Reporting Schedules & Notifications
Reporting Schedules
FECs are created semi-annually, reflecting salary and effort for the prior cycle. Depending on the College, FECs are generated by either Academic or Calendar cycles. FECs are typically released to campus for review and certification approximately 25 days after a cycle has ended. Faculty required to certify have 60 days from when an FEC is released to certify their effort for the prior cycle.
School of Medicine (SOM), Public Health, Dentistry, Pharmacy
- 1-1 to 6-30 (Available in late July.)
- 7-1 to 12-31 (Available in late January.)
Academic Cycles:
All Schools except those listed above under Calendar Cycle.
- Autumn/Winter: 9-16 to 3-15 (Available in mid April.)
- Spring/Summer: 3-16 to 9-15 (Available in mid October.)
FECs must be certified by faculty within 60 days of when the effort report data is released for certification. Each FEC reflects a ‘complete by’ date which indicates when the form should be certified by the faculty member. Timely certification is key to avoiding potential audit implications.
Notifications
Automatic email notifications are sent to Faculty required to certify and their FEC Coordinators from efecs@uw.edu. eFECS notifies them when FECs are ready for review and certification. Email notifications are sent to the email address contained within the Employee Self Service directory. To ensure delivery of eFECS notifications, your email address contact listed in the UW directory needs to be properly established. Learn more about managing UW email.
Step 1: FEC Coordinators Are Notified.
Personnel assigned the FEC coordinator role in ASTRA receive an email from eFECS indicating FECs are ready for review and certification.
Step 2: FEC Coordinators Consult, Review and Update FECs with Faculty
FEC coordinators should review the salary and cost share data to ensure what is expected is reflected on the FEC and then consult with faculty to ensure FECs are a reasonable reflection of effort. Prior to certification, any necessary changes should be made in either MyFinancial Desktop (salary transfers), OPUS (retro pay, overpayments) or eFECS Cost Share Module (cost share). Necessary budget set up changes that may be identified during the FEC review should also be addressed and completed prior to certification.
FEC coordinators notify faculty when their FECs are ready for review and certification.
Note: MyFinancial Desktop and Cost Share Module changes are processed overnight and will appear on the FEC the following day.
Step 3: FEC Coordinators are Reminded
FEC Coordinators receive a reminder that eFECS will notify faculty in one week that FECs are ready for review and certification.
Step 4: Faculty Are Notified
Faculty who are eligible to certify and who have not already certified, receive a notification from eFECS that their FECs are ready for review and certification. FEC Coordinators also receive a copy of this notification.
Step 5: Faculty Review & Certify Reports
Faculty review and certify their FEC to ensure it reasonably reflects their effort. If the FEC is not a reasonable reflection of effort performed, faculty work with their FEC Coordinator to resolve any discrepancies they may have discovered.
Step 6: Faculty Are Reminded
Faculty with FECs who have NOT yet certified receive a reminder that their FECs are due in 3 days. FEC Coordinators also receive a copy of this notification.
Step 7: Departments and MAA Monitor Compliance
Certified FECs are due 60 days after release to campus. MAA analyzes trends and performs high level compliance oversight.
Note: eFECS emails individuals based on information contained with the UW directory. For appropriate notification, email addresses must be properly established.
