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Effort Reporting

Overview

The University of Central Florida has deployed the web-based system, ecrt, to serve as the new tool to facilitate the effort certification and reporting process.

To access ecrt, click on the icon below:

The ecrt system is designed to help comply with the provisions of UCF’s effort reporting policy, federal policy (Uniform Guidance, Subpart E - Cost Principles §200.430), NIH Salary Limitation on Grants, and other relevant agency policies that govern the need to provide certification of an individual's effort pursuant to his/her sponsored and non-sponsored programs. Please direct any questions to the ecrt help desk: ecrt@ucf.edu.

Important Dates click for calendar

  • September 28, 2018 - Summer Effort Period Salary Transfers due for ECRT
  • October 11 – 17, 2018 - TEST QA with Department Effort Coordinators
  • October 29, 2018 - Summer 2018 Effort Certification period opens
  • November 29, 2018 - Summer 2018 Effort Certification period closes

*In general, the certification window begins within a sixty days after its corresponding period of performance.  Each time a certification window begins, there are 30 calendar days to certify the effort.  

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Top 10 Things You Should Know About Effort

  1. Effort is an individual's work on a project, whether the sponsor pays their salary or not. When a Faculty/Principal Investigator writes themselves into a grant proposal, they are committing effort to the sponsor.
  2. If effort is reduced, paid or unpaid, on a federal grant by 25% or more of the current commitment, prior approval from the agency is generally required. If paid effort is reduced, cost-sharing must be documented so that the total effort does not decrease.
  3. Many activities cannot be charged to a sponsored project. Some examples of activities that cannot be charged include:
    • writing a proposal
    • Serving on an IRB, IACUC or other research committee
    • Serving on a departmental or University service committee
  4. Any individual who expends effort on a sponsored project must be certified.
  5. Salary adjustments that affect faculty or staff who work on sponsored projects during the year must include the both the pay period the employee’s effort covered and the employee’s identification number (seven digit EMPID). The PPE and EMPID are required even if the specific entry does not include a sponsored fund or sponsored activity to ensure complete reporting through the effort certification system, ecrt. Since certification occurs quarterly, salary adjustments that span multiple semesters are required to be broken into their respective effort periods.
  6. Certifying effort is not the same as certifying payroll. Payroll percentages are estimates of how effort is anticipated to be expended. (It would be inaccurate to report effort according to the payroll percentages without regard to how the individual actually worked).
  7. Faculty certification must reasonably reflect all the effort for all the activities that are covered by an individual's institutional based salary.
  8. Effort is not based on a 40 or 35 hour week. Total effort is defined as the amount of time an employee devotes to fulfill his/her UCF responsibilities. However, take into account that an employee’s proposed time is based off of their FTE.
  9. Effort must be certified by someone with suitable means of verification that the work was performed.
  10. Incomplete and unverified effort statements will lead to the payroll charges being removed from the sponsored project and transferred to a chosen departmental account.

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Policy & Procedures Updated August 2018

  • UCF Effort Reporting Guidance & Directive 
    Adherence to this policy is required for all effort related to federally sponsored grants and contracts as well as any non-federal awards where the sponsor requires effort reporting and/or salary certification.

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Job Aids & Resources

Links to the ecrt training:

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Contacts

Office of Research:  The Office of Research is responsible for business aspects of the ecrt effort reporting system, as well as manages security roles/rights for ecrt and provides user access to the system.  For policy questions or help with functions issues, contact the ecrt help desk: ecrt@ucf.edu

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Contact Daniel Sierra at 407-882-2015; Daniel.Sierra@ucf.edu for additional questions and resources.

 

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