Roles:
The Pre Reviewers are a vital part of the effort reporting process. The Pre Reviewers of each department are expected to review the effort reports and make the appropriate adjustments to the forms. They assist the Department Coordinator of their department in facilitating a timely and efficient process for those required to certify effort. They also provide assistance to the Certifiers by keeping them informed of federal and institutional policies regarding effort reporting and providing administrative assistance when needed. One individual in the department could handle the roles of Pre Reviewer, or different individuals could handle these roles. This is determined by institutional or departmental preferences.
The Pre Reviewer will view the form prior to its release to the certifying authority. The Pre Reviewer uses their knowledge of the grant activities in the department to determine if the form accurately represents the activities of the employee. If the form does not correctly depict the activities of the employee, the Pre Reviewer may be required to add an appropriate account to the form, make a salary reallocation, adjust for agency salary limitations (caps), and/or record committed cost sharing. Once the effort form reasonably represents the effort of the employee, the Pre Reviewer releases the form to the Certifier.
Finally, the Pre Reviewer is responsible for ensuring effort forms are completed within the due dates established by the institution.
Pre Reviewer
Competencies:
- Working knowledge of the Account Systems, especially Payroll and General Ledger, and familiarity with general accounting principles
- Well trained in the institution’s effort reporting policies
- Understand departmental budgeting
- Familiarity with the grants and individuals who certify effort in their department
- Have access to grant files in their department
- Knowledgeable of cost sharing requirements and able to verify cost sharing with grant documentation
- Authorized and accountable for submission and approval of cost transfers/salary reallocations
Expectations:
- Assist the Departmental Coordinators in facilitating the effort reporting process within their respective departments and/or sub departments as assigned
- 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
- Review effort forms before they are available for certification and make appropriate changes to reflect actual effort (Pre Review)
- Update cost sharing requirements and/or submit cost transfers/salary reallocations (cost transfers) as appropriate
- Review for NIH salary cap and adjust accordingly
- Ensure the effort form appropriately represents the employee’s effort profile
- Is cost sharing properly displayed for the employees?
- Are cost transfers made within the boundaries of institutional policy?
- Did the employees identify their university activities (if applicable)?
- Ensure that effort forms are completed in a timely fashion
- Monitor completion using ERS completion reports
- Follow-up with delinquent employees
- Meet the deadlines established by the institution