and Effort Document Routing
The Account PI and Effort Document Routing
Routing Issue Being Addressed
If a Project Director makes an edit on an effort document following the Fiscal Officer approval, the document currently will not route back to
the Fiscal Officer.
When the document is finalized, the auto generated salary transfer will route an FYI to
notify the Fiscal Officer of the adjustment.
Approvers No Longer at IU
Update accounts for new responsibilities
Request an update of both Award and Account PI
If an effort report is in routing to a terminated employee, contact Tim Burris at [email protected] or Rayna Amerine at [email protected]
Ad Hoc Routing: Rules and Constraints
Effort documents may be routed for: Approval Acknowledgement FYI
No changes are allowed
With ad hoc routing, the document routing progression stops
Effort Reports are only generated if effort is on federal or federal pass through accounts
Manage effort activity regularly (at least monthly)
Effort Recertifications are Exception Only (Audit Proof Justification)
Salary transfers are generated when effort documents are changed. The ST will lump sum post to the last fiscal period of the Effort period.
Effort Certification Points to Remember
Documents may only be modified from the Action List
Cost Share subaccounts are reported on a separate line on effort reports
Effort Recertifications are Exception Only
Expense subaccounts roll up to the main account
Effort Certification Points to Remember
IU Policy link: policies.iu.edu/policies/categories/research/Sponsored-Programs-Administration/Effort_Certification_under_OMB_%20A21.shtml
Role of Fiscal Officer, Account Manager and Account Supervisor: FIN-ACC-I-1-role-of-fiscal-officer-account-manager-and-account-supervisor.shtml
Effort Certification on the ORA Web: researchadmin.iu.edu/GrantContract/gc-gfo/gfo_effort.html
KFS Effort Certification Training and Guidance for KFS A21 Effort PresentationKFS A21 Effort Certification – Guidance for Document Routing and
ApprovalSearch for A21 Effort Documents in KFS
http://www.researchadmin.iu.edu/GrantContract/gc-gfo/gfo_effort.html
Questions & Additional Assistance
Tim BurrisFinancial Compliance ManagerOffice of Research AdministrationIndiana University509 E. 3rd St.Bloomington, IN 47401-3654
Phone: (812) 855-0185Email: [email protected]
Rayna AmerineFinancial Compliance AssociateOffice of Research AdministrationIndiana University509 E. 3rd St.Bloomington, IN 47401-3654
Phone: (812) 855-1516Email: [email protected]