Contracts and Grants Accounting

EFFORT REPORTING SYSTEM ROLES

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RolesAuthorized Activities
Effort Report Coordinator (ERC)

The department’s representative for coordinating the effort report certification process.

A back-up for this role is required.

See a list of Effort Reporting Coordinators.

  • Access ERS
  • Receive notification from CGA
  • Announces availability of reports to Unit
  • Track completion of certification
  • Follow-up on incomplete or late effort reports
  • Serve as subject matter expert for Unit’s Reviewers, Self-Certifiers, PIs, and Other Designated Certifiers
  • Point of contact for CGA
  • Cannot edit or certify reports
Reviewer

The department’s post-award administrators (often the Fund Managers/Research Administrators).

A back-up for this role is required.

NOTE: ERS Reviewer’s responsibilities differ from BFS Reviewer’s role

  • Access ERS - Unit Manager determines level of access (L4 or L5)
  • Review effort reports before or after certification
  • Edit effort reports (only before report is certified)
  • Add comments
  • Coordinates any necessary payroll expense transfers
  • Cannot certify reports
Viewer –  (optional)

Unit personnel who require access to view reports (often MSO or Financial Manager). Also available to auditors.

  • Access ERS (optional access to payroll detail)
  • Receive notification from CGA
  • View effort reports before or after certification
  • Cannot edit or certify reports
Certifier

Primary Principal Investigators (PIs), as designated in BFS, are automatically designated as “Certifier” for his/her report and that of his/her staff paid on his/her fund(s). If PI has first-hand knowledge of the work performed by his/her staff, PI should certify reports.

Self-Certifiers automatically have access to his/her own report. Self-Certifiers should only certify his/her own report if he/she has first-hand knowledge of work performed and the benefiting federally sponsored project(s).

Other Designated Certifiers require special access privileges by CGA. Other Designated Certifiers are individuals other than the PI and Self Certifiers who have first hand knowledge of work performed and the benefiting federally sponsored project(s) (e.g., lab manager).

The Department's business practice of certification should be documented, maintained on file, and available to auditors upon request.

  • Access ERS
  • Review effort reports before or after certification
  • Edit effort reports
  • Add comments
  • Certify effort reports

ERS Oversight Roles/Responsibilities

RolesResponsibility
Contracts and Grants Accounting (CGA)
  • Establish campuswide effort reporting roles, responsibilities and certification process
  • Provide ERS training and support
  • Monitor the effort reporting process and track completion of certification
  • Follow up with department faculty and staff on incomplete or late effort reports
Internal Audit Monitor and review the effort reporting process for compliance with campus, university and federal policies and regulations
Deans/Chairs/Directors Ensure departments’ compliance with effort reporting regulations. Follow up on non-compliance issues and impose consequences, if necessary.
VC Research/EVCP Ensure campuswide compliance with effort reporting regulations.  Follow-up on non-compliance issues and impose consequences, if necessary.