Wake Forest University Health Sciences Controllers Office

1
Wake Forest University Health SciencesController
s Office
Effort Certification Information and Instructions
2
(No Transcript)
3
http//infinet.wfubmc.edu/depts/wfuhs_control/Effo
rtCertificationInfo-Administrators-5-19-05.pdf
4
Contacts Systems Development Jim Lineberger
716-5293 Controllers Office Genie
Livengood 716-0620 Kimberley
Hale 713-4303 Meredith Rentz 713-0271
5
Importance of Complete and Accurate Effort
Certifications Several institutions have
received substantial fines related to effort
reporting issues. The Department of Health and
Human Services (DHHS) had performed audits and
have reached settlements with the following
institutions Northwestern University - 5.5M
(2003) Johns Hopkins - 2.6M (2004) East
Carolina University - 2.4M (2004) Harvard/Beth
Israel Deaconess Medical Center - 3.2M (2000
2004) University of Alabama at Birmingham -
3.39M (2005)
6
Q When are effort certifications due? A On
the 15th of January and July all monthly paid
effort certifier's will receive notice that the
effort system is available and that they need to
complete within 30 days. Focus must given to
having all completed within the 30 day due date.
Both active and inactive employees must be
completed.
7
Inactive employee certification

• Inactive employees (on leave or terminated)
  Please print their effort detail, complete the
  effort distribution, and have the Chair or
  appropriate departmental administrator (someone
  with first hand knowledge of effort) to sign.
  Then turn into Controllers Office.

8
Variance Explanations

• Q Once all effort certifications are completed,
  if someone has a variance between paid
  distribution and effort distribution of more than
  5 on a sponsored funding chartfield do I need to
  do anything?
• A Yes, for all individuals with sponsored
  funding Business Managers should provide
  explanations to Controllers Office for why the
  variance is more than 5 /-. Follow up on any
  retro JCRs that need to be completed. Please see
  detailed instructions for Variance Explanations
  on page 13.

9
Due Dates
Variance Explanations are due within 45 days
after the certification period begins. Example Fo
r 07/01/04-12/31/04 certification
period Certification due 02/15/05 Variance
report due 03/01/05 For 01/01/05-06/30/05
certification period Certification due
08/15/05 Variance report due 08/30/05
10
HOW-Online Effort Certification When you select
Effort Certification on the Human Resources Home
page, the preliminary Monthly Effort
Certification page will display
You will need to read the WFUHS guidelines and
policies, which may be accessed on this page in
the Policy Document box. Once you respond Yes
(click the word) to the I have read and
understand these guidelines and policies prompt,
click Next Item to display the initial Effort
Certification page
11

• Select Update Effort Data.
• Your Effort Certification page will display

12
The pre-filled information on your Effort
Certification form represents your salary
distribution (the accounts to which your salary
was charged) for the designated 6 month period.
Please include the percent of Effort for all
categories that apply.
13
The ONLY chartfield data that is automatically
loaded is that which falls under Organized
Research, Sponsored Instruction, or Other
Sponsored Activities. You must identify the
chart field (project/grant) for the time devoted
to any sponsored funding (e.g. Organized
Research, Sponsored Instruction, or Other
Sponsored Activities) for which there is not any
salary distribution. OTHERWISE, a chartfield is
not necessaryonly a percentage of Effort must be
entered where applicable.
14

• Address the Effort Detail
• Modify percentages as needed.
• To add a new field of entry, click .
• To delete a field, click .
• Note You cannot delete any pre-loaded line of
  effort with an effort percent, but you can enter
  0 in the Effort field.

15
Error message
This is just a warning! Please verify that you
have completed your certification correctly. If
correct, click OK and proceed to save. Users
should notify their departmental administration
when this message is received, to verify no
further action is necessary.
16
(No Transcript)
17
System note

• The system does not recognize a change unless you
  TAB out of the field. Also important to note,
  using the scroll wheel on your mouse can change
  fields against your will. And please refrain from
  using your Enter key, which acts as a Save
  command, use the Tab key to navigate through the
  fields of entry.

18

Your percentages must add to 100. When you
have completed your Effort Certification,
navigate to the bottom of the page to submit your
entry
19

• Once you click the Submit button, your entry
  becomes historical, and you will be unable to
  make further changes.
• Any Effort-specific questions should be addressed
  first to your Department Administrator, and then
  to the Controllers Office if necessary.