ࡱ> VXU!` bjbj\\ 4,>>RRR8, vvv@BBBBBB$h5 $fv66@vvf`{   vX@ v@    ;R| \0 Y!J^Y! Y! vv vvvvvffdvvvvvvvN N   UAMS ADMINISTRATIVE GUIDE NUMBER: 8.3.13 DATE: 07/07/2004 REVISION: 1/05/2005 PAGE: 1 of 2 SECTION: FINANCE DEPARTMENT AREA: RESTRICTED FUNDS ACCOUNTINGSUBJECT: EFFORT CERTIFICATION  PURPOSE The purpose of this policy is to make UAMS departments aware of the definitions of 100% effort and institutional base salary, and the procedures involved in capturing planned and actual effort of UAMS personnel for compliance with requirements of external agencies and internal entities. POLICY UAMS employees perform many tasks within their everyday workload. The culmination of UAMS effort spent on these various tasks is defined as 100% of their UAMS effort. NOTE: 100% effort does not equate to any set number of hours, e.g. 40 or 50 hours per week; it equates to the totality of University-compensated effort. 100% effort includes teaching, research, public service, administrative and other University-related activities. Faculty members are not paid by the University for VA appointments or for personal time devoted to external consulting. Therefore, the effort contributed to these activities is excluded from both the employees UAMS effort and UAMS effort reporting. Effort devoted to the VA is addressed through a written Memorandum of Understanding (MOU) between UAMS and the VA. The University must be able to distribute the UAMS effort to various defined functions for University-related tasks. The personnel expense associated with this 100% effort must also be distributed. Each employee has an institutional base salary that supports the 100% effort. UAMS defines this institutional base salary to be the guaranteed salary paid to the employee in 1/12th increments for the 12 months which comprise a fiscal year. Federal regulations in OMB Circular A-21 require certifications of the effort and correlating expenses recorded on federally funded grants. This certification is accomplished through the use of the UAMS effort reporting process. The process allows the employee to certify the effort spent on grants and to allocate the remaining effort to various University functions such as research, instruction, clinical practice, administration and other activities. The certification process allows the departments to verify that the planned effort charged to a grant matches the effort confirmed by the employee. Planned effort is defined as the percentage of the institutional base salary charged to a project through the cost distribution in the payroll system; whereas, confirmed effort is the effort certified by the employee. If planned effort and confirmed effort do not match, the department must make payroll adjustments to charge the grant for the appropriate expense associated with the confirmed effort. Effort certifications will be completed twice annually, for the six month period July-December, and also for the six month period January-June. Effort certifications must be signed by the  UAMS ADMINISTRATIVE GUIDE NUMBER: 8.3.13 DATE: 07/07/2004 REVISION: 1/05/2005 PAGE: 2 of 2 employee, or in rare instances, by someone having specific knowledge of that employees effort distribution for the respective period. Signatories other than the employee must provide written documentation that explains why the employee was unable to sign his/her own certification, and also explains under what circumstances the individual was able to obtain knowledge of the employees effort distribution. Fully completed and signed effort certifications should be submitted to the Grants Accounting Office. Once a certification has been completed and submitted, there should be no payroll adjustments made that would conflict with the salary distributions certified. Any retroactive adjustment, whether done through the retroactive payroll process, or through an Amended Payroll Certification (APC) form, should not be performed after effort certification has been completed. Changes to certified effort must be requested in writing by the employee whose effort is being changed or by someone having specific knowledge of that employees effort distribution. The request must justify the change and include an explanation of why the original certification was incorrect. Any approved retroactive payroll adjustments will require that a revised effort certification be completed. The entire effort certification process is explained in the Grants Administration Procedure Manual. The certified effort distributions are used to support financial and programmatic information submitted to federal, state, accreditation agencies and other internal entities.       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