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9 Month Appointments

If a faculty member is engaged in compensated University activities during a pay period, that pay is considered compensation for all of the individual's University activities for that time period. If it is clear that no pay is received during a specific pay period, then 'volunteer' effort by a faculty member on a federal grant or contract as third-party cost share is permissible.

 

This cost share must be reported by the faculty member via a letter to GCA documenting the time spent on the project with the value based on their normal rate of pay. The letter should be signed and dated by the faculty member and countersigned by the PI of the grant if different.

 

If, during an FEC cycle, a faculty member receives UW compensation for a portion of the cycle, e.g., 10 of 12 pay periods, and performs volunteer (i.e., non-compensated) effort for a different portion of the cycle, e.g., 2 pay periods, please indicate this in the 'Comments' section of the FEC. Note, indicating this on the FEC does NOT represent certification of the non-compensated effort rather it is for informational purposes only. The non-compensated effort must be documented as noted above just as any other third party cost sharing is documented. See Third party cost share reporting http://www.washington.edu/research/gca/costshare/third.party.html

Salary cap cost sharing must be provided during the period in which the effort is performed and the salary earned. Therefore, it is advised that the departments plan accordingly and identify non-grant funding to cover the cost sharing required by the salary cap in the summer.

The FEC process is conducted on a semi-annual schedule for faculty on 9 month appointments. Spring (3/16-6/15) and summer (6/16-9/15) effort is combined into a single FEC (March 16 - September 15). The rate of pay one can receive from a grant for work during the summer portion of this cycle is based on their 9 month academic year salary rate. While summer salary is considered part of institutional base salary, it is generally a unique line/designation in grant proposals.

 

For example, if the 9 month salary is $3,000 per month for a full-time appointment and there is a commitment of 50% effort for two months during the summer portion of the spring/summer cycle, the rate of pay for those two summer months would be $1,500 per month for 50% effort per month. On the FEC, the summer compensation will be added to the compensation received during the spring quarter for each sponsored budget and for 'Other Salary Sources'. The percent for each budget will then be calculated by dividing the total compensation charged to the budget divided by the total compensation received over the two quarters, i.e., FEC period.

Cost Share

If the cost share is committed based on effort, and necessary approvals have been obtained (e.g. in cases of reduction of 25% or more) the reduction should be prorated proportionately over both the direct charged and cost shared effort commitment. If the cost share is mandatory, specific approval from the sponsor is required unless other sources of cost sharing are permissible and substituted.

Yes, the relationship between the amount of effort charged directly to the grant and the amount cost shared is secondary to the PI meeting the combined (total) percent of effort.

Both pledges and actual cost share dollars and percentages can be reviewed in the eFECS Cost Share Module. The Unmet Cost Share Report also displays an overview of cost sharing by department.

eFECS

Academic reporters began using the online FEC system starting with the FEC cycle for 9/16/2011 - 3/15/2012. Calendar reporters began using the system with the 7/1/2011 - 12/31/2011 FEC cycle. FECs from these reporting periods will be available for reference in the online system. To process a recertification for any FEC period prior to those outlined above, contact efecs@uw.edu for assistance.

No, FEC's become available for online viewing after payroll transactions for the final pay period in the FEC cycle have posted or approximately 23 days after the end of the cycle. For mid-cycle reporting of cost sharing, use the Interim Cost Share Report process.

This most commonly occurs when there is original pay and a salary transfer on the same budget. Expanding the budget detail will reveal both the positive and the negative salary transactions.

The federal government requires that effort reports reflect 100% of the faculty members' compensated effort. The change to the FEC to reflect 100% alleviates auditing challenges with federal regulations. Faculty whose Average Paid FTE during a reporting cycle does not equal a 1.0 equivalent OPUS salary rate will fall into the above scenario. The averaged IBS value ($) associated with the Average Paid FTE, is then represented as 100% of the faculty member's IBS for the FEC cycle. Examples of faculty who may fall into this category include:

 

  • faculty who retire or separate from the UW during the FEC Cycle
  • part-time faculty, faculty who have a without salary (WOS) component (e.g.: lack of funding)
  • faculty with a missing pay distribution in OPUS
  • faculty with a paid direct (PDR) earn-type and salary rate reflected in OPUS.

See How is Effort Calculated on the FEC for more information.

The eFECS system will not return a name for individuals who are not required to certify. For example, if the individual does not have a qualifying faculty job code, is not paid on a sponsored project and/or does not have a formal cost share commitment set up in the Cost Share Module, they will not have an FEC and the search box will return the error message above. Separated faculty will continue to appear on the MyFaculty List, but will not appear in the Search box.

Notifications are dependent upon the email address that is listed in the Employee Self Service Directory (ESS). If there is no email address listed, eFECS substitutes the faculty member's UWNet ID @ uw.edu and sends notifications to that email address. Login to MyUW.com to ensure forwarding has been selected if the faculty member's email address is anything other than his/her UWNet ID @ uw.edu.

Yes click the "+" next to any budget number on the online FEC to view detailed salary information by pay period along with the IBS eligible earn type.

This message indicates that cost share adjustments have been manually entered to reflect the actual effort performed. Click 'View Details' link, to review the cost share adjustments made. Before certification, cost share effort percentage may be adjusted using the 'Adjust/View Cost Share' button. If the 'Adjust/View' button is not available, contact the department's ASTRA authorizer to request the 'Adjust/View FEC' role.

Changes can only be made to cost share prior to recertification. Contact GCA via Grant Tracker for changes requested to pledges and efecs@u.washington.edu for recertification questions.

If the OSET is completed before the faculty member certifies the FEC, eFECS will reflect the salary transfer on the online FEC, normally the day after it posts. If the FEC has been certified, add the budget on the blank line provided on the FEC printed from the eFECS system for recertification.

If an award is only active for part of the FEC period being reported, the system will prorate the effort. For example: The FEC reporting cycle is 1/1/XX-6/30/XX. The award period ends 2/28/XX and the faculty member provided 20% effort on the award from 1/1/XX - 2/28/XX. The FEC will spread the 20% over the entire FEC cycle thus reducing the effort percent for the quarter to 6.7%.

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GCCR

No, the certification must be an original in ink signature.

The Grant and Contract Certification (GCCR) process is an alternative approach to the Faculty effort Certification (FEC) process which the federal government approved for certifying non-faculty effort. This certification, both faculty and non faculty, is a federal requirement. The BARS do not include the appropriate certification statement and were not part of the original agreement with the federal government. To certify on the BARS would depart from the federally approved use of the GCCR to certify effort for non faculty.

The GCCR pulls the PIs name from the FAS Budget Index. Check to see if it is spelled incorrectly there.

This is a blanket email that will go out to all PUC codes. If there is no appropriate activity on the budget, it will not appear on your report. For instance, if the only activity is faculty effort, the budget will not appear on the GCCR. The faculty will certify this effort on the FEC.

Object codes 0150 (Post Doctoral trainees) and 0190 (Pre-doctoral trainees) have been purposely excluded from the new GCCR. These individuals are not considered employees of the University. Their funding comes in the form of stipends, i.e., it does not reflect compensation for services rendered, therefore does not need to be reported as work on grants. They are receiving a living allowance (stipend) typically to pursue an educational or research objective.

To change an incorrect PUC, contact the Payroll Office at pronline@uw.edu. Follow the same procedure for PIs who are missing from your GCCRs.

It is most likely because there are no budgets currently assigned to the missing PI.Verify that the budget for which the PI is responsible for certifying has the correct PI EID and PI name in MyFinancial Desktop, Budget Profile.