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EFFORT REPORTING SYSTEM (ERS)
CERTIFICATION PERMISSION REQUEST
Project Directors, Principal Investigators Without Salary, and other certifiers should use this form when requesting special
permissions to certify effort reports in ERS. Employees automatically have permission to access their own reports, and Principal
Investigators can access the reports of anyone working on their projects. Removal of permissions can be requested via e-mail to
ERSHelp@ucdavis.edu.
NAME:
EMPLOYEE ID:
HOME DEPT CODE:
DEPT NAME:
EMAIL ADDRESS:
KERBEROS ID:
TITLE CODE:
JOB/WORKING TITLE:
TELEPHONE:
NOTIFICATION E-MAIL ADDRESSES (Who should be notified when permissions are granted?):
Access requested for ERS:
Access type: Certifier
Choose only one data type:
Account Org
Include Subordinate Orgs
PPS Home Department
Chart-Account
Employee ID
Specify all instances of the data type requested, such as all Account Orgs, all PPS Home Departments, etc.:
EXAMPLE: Employee needs to certify effort reports for all employees paid on accounts with orgs 3-ABCD and 3-EFGH.
Access type:
Certifier
Choose one data type:
Account Org, Include Subordinate Orgs
Specify all instances of the data type requested:
3-ABCD, 3-EFGH
For help completing this form, refer to the following web pages: Effort Reporting Roles http://accounting.ucdavis.edu/ers/roles.cfm and
ERS Security http://accounting.ucdavis.edu/ers/permissions.cfm; For additional help, contact ERSHelp@ucdavis.edu.
Please briefly explain the intended purpose of access (must include explanation detailing how requestor has knowledge of
the effort performed):
Who can certify effort reports? http://accounting.ucdavis.edu/ers/requirements.cfm;
Any key personnel paid from federal or federal flow-through funds are required to certify their own effort. The certifier must have firsthand knowledge of the work performed and the ability to make a reasonable estimate of the effort expended on each sponsored
project. Effort reports for other employees must be certified by a responsible official or Principal Investigator (PI).
PIs should not certify the effort reports of other faculty members, even if the faculty member worked on one or more of the PI’s
projects. Effort reports must be certified by a person with first-hand knowledge of all the activities of the person for whom the
certification is made. It is rare that one faculty member will be aware of all the activities of another faculty member, therefore it is
generally inappropriate for one faculty member to certify for another. Visit the FAQ page
http://accounting.ucdavis.edu/ers/FAQ.cfm#54 to determine what to do if a PI has inadvertently certified for another PI.
Please continue reading and complete the signatures on page 2.
Return via:
Fax: (530) 757-8721; E-mail ershelp@ucdavis.edu;
Mail: Extramural Funds Accounting, 1441 Research Park Drive, Suite 170
Rev. 1/8/2010
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Who May NOT Certify an Effort Report?
Individuals designated by their department as not having first-hand knowledge regarding which sponsored projects they are working
on should not be asked to certify their own effort. This could be the case when an employee is assigned to work in a lab in which
multiple projects are conducted or in multiple laboratories that conduct multiple projects. In this case it would be more appropriate for
the employee's supervisor who is assigning the work to certify his/her effort.
If an employee has a split appointment in two or more units, the responsible official or PI for each unit will need to certify the effort for
their project. If the effort report is for a professional employee such as a Post-Graduate Researcher, and the employee has first-hand
knowledge of the work performed and the ability to make a reasonable estimate of the effort expended on each sponsored project, the
employee can certify his or her effort report entirely.
Access to the Effort Reporting System is granted for the performance of your assigned duties ONLY. Misuse or abuse of
computer access privileges are serious matters which may constitute violations of the federal and/or state criminal statues,
as well as violations of the California Information Practices Act and the Family Rights and Privacy Act of 1974. Employees
with access to personal and confidential records shall take all necessary precautions to assure proper safeguards are
established and followed to prevent unauthorized access and to protect the confidentiality of employee records. Employees
may not disclose personal or confidential information concerning individuals to unauthorized persons or entities as
specified by Personnel Policies, other Campus Policies and Collective Bargaining Agreements. Violations of relevant
policies and law could result in penalties such as suspension, termination, fines, imprisonment, or other criminal penalties
for acts, which constitute crimes. See the following UCD and UC policies: UC Policies Applying to Campus Activities,
Organizations, and Students (1994); UCD P&PM 320-20 Privacy and Access to Information; UCD P&PM 320-21 Disclosure of
Information from Student Records; and UCD P&PM 380-17, Improper Governmental Activities.
By signing this form, I affirm that I have read the statement above and the UCD procedures pertaining to proper use of
ERS and any associated payroll data contained within. I understand the risk associated with misuse of access. I agree to
use the Effort Reporting System access granted to me only for the completion of my assigned responsibilities, and will not
disclose any personal or confidential information obtained through this access. Additionally, I acknowledge that I am not
authorized to share this access with anyone.
SIGNATURE of Person Requesting Access/Change
Date
By signing this form, I accept responsibility for the permission/change to access the Effort Reporting System for the
individual identified above, and acknowledge that I am responsible for ensuring that such access is not misused. I also
understand that it is my responsibility to take appropriate action to remove this person’s access if the individual’s
responsibilities change, such that access to Effort Reporting System is no longer required for successful completion of
duties of the position.
PRINT NAME of Principal Investigator
Title
SIGNATURE of Principal Investigator
Date
For EFA Office Use Only
EFA Review
Date Approved
Supervisor Approval
Date Approved
Change Completed
Date Access Granted/Change Completed
Return via:
Fax: (530) 757-8721; E-mail ershelp@ucdavis.edu;
Mail: Extramural Funds Accounting, 1441 Research Park Drive, Suite 170
Rev. 1/8/2010