brown bag presentation effort reporting: effective ...proactive labor review. prepare –verify...
TRANSCRIPT
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P A N E L : M I C H E L E G R E E N H O U S E , M A R K P R E N D E R G A S T , D A W N F I N A L D I , B A R B A R A
A M E N D O L A , S T E V E N D I C A R L O
M A Y 1 7 , 2 0 1 0
Brown Bag PresentationEffort Reporting:
Effective Departmental Practices
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Thank you!
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78% 80% 82% 84% 86% 88% 90% 92% 94% 96% 98%
85%
90%
90%
90%
97%
95%
96%
Certification % by Deadline
3/25/10 Graduate Fall 2009
3/11/10 Fall 2009
11/12/09 Graduate Summer 2009
9/10/09 Spring 2009
8/6/09 Graduate Spring 2009
3/26/09 Graduate Fall 2008
3/12/09 Fall 2008
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Agenda
Monitoring labor transactions– 20 minutes
Anticipating effort reports – 5 minutes
Pre Review and reallocating effort – 20 minutes
Monitoring and certification – 15 minutes
Question and answer session – 30 minutes
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P R O A C T I V E A N D R E A C T I V E M O N I T O R I N G A N D C O N T R O L S
Monitoring Labor
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Proactive labor review
Payroll Preview Report(s) Located in the Data
Warehouse Portal under University Standard Reports in the HR folder
Run prior to the Payroll Department’s processing of the monthly payroll
Schedule the report as a Payroll Preview Event The Payroll Preview Event
runs monthly on the 11th. Requires HR data
warehouse access
Enables the review of payroll charging information prior to the processing of payroll
Adjustments to labor schedules can be made up until the Departmental Cutoff for LD Labor Schedule Changes date as published in the payroll production calendar. Payroll calendar is found
here: http://www.yale.edu/finance/controller/payroll/payschedule.html
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Proactive labor review
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Proactive labor review
5/17/2010Prepare – Verify – Certify
The payroll review reports include: Name, Job Category, Home Organization, Yale UPI
Position Title, HR Element Name, Expenditure Type Name
PTAEO, Schedule Percent, Projected Pay
Highlights labor suspense lines in yellow
Report variations include: Employee by element view
Home organization, charging organization views
Suspense only items
Faculty salary > 80% to sponsored awards
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Proactive labor review
BUG310a –Commitments Run for the current fiscal
period forward
Run the report for project 0300018
Select the Non Grants pivot table report
Report will show committed labor suspense through the FY end
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Proactive labor review
5/17/2010Prepare – Verify – Certify
The BUG310a is typically used to monitor commitments to both sponsored and non-sponsored accounts.
Monitoring labor suspense (as a non-grant commitment) helps ensure labor scheduling is corrected prior to application of the actual charge.
In the non-grant pivot table report, a commitment description and commitment amount is provided.
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Proactive labor review
5/17/2010Prepare – Verify – Certify
Quarterly review of labor transactions and schedules with Faculty
Monthly monitoring utilizing the payroll preview report(s) to avoid incorrect labor charges
Department use of a custom tool that provides an annualized effort calculation
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Post transaction labor review
Payroll Earnings Detail Report Located in the Data
Warehouse Portal under University Standard Reports in the Finance folder
Run as a post transaction, monthly financial review report
Schedule the report as a Month End Event
Enables review of salary transactions for individuals charged to or owned by the organization
Reports are useful in monitoring of individuals shared between departments
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Post transaction labor review
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Post transaction labor review
5/17/2010Prepare – Verify – Certify
The Payroll Earnings Detail report includes: Home organization, name, UPI, payroll start and end dates
Payroll period name, payroll source code (e.g., GSPS)
PTAEO, fringe code, job category, batch name
Transaction description, accounting period, element name
Element distribution amount
Report variations include: Sorts by person, element, pay period, home organization
Sorts by charging organization, job category
An export to excel
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Post transaction labor review
Review Tool Located in the Data
Warehouse Portal under University Standard Reports in the Finance > Review Tools folder
Run as a post transaction, monthly financial review report
Schedule the report as a Pre-Month End or Month End Event The Pre-Month End event
runs after the last DW load of the calendar month.
