Recertifications

Minimizing Recertifications

Every effort should be made to ensure that the original certified FEC is correct. Recertified FECs are often the focus of auditors and can become an audit concern.

To minimize the need to recertify, the original FEC should be carefully reviewed before it is certified by the faculty member. If the salary distribution presented on the FEC does not reasonably reflect actual effort, changes should be made in MyFD, FIN, Payroll or OPUS and/or the eFECS Cost Share Module prior to certifying the FEC.

For retroactive salary expense transfers made in MyFD or requests sent via Grant Tracker for modifications to commitments in the Cost Share Module, the department should process the appropriate adjustments(s) and wait overnight for the change(s) to process and post. eFECS will display an updated FEC reflecting the changes made the following business day.

Adjustments made in Payroll or OPUS will be displayed in eFECS after the payroll has posted for the next pay period. To view salary transfers that affect your faculty but that were completed by another department see MyFD Transaction Summary Report and Copies of Salary Transfers.

Recertification Process

At this time, eFECS does not accommodate recertifications. Departments will not be able to generate an updated FEC from the eFECS system for recertification. However, to assist departments in making manual adjustments on the paper recertification, eFECS does provide an updated view which includes post certification changes.

The "View FEC with post certification changes for recertification analysis" displays any changes that  have been processed for the specific FEC period after the FEC was certified. This can be used as a template to make changes for the paper recertification.

Once an FEC has been certified, only that certified FEC will be available to view in eFECS. The recertified paper FEC documenting the updates, such as those noted above, will not be displayed. eFECS will, however, reflect the status "Recertified Outside of eFECS" indicating the online FEC is no longer the FEC of record.

Recertification Steps for FECs Electronically Certified within eFECS:

The following steps should be used when recertifying an FEC which was originally certified electronically within eFECS beginning with the following cycles:

  • 7/1/11-12/31/11 cycle for calendar reporters
  • 9/16/11-3/15/12 cycle for academic reporters

Note: You can NOT print a corrected FEC from the eFECS system for recertification. The Print button will print the original certified FEC.

Steps:

  1. Log into eFECS and navigate to the FEC needing to be recertified. FEC Coordinators responsible for preparing the recertification must have the "View and Print Effort Report" authorization set up in ASTRA.
  2. Select the "Change Status" button on the FEC and then choose "Change Status to Pending Recertification" and "Save."   The status displayed on the FEC and the My Faculty List will automatically update.
  3. Select the "Print" button to print the previously certified FEC. The printed copy will have the date the FEC was originally certified and the UW NetID of the person who certified.
  4. Make the required change(s) in MyFD, FIN, OPUS/Payroll and/or the Cost Share Module.
  5. Attach appropriate documentation supporting the recertification (e.g. a posted salary transfer, OPUS or HEPPS screen shots, signed overpayment/repayment option forms with the accompanying spreadsheet, etc.). For more information on appropriate documentation see Supporting Documentation for Recertification.
  6. Make the necessary changes on the FEC in ink. Adjust all totals and subtotals as well as the budget line for each budget affected. If the change involves retro pay, also adjust the Average Paid FTEi.
  7. Hand write an explanation in the "Comments" section on the previously certified (printed) FEC describing why the faculty member originally confirmed the effort was correct and is now changing the effort.
  8. Route the paper copy of the revised FEC to the faculty member.
  9. The faculty member is responsible for reviewing, certifying (signing in ink) and dating the printed FEC and returning the revised FEC to the department FEC Coordinator.
  10. FEC Coordinator makes a photocopy of the recertified FEC for the department files and returns the original recertified FEC to MAAi via interoffice mail.
    1. MAA must receive the copy with the original in ink signature.
    2. Scanned copies or digital signatures are not acceptable.
  11. Upon receipt of the recertified FEC, MAA will review it and
  • If no errors are found, change the status of the FEC in eFECS to "Certified outside the eFECS system."
  • The status displayed on the My Faculty list will automatically update to "Recertified outside the eFECS System" on the FEC and "R" (recertified) on the My Faculty List.
  • If errors are found or improper and/or inadequate justification given, the FEC will be returned to the department FEC Coordinator for correction or additional documentation.

Recertifications for FECs Created Prior to Online Certification

Recertification of FECs prior to the 9/16/11-3/15/12 cycle for academic reporters and 7/1/11-12/31/11 cycle for the calendar reporters is a manual process using departmental copies of previously certified paper FECs. You can NOT print a corrected FEC from the eFECS system. 

Note: these occurrences should be extremely rare given the time elapsed an very likely would result in salary transfers "from" a sponsored budget needing to be charged to non-grant sources.

If you do not have certified copies in the department, send a request to efecs@u.washington.edu listing the faculty member and cycle date(s) required for the recertification(s) and a copy will be provided to you. Once the department has a copy of the certified FEC:

  1. Make the required change(s) in MyFD, FIN, OPUS/Payroll and/or the Cost Share Module.
  2. Write "Revised" on the top of the previously certified FEC.
  3. Attach appropriate documentation supporting the recertification (e.g. a posted salary transfer, OPUS or HEPPS screen shots, signed overpayment/repayment option forms with the accompanying spreadsheet, etc.)
  4. Make the changes on the FEC in ink. Adjust all totals and subtotals as well as the budget line for each budget impacted. If the change is retro pay, also adjust the Average Paid FTE.
  5. Hand write an explanation in the "Comments" section on the previously certified (printed) FEC describing why the faculty member originally confirmed the effort was correct and is now changing the effort.
  6. Route the paper copy of the revised FEC to the faculty member.
  7. The faculty member must review, certify (sign in ink) and date the printed FEC and return the revised FEC to the department FEC Coordinator.
  8. The FEC Coordinator makes a photocopy of the recertified FEC with supporting documentation for the department files and return the original recertified FEC to MAA via interoffice mail.
    1. MAA must receive the copy with the original in ink signature.
    2. Scanned copies or digital signatures are not acceptable.
  9. Upon receipt, MAA will review the recertified FEC.
  • If errors are found or improper and/or inadequate justification given, MAA will return the FEC to the department FEC Coordinator for correction or additional documentation.

Other Systems Used in the Recertification Process

eFECS Effort Reporting

MyFinancial.desktop

eFECS Cost Share Module

OPUS

Retroactive Salary Adjustment Report and Retroactive Salary Adjustment Users Guide

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