Effort Management: New Reports July 2009

2 Overview Changes to existing reports Payroll Distribution Confirmation (PDC) reports Payroll Distribution Confirmation (PDC) reports New Reports ITD Commitment Balance Report ITD Commitment Balance Report Effort Commitment Scheduling Report Effort Commitment Scheduling ReportCatalyst Policy on Commitment of Effort on Federally Sponsored Awards Policy on Commitment of Effort on Federally Sponsored Awards Cost Sharing Cost Sharing

3 Quick Refresher For proposals submitted on or after April 1, 2008: PI effort commitment is required on almost all federal proposals (either funded or committed cost share) PI effort commitment is required on almost all federal proposals (either funded or committed cost share) If awarded, committed effort (including cost share effort) must be tracked If awarded, committed effort (including cost share effort) must be tracked Reductions in effort of 25% or more of the original commitment require sponsor prior approval Reductions in effort of 25% or more of the original commitment require sponsor prior approval

4 Quick Refresher Cost share PTA must be established for all effort cost sharing Cost share PTA must be established for all effort cost sharing Cost share effort commitments must be separately identified and certified to in the PDC process Cost share effort commitments must be separately identified and certified to in the PDC process Discrepancies between effort committed and salary charged may result in ‘after-the-fact’ cost sharing obligations Discrepancies between effort committed and salary charged may result in ‘after-the-fact’ cost sharing obligations –A separate cost share account and PDC certification is also required for this type of cost sharing

5 Payroll Distribution Reports For all newer* awards, the Faculty PDC report will include information on % of effort (including cost share effort) committed For all newer* awards, the Faculty PDC report will include information on % of effort (including cost share effort) committed –This is for information purposes only Reasonableness check for PDC Reasonableness check for PDC Note that this is the most recent % of effort for the period covered by the report (NOT an inception-to-date %), Note that this is the most recent % of effort for the period covered by the report (NOT an inception-to-date %), If the effort % and the salary % are not the same further research may be required If the effort % and the salary % are not the same further research may be required * Awards made as a result of proposals submitted after April 1, 2008

6 Payroll Distribution Reports: Changes For all newer* awards where cost sharing accounts have been established to track effort committed as cost share: For all newer* awards where cost sharing accounts have been established to track effort committed as cost share: –The cost share PTA will be separately identified on the PDC report –The % of salary actually charged to the cost share award will be listed –Certifying the PDC report includes certifying to the cost share effort (keep in mind when considering cost transfers from, or to, a cost share PTA at a later date) * Awards made as a result of proposals submitted after April 1, 2008

7 ITD Commitment Balance Report Purpose: To help manage effort commitments over the life of an award To help manage effort commitments over the life of an award –Lists all effort commitments made to a sponsor, by time period, over the life of an award, as well as inception-to-date salary charges Total effort committed % Total effort committed % –includes both sponsor funded and cost shared effort CS Effort Committed % CS Effort Committed % –Breaks out the cost share commitment from the total effort committed Salaries Charged To Sponsored Award % Salaries Charged To Sponsored Award % –A cumulative figure for the date range listed –Averages out fluctuations over the date range

8 Effort Commitment Scheduling Report Purpose Purpose –Quick checklist comparing total effort committed to an award to the current LD labor scheduling

9 Lastly… Caveat Caveat –These reports may not work well for NIH Program Project Awards Feedback welcome Feedback welcome –Tracey, Urmila, David, Michelle Access Access

10 Scenarios 1. Old award, no effort commitment. 1. Old award, no effort commitment. 2. New award with commitment, no cost share, effort committed=salary charged. 3. New award with commitment, no cost share, effort committed > salary charged, over 25% reduction. 4. New award with commitment, incl. cost share, effort committed > salary charged, under 25% reduction. 5. New award with commitment, no cost share, effort committed < salary charged. 6. New award with commitment, cost share only, effort committed = salary charged. 6. New award with commitment, cost share only, effort committed = salary charged. 7. Commitment in future period. 7. Commitment in future period.

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