Title: Accounting 101 Module IV Class II : Effort Reporting
1Accounting 101 Module IV Class II Effort
Reporting
2Purpose
- This session is designed to explain why MCG has a
Time and Effort System and how the system works
3Objectives
- 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
4Agenda
- 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
5What 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
6Committed 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
7Companion CFCs for
8Why 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
9IT IS THE LAW
10- Effort Reporting verifies actual effort performed
matches salary distribution for noted time period
11Who is Required to Submit?
- ALL Faculty Members
- Any MCG employee who devotes effort to sponsored
activities
12Who 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
13Timing 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
14What DSPA Does
- Gives access to the system
- Populates system/Notifies users
- Reviews Exceptions
- Processes changes into Journal form
- Closes out previous months
- Assist users
15What 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
16What 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
17Where is the Effort System?
- http//webapp.mcg.edu7777/PROD/Ctweb.login
18Effort System Login
19Effort System Menu
User Name
20Structure of Effort Report
- Part 1
- - Sponsored Activities
- Part 2
- - Non-Sponsored Activities
- Part 3 (Faculty)
- - Mission Based Management
21Employee Name/Employee ID, Position/Position ,
Department Name/Department Number
A
B
C
99999999
Medical College of Georgia
100
A
B
C
22Adding a CFC
23Part 3
- Auto-Populated Fields
- - Sponsored Organized Research
- Sponsored Education/Instruction
- Sponsored/Contract Public Service
24Part 3 (Contd)
- Faculty Populated Fields
- Departmental/Unfunded Research
- Teaching
- Fee-for-Service/Patient Care
- Other Institutional Activities
- Departmental Administration
- Patient Care w/ Learners Present
25Status 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
26Quiz Time!!
27Case 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
28Case 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
29Case 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
30Case 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
31Effort has been reviewed and certified by the
employee and/or PI. Submitted Effort matches what
was certified. Can you change what was submitted??
32Risks 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)
33No 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
34Remember
- 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
35EFFORTISIMPORTANT
36NEW TO THE SYSTEM
- Complete CFC
- Committed Effort on Projects
37Questions/Answers
38Conclusion
- 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