Contains reports to monitor labor suspense, labor charging trends and specific labor expenditure types
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Post transaction labor review
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Post transaction labor review
5/17/2010Prepare – Verify – Certify
Complete cost transfers for any incorrect salary charges within the following fiscal month
Correct the root cause of the incorrect charging issue
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Other useful tools
BUG101a – Labor Distribution by Employee
BUG102a – Labor Suspense Report
BUG311a – Semi-Monthly Labor Commitments Exception Report
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Summary
5/17/2010Prepare – Verify – Certify
Report/Tool Name Description Frequency
Payroll Preview Report(s) Enables review of payroll charging information prior to the payroll run
Run as a Payroll Preview Event in the DWH Portal
BUG310a –Commitments
Provides a view of labor that is committed to the labor suspense project
Run prior to the departmental LD cutoff date (payroll calendar)
Payroll Earnings Detail Report
Monitors individualsshared between departments
Run as a post transaction monthly financial review report
Review Tool Contains reports to monitor labor suspense,labor charging trends
Run as a post transaction monthly financial review report
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P L A N N I N G F O R T H E R E L E A S E O F E F F O R T R E P O R T S
Anticipating Effort Reports
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Anticipating effort reports
Effort reporting website (www.yale.edu/gcfa/effort) 2010 Effort Reporting Calendar with key dates
Link to the payroll closing calendar
List of certification due dates
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Anticipating effort reports
Central administrator communications Effort reporting calendar for the coming year is communicated
in December or sooner
Effort reporting calendar is sent with every notification of a new effort reporting period
Reminders of the upcoming period are sent weeks in advance to those with a role in the Effort Reporting System (ERS)
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Anticipating effort reports
5/17/2010Prepare – Verify – Certify
Department administrator communications Attendance at faculty meeting
Email message upon completion of Pre Review
Certification instructions/process refresher
Virtual Private Network (VPN) reminder
Follow up meetings or workshops/open office hours
Routine ‘walking of the halls’
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P R E R E V I E W C O M P L E T I O N
Pre Review
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Pre Review
5/17/2010Prepare – Verify – Certify
Pre Review is: A verification that effort reports reflect planned salary
allocation corresponding to work performed on sponsored projects
Pre Review is not: A method to monitor salary charged to sponsored (and non-
sponsored) projects
The mechanism for identifying labor suspense
Certification or “Pre-Certification”
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Pre Review
5/17/2010Prepare – Verify – Certify
Department Coordinators should identify the need for changes in Assignment: Pre/Post Reviewer, Certifier, multiple PI line item certification, and/or alternate organization within the first five days of the period’s release
Ideally, Pre Review of effort reports should occur within the first fifteen days of the period’s release Early Pre Review helps to:
Identify the effort reports that require a cost transfer Provide the optimal amount of time for certifiers to complete certification
and/or communicate any issues Avoid the “last minute push” to get effort reports out to certifiers as the
deadline for certification (60 days from the release) rapidly approaches
Pre Reviewers (and Certifiers) can utilize the Notes box to provide explanatory information (not as a form of e-mail communication)
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W H A T T O D O W H E N A C O S T T R A N S F E R I S R E Q U I R E D T O R E A L L O C A T E E F F O R T
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Reallocating Effort26
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Reallocating Effort
5/17/2010Prepare – Verify – Certify
During monthly financial review, whether proactive or post transaction, identify salary costs that require reallocation. Complete the reallocation transfer within the appropriate
fiscal period (current or next)
Timely review and action ensures the reallocation will be included as part of the original generation of the effort report
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Reallocating Effort
5/17/2010Prepare – Verify – Certify
When a cost transfer is required after the effort period has been released:
Use the Add Account feature to add the intended account to the effort report form
Add the new account to the effort report
Pre review the report
Certifier allocates effort percentage
Certifier completes certification
Administrator receives notice to Post Review
Cost transfer is most likely already in progress
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Reallocating Effort
5/17/2010Prepare – Verify – Certify
Using the add account feature in ERS enables Pre Review and Certification to occur within the established deadlines
Adding an account to the effort report form does not imply the cost transfer will be automatically approved (when GCFA approval is required)
