Roles:
The Departmental Coordinator bears the responsibility for facilitating the effort reporting process within their department. The process should be efficient, credible and allow for the certification process to be completed in a timely and accurate manner.
The DC must ensure compliance with effort reporting requirements for federal agencies as well as other sponsors. The DC can ensure compliance by disseminating effort reporting policies and procedures to their department. The DC is also expected to spot-check the completed effort forms to determine if the procedures are understood and followed by the Pre Reviewers and Post Reviewers within their department. The spot-check process includes verifying that cost sharing is accurately captured, appropriate cost transfers are being made, and university summary of effort is completed (if applicable). Finally, the Departmental Coordinators ensure that effort forms are completed within the due dates established by the institution.
The roles outlined for Pre and Post Reviewers are also applicable to the Department Coordinator. Refer to System Roles Documentation--Pre Reviewer/Post Reviewer.
Competencies:
- Working knowledge of Accounting Systems, especially Payroll and General Ledger, and familiarity with general accounting principles
- Trained in the University’s effort reporting policies and procedures and familiarity with relevant federal regulations and sponsor expectations
- Knowledge of departmental budgeting and funding
- Knowledgeable of the grants in their department and the individuals who must certify effort
- Have access to grant files in their department
- Knowledge of cost sharing requirements and the ability to verify cost sharing with grant documentation
- Authorized and accountable for submission and approval of cost transfers/salary reallocations
- Fiscally responsible to conduct administrative activities and duties within the department
Departmental Coordinator (DC)
Expectations:
- Guide employees who certify effort in the use of ERS and effort reporting policies and procedures
- Provide hands-on training to those required to certify their effort
- Be available to answer questions regarding effort policy
- Ensure that completed effort forms are accurately depicting effort
- Review the effort form changes completed by Pre Reviewers and Post Reviewers
- Determine that cost sharing is being captured properly
- Determine that cost transfers are made within the boundaries of institutional policy
- Ensure that the employees identify their university activities (if applicable)
- Ensure that effort forms are completed in a timely fashion
- Monitor department completion using ERS reports
- Follow-up with delinquent employees
- Ensure the effort form appropriately represents the employee’s effort profile
- Delegate Pre and Post Review duties when appropriate
- Although a DC may fulfill the role of Pre Reviewer and/or Post Reviewer, a DC should not be the certifier for other individuals’ effort forms
- Review email addresses for all employees involved in the Effort Reporting Process
- Ensure that the Pre and Post Reviewers have received the appropriate payroll training and have the appropriate payroll access