Guide for school of Medicine Department Administrators
The involvement of the SOM department administrator in the effort reporting process is essential in:
- Assisting faculty to better understand the effort report,
- Ensuring that all activity and compensation are appropriately included, and
- Adjusting payroll when necessary.
Department administrators are critical in facilitating the process, by keeping faculty informed of sponsor and institutional policies regarding effort reporting and by providing administrative assistance as needed. In order for the administrator to be able to effectively perform this function, s/he must have working knowledge of the institutional payroll system(s), knowledge of the department budgeting processes and sources of funds, knowledge of the sponsored projects within the department and access to these files, knowledge of the specific requirements of these sponsored projects, and be authorized to submit cost transfers.
To prepare for the effort certification, department administrators should review with the faculty member his/her effort for the reporting period, including what was committed to the sponsor, and determine if the faculty member is affected by a sponsor-imposed salary cap.
- Review effort report (certification form) for accuracy.
- Are the sponsored projects listed on the form consistent with your knowledge of the faculty member’s awards?
- Are there awards on which this faculty member has committed effort that are administered by the Hospital?
- Does the faculty member have an NIH career (K) award? If so, effort may be committed and devoted to other research projects for which the faculty member will not receive salary. The percentages may be indicated as “cost-sharing” on these accounts for these projects. This will reduce the “direct charge” and consequently “effort” percentages for the K award. Provide an explanation in the comments section if this is the case.
- Compare effort documented through payroll with award documentation.
- Adjust effort form if necessary.
- Include projects administered through Hospital(s) if appropriate.
- Click on add sponsored project at bottom of form.
- Add project, click update.
- Adjust effort to account for cost sharing, salary reallocations, or additional sources of compensation (Hospital or practice plan).
- Provide explanation in comment box.
- Forward effort report form to the faculty member (certifier) for review.
After the faculty member has certified his/her effort report, the department administrator should review the certified effort report to ensure that the effort certified is consistent with the charges to the sponsored project and clarify discrepancies with the faculty member. If the department administrator has to submit a cost transfer, make sure this is discussed with the faculty member before doing so, and also check to see if future payroll distributions need to be adjusted.
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