Justification must accompany all cost transfers Cost transfers submitted after certification require
additional documentation The LD module will validate these transfers as Previously Certified
Effort, known in GCFA as PCE. PCE transfers must include a copy of the certified effort statement
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Reallocating Effort
5/17/2010Prepare – Verify – Certify
To obtain a printed/PDF copy of a certified effort statement, use the Administrative Report Print Certified Effort Statements
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Reallocating Effort
5/17/2010Prepare – Verify – Certify
Identify the need to cost share Transfers submitted may not be approved; be prepared to
allocate labor charged to a cost sharing account where applicable
Cost sharing is required under certain circumstances Salary above a sponsor-imposed rate cap
Sponsor uncompensated effort (when a commitment to the sponsor exists, e.g., for the PI and key personnel)
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T H E M E C H A N I C S O F A D D I N G A N A C C O U N T T O T H E E F F O R T R E P O R T F O R M
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Adding an Account32
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Adding an account
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Adding an account
5/17/2010Prepare – Verify – Certify
New account added to the effort report with $0/0% payroll
Cannot add an account and perform Pre Review when labor suspense is present
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Adding an account
5/17/2010Prepare – Verify – Certify
Administrators work together with certifiers to achieve a meaningful certification with the new account present
Certifiers reallocate effort according to actual effort devoted
Effort form goes into a Post Review status
Effort form completes when the cost transfer is appended to the payroll associated with the effort report Note: the certified percentage must match the cost transfer
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Adding an account
5/17/2010Prepare – Verify – Certify
Adding an account to the effort report form does not imply the cost transfer will be automatically approved (when GCFA approval is required)
Refer to the cost transfer Policy 1305 and Procedure 1035 PR.02 for cost transfer guidance
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M O N I T O R I N G O F E F F O R T
C E R T I F I C A T I O N C O M P L E T I O N
Monitoring
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Monitoring
5/17/2010Prepare – Verify – Certify
Send a personal email message to certifiers within a week of Pre Review completion
Follow- up with a phone call or quick visit to provide assistance where necessary
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Monitoring
5/17/2010Prepare – Verify – Certify
Division Head roles Mark Prendergast – YSM
Dawn Finaldi – Central The primary role of the Division Head is to assist departments in
the escalation of known issues preventing the certification of effort.
The Division Head also monitors effort report certification completion and reports to BOLT on the progress being made.
Department coordinators should be communicating with Division Heads when assistance with certification is required.
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Monitoring
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Department and Subdepartment Coordinator reports
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Monitoring
5/17/2010Prepare – Verify – Certify
When the Add Account feature is used and a reallocation of effort is pending, close monitoring of effort reports that are in Post Review is required.
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T H E R E A S O N W H Y W E A R E H E R E
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Certification42
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Certification
5/17/2010Prepare – Verify – Certify
Certification is due within 60 days of the effort period release.
Effective and timely, proactive and post transaction review and reallocation of salary (where necessary) enables fast and accurate Pre Review.
Fast and accurate Pre Review helps us reach our ultimate goal – 100% on-time certification.
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A N S W E R S
Questions
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Contact information
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Michele Greenhouse Effort Reporting Central Administrator 737-6844, [email protected]
Tracy Walters Director of Grant & Contract Financial Administration 737-8355
Dawn Finaldi Assoc. Director, Business Operations Science & Technology ERS Division Head for FAS and other units 432-8567
Mark Prendergast Assoc Dir of YSM Research Compliance & Accounting Support ERS Division Head for YSM 785-6593
John DeNezzo Financial Analyst, Financial Support Services Contact for assistance with reports (slide 18) 432-3794, [email protected]
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References
5/17/2010Prepare – Verify – Certify
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Procedure 1315 PR.04 – Effort Reporting using the Effort Reporting System (ERS)
Effort Reporting website: www.yale.edu/gcfa/effort Guides: Certifier, Certifier Instructions, Department
Coordinator/SubDepartment Coordinator, Pre/Post Reviewer, ERS Report Guide, ERS Report Guide Matrix, Alternate Organization Assignments, Post Review – Recertification
Information & Tools: FAQs
Home page: Effort Reporting Calendar