ECRT Newsletter 04/02/2012

NIH SALARY CAP WORKSHEET

The NIH Salary Cap Worksheet has been revised to include two new tabs:  “Summary” and “Scenario Matrix”.

  • The Summary tab provides general information regarding the new requirement by DHHS regarding the use of Executive Level II salary as the salary cap effective 12/23/2011.  
  • The Scenario Matrix tab provides various NIH grant scenarios and their corresponding Executive Salary Level and the treatment of access funds.

For questions regarding this subject please contact Mary Johnson, Associate Director, Office of Sponsored Programs at mary.johnson at duke.edu.

TUITION REMISSION

GAP 200.310, Compensation of Graduate Students on Sponsored Research Projects, has been revised to correct an error regarding cost-sharing of Tuition Remission.    We apologize for the confusion.  Below is the revised section:

Cost-Sharing Tuition Remission

If the Sponsor allows for Tuition Remission but does not provide funds, the Tuition Remission must nevertheless be charged to the sponsored project so that the Effort Report is correct.  However, the Tuition Remission can be cost-shared by the Department processing a Journal Voucher crediting the Tuition Remission to the sponsored project and debiting the Tuition Remission to another funding source.  G/L 808300 Cost Sharing: Tuition Remission must be used on both sides of the JV entry.

If the Sponsor does NOT allow Tuition Remission, the Tuition Remission must nevertheless be assessed, but charged to another non-sponsored funding source (e.g., Departmental fund).  Unallowable Tuition Remission should not be cost-shared.

REVISION OF SALARY G/L ACCOUNTS

General Ledger accounts used to pay students have been revised to allow for the use of different G/L accounts to pay Masters Graduate students and Ph.D. Graduate students as follows:

  • 601000 Research: Professional and Graduate Masters Students

Represents salary paid to exempt professional and graduate Masters students who are directly involved in departmental or sponsored research. This account can only be used for registered Duke students. Should be used only on research projects (xx3). 

  •  601100 Instruction/Training: Professional and Graduate Masters Students

Represents salary paid to exempt professional and graduate Masters students who are directly involved in instruction or training activities. This account can only be used for registered Duke students.  Should be used only on Non-research cost objects.

  •  601200 Research Assistant: Graduate Ph.D. Students

Represents salary paid to exempt graduate Ph.D. students who are directly involved in departmental or sponsored research. This account can only be used for registered Duke students and will be assessed Tuition Remission. Should be used only on research projects (xx3). 

  •  601400 Instruction/Training/Other: Graduate Ph.D. Students

Represents salary paid to exempt graduate Ph.D  students who are directly involved in instruction or other activity related to instruction, incidental research, or training activities. This account can only be used for registered Duke students.   Should be used only on Non-research cost objects.

ECRT WORKSHEET CURRENT FISCAL YEAR

Many of you are familiar with the ECRT Worksheet Prior Fiscal Year.  The Prior Fiscal Year worksheet allows you to make changes to a monthly employee’s prior fiscal year cost distribution and with a click of button create multiple iForms to process the changes.  The Prior Fiscal Year worksheet is available in ECRT from July 1 through the end of the Certification Period.  It is also available at all times via iForms.

A NEW worksheet has been added to your iForm Selection:  ECRT Worksheet Current Fiscal Year.   The Current Fiscal Year worksheet works the same as the Prior Fiscal Year worksheet BUT it affects the CURRENT fiscal year months.  Please remember that this worksheet can ONLY be used to make retroactive corrections.  If you need to make prospective corrections you will need to submit a Request for Cost Distribution Change iForm.  This Current Fiscal Year Worksheet is ONLY available via iForms.

QUARTERLY ECRT REVIEW

On 04/23/2012, 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.

 

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