ECC Effort Reporting Procedure

ECC Effort Reporting Procedure

This Guide will cover:

Introduction to Effort Certification

Effort is the portion of time spent on a given professional activity and expressed as a percentage of the total professional activity for which an individual is employed by the University of Wyoming. (Example of professional activity includes research, teaching, administrative and other University appointed activities.)

Effort reporting is the method used to confirm to sponsors that the effort spent on a sponsored agreement reasonably reflects the salary and wages charged to that agreement. An effort report is an after-the-fact reporting of activities for which the employee was compensated by the institution.

Effort reports are required for all employees paid on any sponsored projects. If any portion of pay was from a sponsored project during the reporting period, an effort report is required.

Effort Reporting at the University of Wyoming will be completed on a semesterly basis through the Employee Compensation Compliance system (ECC) at https://wyoming.huronecrt.com/ecrt/.

 

Semester Schedule

This is a two stage process consisting of a Pre-review period of 15 days as well as the Confirmation period of 30 days.

 

Stage 1: Pre-Review

The Pre-review process is completed by the Business Manager or accountant assigned to the department. The role assigned in ECC is the Primary Effort Coordinator (PEC) role. 

An automatic email will be generated from ECC to all Primary Effort Coordinator (PEC) and Effort Coordinator (EC) assigned to a department. This is an automatic notice that effort statements are ready for Pre-Review. 

The PEC can log directly into ECC to access the Assigned Grant Statements listed on the homepage of the ECC dashboard. A full list of assigned effort statements will be listed as ready for Pre- Review and can be viewed by selecting the Ready for Pre-Review status.

The PEC will be required to Pre-Review each effort statement to confirm accuracy. If the PEC agrees with the effort statement they will select the Pre Review button at the bottom of the statement. This will move the Effort statement to a Pre-Reviewed status. Effort Statements will remain in the Pre-Reviewed status until the Confirmation Period begins.

If the effort statement is not accurate the PEC will put the statement on hold and process corrections through the HCM payroll system. This statement should remain on hold until the correction has processed and been updated in ECC. There is a nightly feed from HCM to ECC. Once the correction has posted the PEC can remove the hold status on the effort statement and proceed with the Pre-review process. If the correction occurred after the Confirmation period has begun, the PI will receive a notice that a new statement is ready for Confirmation. 

The PEC will receive an email notification 5 days prior to the start of the Certification period, reminding them to complete the pre-review process on the effort statements that are not in pre-reviewed status.  Completing this review within the pre-review period means your certifiers (PI) won't have to wait to certify their statements.

Stage 2: PI Certification

Effort reports are required for all employees paid from sponsored projects. If any portion of pay was from a sponsored projects during the reporting period, an effort report is required.

The Certification period at the University of Wyoming is 30 days, and is required to be completed by the PI or an assigned Designee.

An automatic email generated directly from ECC will be sent to PIs the first day of the Certification Period. Additionally automatic email notifications reminders will be sent to PIs for statements not yet certified within the following time frame after the certification period has begun. 

Reminder emails, after confirmation window opened:

  • 1st- 15 days before End date of confirmation period (example: If Certification Period is from 6/1/20XX -6/30/20XX; the automatic reminder will be sent to PI on 6/15/20XX)

  • 2nd- 5 days before End date of confirmation period (example: If Certification Period is from 6/1/20XX -6/30/20XX; the automatic reminder will be sent to PI on 6/20/20XX)

  • 3rd- 1 day after the period ends saying you are late (example: If Certification Period is from 6/1/20XX -6/30/20XX; the automatic reminder will be sent to PI on 7/1/20XX)

The PI will log into ECC to access the Statements Awaiting Certification listed on the homepage of the ECC dashboard. A full list of assigned effort statements will be listed as ready for Confirmation and can be viewed by selecting the Ready for Confirmation status.

If the effort statement looks correct the PI will select the green confirm star. This will select each employee listed on the statement. The PI will then be provided with a Confirm button. By selecting the confirm button the PI will receive the Attestation agreement. The PI will sign the Attestation by selecting the “I Agree” button. “I certify the salary charged and effort certified this period reasonably reflect the work performed in the designated period, and that I have sufficient technical knowledge and/or I am in a position that provides me with suitable means of verification that the work was performed.”

