ECRT News

PAYROLL ADJUSTMENTS, ESS POSTING

Payroll adjustments are created in ECRT when all of the following occurs:

  • The ECRT Effort Card is in “Certification Complete” status
  • The department processes an iForm that is approved via their assigned workflow
  • The payroll changes post to SAP General Ledger and HR Payroll reports
  • The payroll changes are loaded to ECRT, creating a “Payroll Reconciliation” task

Since the payroll adjustment has already been approved via the iForm workflow and the changes have already posted to the General Ledger, effective 01/18/2012 the Effort Support Section in the Office of Sponsored Programs will begin routinely to post ALL transactions displayed in the Payroll Reconciliation Tasks tab of ECRT.  If the payroll transaction changes payroll  percentage by more than the .9% of the certified percentage, ECRT will automatically open the Effort Card(s) and send an email to both the Certifier and the Primary Effort Coordinator informing them that the Effort Card(s) was opened and requires re-certification and processing again.  We trust that this new process will better serve you.

QUARTERLY ECRT REVIEW

On 01/23/2012, ECRT will send out notices to “qualifying” Certifiers and a copy to their Primary Effort Coordinators asking them to review their Effort for FY12 for accuracy.  Below are some items that the Primary Effort Coordinator should know:

  • Quarterly review of University Effort is part of the OMB Circular A-21’s requirement for maintaining an effort reporting system.
  • Quarterly reviews are NOT certified, therefore, the CERTIFY button will not display.
  • Review the ECRT card(s) for accuracy.  If you do NOT agree with the pre-populated percentages, immediately submit appropriate corrections to the University payroll system.  It is imperative that this be done as soon as possible as this will eliminate untimely retroactive cost transfers.  Untimely retroactive cost transfers are viewed unfavorably by auditors and may bring into question University salary charges made to projects funded by the Federal Government.
  • In addition, you should, at least quarterly, review any Effort Card that is not in “Certification Complete” status regardless of Fiscal Year.  Remember that the Certification Summary section of the Org Code Dashboard only displays FY11 data and does NOT include Supplemental Only cards.
    • If the Effort Card requires certification, please contact employee or establish a Proxy to certify the effort card.
    • If the Effort Card requires “processing”, please go to your Manage Effort Task and process the card.

TUITION REMISSION

Many questions continue to arise regarding Tuition Remission.  We trust that the following information will be of assistance:

  • Tuition Remission is paid in lieu of wages for necessary work and, thus, it is part of the employee’s Supplemental Pay Effort Certification.
  • If you pay a salary using G/L 601200, then Tuition Remission (G/L accounts 633100, 634100, 633700, or 634700) MUST also be paid.
  • If you pay Tuition Remission (G/L accounts 633100, 634100, 633700, or 634700), then the individual MUST be an employee receiving a salary under G/L 601200.
  • In order to pay a salary using G/L 601200, the following MUST be true:
    • The funding source is a research code (xx3)
    • The individual is a Ph.D Graduate Student, performing research related duties.
  • If the funding source does not allow for Tuition Remission, the Tuition Remission must nevertheless be charged to the xx3 funding source.  The department can cost-share the Tuition Remission by processing a JV to credit the Tuition Remission to the xx3 code and debit it to another source using G/L 808300 (Cost-sharing Tuition Remission) on both sides of the JV entries.
  • Tuition Remission is NOT allowed when the employee is paid using salary G/L 601400.   We are in the process of updating GAP 200.310, Compensation of Graduate Students on Sponsored Research Projects to indicate this.
    • Tuition and Fees (G/L accounts 633000, 633600, 634000, or 634600) are paid when the Pre doctoral Graduate Student is NOT paid a salary from G/L 601200.
  • Any exceptions to the above statements must be approved by the Graduate School or the Office of Sponsored Programs (in the event that the 3rd digit of the cost object is not a xx3)

MULTIPLE WAYS TO REPORT EFFORT

Duke University requires effort to be reported in three different ways:

  • Duke University Effort: distribution of effort paid from Duke University sources, required by OMB Circular A-21
  • Total Professional Effort (TPE): distribution of effort spent on ALL activities, both University and non-university (i.e., VA and clinical services), required by the School of Medicine
  • Effort Supporting Duke University Health System (ES-DUHS): distribution of effort paid under G/L account 600200 "Faculty Effort Supporting DUHS" (i.e., residency training and supervision, administrative duties related to hospital or clinical labs), required by the School of Medicine

NON-COMPANY 0010 EMPLOYEES PAID BY COMPANY 0010

If an employee is “owned” by a non-Company 10 entity (DUHS Company 30) and receives a salary payment from Company 10 that requires the employee to certify their effort, the Effort Support Section of OSP reviews the Company 10 funding sources to determine which Primary Effort Coordinator to assign as the “Override Primary Effort Coordinator”.  ECRT is a Company 10 system and non-Company 10 entities do not have Primary Effort Coordinators.

CHANGES TO EFFORT COORDINATORS

All changes of effort coordinators should be submitted to your SAP User Administrator.  Please be sure to include the Org Code/BFR in your request.  If you are unable to identify the SAP User Administrator for your department, please contact Accounting Systems Administration for assistance at (919) 684-2752.

Questions or concerns regarding ECRT should be sent to ecrt-support at duke.edu.