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Accounting 101 Module IV Class II : Effort Reporting

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Case Studies. Questions/Answers. Conclusion. What is Effort? ... Case Study 3. PI over NIH Salary Cap works on. 10% Teaching Commitment ... – PowerPoint PPT presentation

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Title: Accounting 101 Module IV Class II : Effort Reporting


1
Accounting 101 Module IV Class II Effort
Reporting
2
Purpose
  • This session is designed to explain why MCG has a
    Time and Effort System and how the system works

3
Objectives
  • 1. Understand what Effort is and why it is
    tracked
  • 2. Understand the roles and responsibilities
    involved with Effort Reporting
  • 3. Understand how the Time and Effort System
    works

4
Agenda
  • What is Effort
  • Why MCG has an Effort System
  • Who is involved
  • When is it certified
  • How is it certified
  • Case Studies
  • Questions/Answers
  • Conclusion

5
What is Effort?
  • The amount of time spent on professional
    activities (Instruction, Research, Patient Care,
    Administration, etc) for which MCG compensates
    the individual
  • Expressed as a percentage of total appointment

6
Committed Effort
  • The amount of Effort the PI/Employee has told the
    sponsoring agency they will commit to the project
  • i.e. - The amount of effort noted in the proposal
  • DSPA and the granting agencies expect this
    commitment level (within reasonable variations)
  • Prior approval from granting agency is required
    in some instances for changes of effort

7
Companion CFCs for
  • Cost Share
  • Over the Cap

8
Why MCG has a Time and Effort System.
  • As referenced in MCGs Time and Effort Policy
  • (http//www.mcg.edu/Policies/pdf/7004.pdf)
  • OMB Circular A-21, Section J.10 (Compensation for
    Personal Services) requires
  • after-the-fact confirmation of personnel costs
    charged to sponsored agreement
  • the system be incorporated into the official
    records of the institution
  • certification which encompasses all employee
    activities on an integrated basis (i.e., 100 of
    effort)
  • certification to be performed by an individual
    with knowledge of all of the employees
    activities

9
IT IS THE LAW
10
  • Effort Reporting verifies actual effort performed
    matches salary distribution for noted time period

11
Who is Required to Submit?
  • ALL Faculty Members
  • Any MCG employee who devotes effort to sponsored
    activities

12
Who Should Sign the Reports?
  • The Employee, PI, or other official with first
    hand knowledge of all of the employees effort
  • Recommended that Employee signs his or her own
    report

13
Timing of Effort
  • Required Monthly by MCGs Time Effort Reporting
    Policy
  • System is populated by the 3rd business day of
    the month
  • Email sent to users giving a submission deadline
    of 10 business days

14
What DSPA Does
  • Gives access to the system
  • Populates system/Notifies users
  • Reviews Exceptions
  • Processes changes into Journal form
  • Closes out previous months
  • Assist users

15
What the Department Should Do
  • Run Preliminary Reports
  • Distribute to Faculty/Employees
  • Input data into Effort System when returned by
    the Faculty/Employees
  • Print Submitted or Final Forms
  • Keep certified forms on file
  • Run Missing Report to verify all required forms
    have been submitted

16
What the PIs/Employees Should Do
  • Review Preliminary Forms to verify effort
    distribution
  • Make note of the corrected distribution if needed
  • Certify that the distribution shown matches
    actual effort expended
  • Return to the department timely

17
Where is the Effort System?
  • http//webapp.mcg.edu7777/PROD/Ctweb.login

18
Effort System Login
19
Effort System Menu
User Name
20
Structure of Effort Report
  • Part 1
  • - Sponsored Activities
  • Part 2
  • - Non-Sponsored Activities
  • Part 3 (Faculty)
  • - Mission Based Management

21
Employee Name/Employee ID, Position/Position ,
Department Name/Department Number
A
B
C
99999999
Medical College of Georgia
100
A
B
C
22
Adding a CFC
23
Part 3
  • Auto-Populated Fields
  • - Sponsored Organized Research
  • Sponsored Education/Instruction
  • Sponsored/Contract Public Service

24
Part 3 (Contd)
  • Faculty Populated Fields
  • Departmental/Unfunded Research
  • Teaching
  • Fee-for-Service/Patient Care
  • Other Institutional Activities
  • Departmental Administration
  • Patient Care w/ Learners Present

25
Status Report
  • P Processed/Submitted with no changes
  • E Processed/Submitted with changes
    (Exceptions)
  • A Exceptions have been approved
  • C Exceptions have been pulled into a Journal
    Entry
  • W or R between A and C
  • Blank not submitted

26
Quiz Time!!
27
Case Study 1
  • PI works on
  • Merck Study 1 day/week
  • Federal Study 2 days/week
  • Other Teaching/Clinical Activities 2 days/week

MERCK99999 20 NIH99999 40 Dept/Non-Sponsor
ed 40
28
Case Study 2
  • PI works on
  • Federal Study 2 days/week
  • Federal Flow-Thru Study 2 days/week (only ½
    committed salary requested from sponsor)
  • Clinical Activities 1 day/week

NIH99999 40 SUBU99999 20 SUBU99999CS 20
Dept/Non-Sponsored 20
29
Case Study 3
  • PI over NIH Salary Cap works on
  • 10 Teaching Commitment
  • 2 NIH Awards Effort split equally

NIH99999 40 NIH99999CAP
5 NIH88888 40 NIH88888CAP
5 Dept/Non-Sponsored 10
30
Case Study 4
  • Lab Tech works on 20 tests
  • 10 Abbot Study
  • 5 NIH
  • 5 Departmental Research

ABBOT99999 50 NIH99999 25 RBA/RIA/Dept/No
nSP 25
31
Effort has been reviewed and certified by the
employee and/or PI. Submitted Effort matches what
was certified. Can you change what was submitted??
  • NO
  • in 99 of situations

32
Risks Involving Effort Reporting
  • Northwestern University, 2003 (5.5 million)
  • Johns Hopkins University, 2004 (2.6 million)
  • Harvard University, 2004 (2.4 million)
  • University of Alabama at Birmingham, 2005 (3.4
    million)
  • Florida International University, 2005 (11.5
    million)
  • Weill Medical College (Cornell), 2005 (4.4
    million)
  • Mayo Clinic, 2005 (6.5 million)

33
No Federal Funding??
  • Effort Reporting is still required due to
  • Consistency requirements from A-21
  • Maintaining the integrity of the Effort System
  • Complying with MCG Policies and Procedures

34
Remember
  • Employees report effort based on how they
    actually worked
  • Effort always equals 100
  • 20 hours or 80 hours a week still 100
  • Parts 1 2 total 100 Part 3 totals 100
  • Effort distribution submitted matches effort
    distribution certified
  • Deadlines ARE important

35
EFFORTISIMPORTANT
36
NEW TO THE SYSTEM
  • Complete CFC
  • Committed Effort on Projects

37
Questions/Answers
38
Conclusion
  • This concludes Module IV Class II
  • Effort Reporting
  • If you have any questions, comments or problems
    with PeopleSoft Financials, please use the
    Functional Service Request (CRT). The link is
    found on the MCG PeopleSoft web page
    http//www.mcg.edu/peoplesoft. Click the
    Functional Service Request (CRT) link on the left
    of the page. Or the direct link is
    http//www.mcg.edu/peoplesoft/crt.
  • Thank you
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