If the effort statement is not accurate the PI can put the statement on hold or send a request to the PEC to put the statement on hold and process corrections through the HCM payroll system. The PI can select the “Get Help” button from the effort statement to email the PEC regarding the statement.

This statement should remain on hold until the correction has processed and been updated in ECC. Corrections are updated based on nightly feeds from HCM. Once the correction has posted the PI or PEC can remove the hold status on the effort statement and proceed with the Certification process.

If a statement has been certified and a correction occurs the statement will change status to Confirmed, Payroll Pending.  The task will allow OSP to review the change and if the change is greater than the 3% ‘post and reopen’ or 3% or lower ‘post without reopeing’.  When OSP ‘Post and Reopen’ an email is sent back to the PI letting them know that the statement needs to be reconfirmed.

Statement Status

Payroll Adjustments

In Progress

Payroll will automatically load to statement

Ready for Pre-Review

Payroll will automatically load to statement

Pre-Reviewed

Payroll will automatically load to the statement. You can place the statement On Hold to prevent  facility (PI) from Certifying the statement.

Ready for Certification

Payroll will automatically load to the statement. You can place the statement On Hold to prevent certification.

Certified

Any payroll correction will cause tasks to be created. The Primary Research Administrator will need to review and process this task which will reopen the statement for re-certification

Process Quick View

ECC Ticketing System

We have created several tickets to better assist PEC, EC and PI’s with things like employee changes and system questions. The Knowledge Base area will provide you with user guides, PEC & PI video guides, FAQ’s as well as policies and procedures regarding effort reporting. 

Ticket Types: (located at ECC Requests)

  • Designee Request - Allows a temporary replacement of PI, PEC, or EC.  Timeframe is dated (begin and end date)

  • ECC Add or change EC- No limit to number of EC’s per department. Serves as a backup to the PEC.  Duties consist of answering department effort reporting questions, process salary journals, responsible for managing the effort reporting process for their PI’s and their associated projects.  Can be assigned to individual PI’s or projects.

  • ECC Add or change PEC- One person per department assigned to this role per. PEC responsible for facilitating the effort reporting process in their department. Duties consist of processing salary journals, assigning grant managers overrides and secondary effort coordinators in their department, and assisting with training in the department.  Main point of contact for all department effort reporting questions.

  • Request Assistance- Allows you to request help on a system error.

ECC Knowledge Base Guides (Link: Knowledge Base)

  • FAQ - Frequently Asked Questions 

  • PEC Quick Guide- The Pre-review process is completed by the Business Manager or accountant assigned to the department. The role assigned in ECC is the Primary Effort Coordinator (PEC) role.

  • PEC Video- Video guide to the Primary Effort Coordinator (PEC) Project Statement Pre-review Process

  • PI Quick Guide- The Certification period at the University of Wyoming is 30 days, and is required to be completed by the PI or an assigned Designee. This is a quick step by step guide to the Faculty Project Statement Certification Process.

  • PI Video- Video guide to Faculty Project Statement Certification Process

  • Reports Quick Guide- Quick reference guide to all reports in the Employee Compensation Compliance System.

  • Reporting Tips- Tips to navigate the reporting system for ECC.

  • Effort Reporting Policy- University of Wyoming Effort Reporting Policy

  • Effort Reporting Procedure- University of Wyoming Effort Reporting Procedure

  • Effort Report Hold Guide- As a Primary Effort Coordinator (PEC), you will need to log into ECC and review the payroll expenses for each employee that was paid from or cost shared on sponsored projects. If corrections are needed, you will need to make those adjustments in HCM and wait for them to load to ECC. Effort statements should be put on hold until the correction has been processed. This guide will take you step by step through the process of putting a statement on hold.


 

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Details

Article ID: 109565
Created
Wed 6/10/20 9:09 AM
Modified
Mon 6/29/20 11:52 AM