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About ORSP
ORSP Mission
Return to Policies
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To document effort in direct support of sponsored programs or cost-shared towards sponsored programs.
- Cost-sharing: The portion of the project or program costs that are not borne by the sponsor.
- Effort: The percentage of time that is expended in fulfilling one’s obligations to the University. The total must equal 100%, no matter how many hours are worked.
- Mandatory cost-sharing: Costs that have been committed by the University towards the support of a program or project. This may be a requirement of the sponsor to be eligible for the award, or it may be voluntarily proposed by the PI/University and accepted by the sponsor as a condition of the award.
- Office of Management and Budget (OMB): The federal office that assists the President in overseeing the4 preparation of the federal budget. The OMB supervises the administration of the budget in Executive Branch agencies by promulgating rules and regulations through the issuance of circulars.
- OMB Circular A-21: The circular that sets forth the principles for determining costs applicable to grants, contracts, and other agreements with educational institutions.
- