Fall & Spring Grant EPAF requirements 2012
I.
Fall & Spring EPAF creation
1. In order to generate any grant EPAF’s (Fall, Spring or Summer), grant spreadsheets must be
returned to the COE Personnel Office in Speight 154-J by the designated due date in order to
meet ECU payroll deadlines (COE ERS and Grant EPAF calendar located in grant policy
manual).
2. A completed grant spreadsheet includes:
a. Name of perm or temp faculty member
b. FTE of buyout
c. Name of grant
d. Fund , Organization and Program number(s)
e. Faculty Banner ID
f. Name of part-time replacement(s)
g. Amount of salary for part-time replacement(s)
h. Dates of grant work
i. Initials / signature of PI or Co-PI, Department Chair and Department Grant Managers
3. Once reviewed by the Department Grant Managers for accuracy the completed spreadsheets will
be sent to the COE Personnel Office in Speight 154-J.
4. Completed grant spreadsheets will be reviewed by the EPA Personnel Manager, College Grant
Administrator and Associate Dean for Research.
5. Once reviewed, if there are any discrepancies the department(s) will be notified to clarify.
Spreadsheet will have to be re-submitted once discrepancies are corrected and/or clarified via
email.
6. Grant position number will be assigned to each faculty member for their reassigned time, and
entered as an additional job (AJ0035) EPAF.
7. State positions are then reduced to accommodate the reassigned time via the adjustment
(CG0005) EPAF.
8. PCF is created to align with grant EPAF.
9. Departments will be notified when their EPAF’s are created, copies will be provided to
department grant coordinators for their records.
II.
Late Spreadsheet submissions- Implications regarding payroll deadlines & redistributions
Fall & Spring Grant EPAF requirements 2012
1. Spreadsheets submitted after published deadlines will be created, but will fall into the next
payroll cycle. The following actions will have to be completed in order to make sure that all
monies are correctly dispersed from the grant fund.
a. HR Redistribution deadline is the 15th of each month. If spreadsheets are submitted
after this date, and EPAF does not complete approval cycle before this date,
redistributions will have to be completed via ERS. ERS redistributions are heavily
scrutinized, whereas HR redistributions are not. Redistributions cannot be submitted
if the reason for the need for redistribution is not acceptable. Acceptable reasons
include:
 new grant
 change in personnel because of significant change in department/program
needs – e.g. illness of a faculty member requiring another faculty member to
take over classes and remove themselves from the grant.
Unacceptable:

errors in spreadsheet triggering an error in EPAFs

indecisiveness on the part of PI’s
b. Missed payroll cycle(s) will be reflected in the next payroll.
III.
Cost Share
1. An EPAF is not created/generated when cost sharing is involved. Manual entering of the
cost share must be done through ERS prior to pre-review.
2. Spreadsheets must list the cost share so that the COE grant Administrator can incorporate
this into the ERS system.
3. In order to provide accurate effort certification, cost share/cost sharing data must be
included on the grant buyout spreadsheet in the “Cost Share” portion of the spreadsheet.
4. Because effort is not synonymous with pay, the effort percentages reported may be
different that the payroll percentages calculated.
5. The certification reports effort devoted to a certain activity, even if it is paid by a
different fund.
6. Any time an individual devotes effort to a project but is not paid by that fund, the College
is cost sharing effort. Therefore that must be built into the projects budget or it will be
disallowed.