Effort Reporting
Updates, Deadlines, and Open Lab
Sessions
Commitment Accounting/Effort
Reporting Users Group Meeting
May 27, 2015
Academic Activity Reporting
• Beginning with the Fall 2014 term, you have
learned that the Employee Record Number is
selected by an AAR Coordinator in a department.
• THIS IS EXTREMLY IMPORTANT TO SELECT THE
RIGHT APPOINTMENT! PLEASE WORK WITH
YOUR AAR COORDINATORS TO MAKE THESE
SELECTIONS BEFORE EFFORT REPORTING!
Academic Activity Reporting
• There are examples that were created to help guide
staff on which employee record to choose. These
examples are listed on this website:
http://www.fa.ufl.edu/departments/costanalysis/effort-certification/
Academic Activity Reporting
• Why is the Employee Record Important?
– If the faculty member teaches a course, and is paid
to do so, then the funding should represent how
much it cost to teach that course.
• Therefore, if you choose an employee record number
that has no payroll to support that course it will appear
that the university is able to teach that course for free.
• Also, if there is an error on the effort record, and the
employee works on grants, it will appears as if the
university is trying to allow more than 100% effort for an
employee when there truly is only one IBS for that
person.
Academic Activity Reporting
• Why is the Employee Record Important?
– If you choose another department’s record number
in error, it will cause an error in their certification
records and yours.
Academic Activity Reporting
• Technical Issues Corrected
– There were a few technical issues found when we
opened the Fall 2014 term.
• Graduated Students
• Changing the contact hours or employee record number
for one person in a course that had multiple wiped out
everyone on that course even if there were no changes.
• If there was a change for another term, sometimes it
would recreate the course for the previous term.
Academic Activity Reporting
• Best Advice!
– To prevent recertification of effort and loss of work,
make sure that all courses that the employee
taught is showing before submitting it for
certification.
– Also, make sure that all courses that were not
taught by the employee that are showing are
removed.
– And Again, Verify the Employee Record Number!
Academic Activity Reporting
• Note – If you have your AAR coordinator make
a change to a course, to correct an issue, the
effort report will get recreated and wipe out all
allocations on that record. It is the way the
system is able to correct the courses that are
listed on that effort report.
Verify Information Before Submitting!
 Are the Commitments Correct?
 Including Cost Sharing?
 Commitment Is Entered
Appropriately
 Is payroll charged correctly?
 Are the courses listed appropriately?
 Is effort allocated based on how time
is spent for the term?
 Not how it was planned or based
on payroll.
Reminder Retroactive Pay
– Don’t wait until the close of the year to do retros.
Be sure to get those corrected as soon as possible
to avoid potential delays.
– This is especially true if you still have any
outstanding Fall 2014 effort reports. Year End
close should not be the excuse why the effort is
not certified!
Reminder!
• Any outstanding effort that still remains is
now considered past due.
• Emails were sent out on Monday, May 18th for
any outstanding Fall 2014 effort records.
– If you need assistance contact us and we will be
happy to work with you to get it resolved,
effort@admin.ufl.edu
Reminder
• Please do not deny any effort reports back to
Level One without Cost Analysis approval. If
you deny these records back because of a
retro, etc. we can not tell when the retro will
take affect. We see no errors at this level and
would not be able to know when to release
the report back to you.
Reminder
• Pay attention to the comment bubble at the
top of an effort record. If a Employee denies
an effort record back to you, they will be
required to input a comment.
• Also, if Cost Analysis denies the record or
releases a new one for re-certification, we will
identify why.
Reminder
Released Recertification
• If Cost Analysis releases an effort record for
recertification, you have 30 days to complete
the certification process from the day it is
released.
Don’t Ignore the Effort Emails
• If you continue to receive effort emails from
the system, then there is something
outstanding for your department.
• Don’t wait until the score card comes out to
investigate!
Effort Website
• http://www.fa.ufl.edu/departments/costanalysis/effort-certification/
Need
assistance!
Our website is
updated to
help answer
questions!
The deadlines have been updated with
Spring 2015 information.
The Effort Coordinator and Academic Activity Coordinator
Contact list has been updated as of May 26th .
DEADLINES AND OPEN LAB
SESSIONS
Spring 2015 Deadlines
• Opening Spring 2015 Term
– This is for ER Year = 2015, ER Period = 2
– Will begin Opening on Thursday, July 2nd
• Effort Allocated by Effort Coordinator & Saved
– Friday, July 17th
• Effort Submitted for Certification
– Friday, July 31st
• Effort Certified by Employees
– Friday, August 14th
Open Lab Session
• Tuesday, July 14th
– HR Room 119
– 1:00pm – 4:00pm
Questions?
Contact Us!
• Cost Analysis
– 392-5778
– effort@admin.ufl.edu
• Contracts & Grants
– 392-1235
• OIPR (Office of Institutional Planning & Research)
– Armando Ramirez - aramire@ufl.edu