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Office of Management and Budget
Circular
A-21 requires that the allocation of salaries and wages to sponsored
projects and other cost objectives (instruction, departmental administration,
etc.) be supported by appropriate documentation, including an after
the fact confirmation of activity. An effort reporting system that meets
these requirements must be based on the following standards:
- A system which incorporates the budgeted workload into the
official records of the institution.
- The system will encompass all activities on an integrated
basis.
- The system will reasonably reflect the workload of an employee.
- The system will account for 100% of the workload for which
the employee is compensated by the University
- The system will provide for modification of salary distribution
when a significant change in workload occurs.
- At least annually a signed statement will be collected, certifying
that the salaries and wages charged to sponsored projects are reasonable
in relation to work performed.
The Effort Reporting System at the University of Chicago is based upon
four basic steps for departments:
- to the extent that it is possible, set up an (accurate) initial
plan for the fiscal year using the Multiple Action Form (MAF), or
Personnel Action Form (PAF) to charge FAS Accounts;
- monitor effort and payroll distributions against sponsored projects
using existing reports as well as reports unique to the Effort Reporting
System;
- use those reports to make timely changes in payroll distributions
via the PAF for future charges, and via Form UPP103 for charges that
have already occurred; and
- collect signed effort certifications, and return them to our department
by the predetermined deadline.
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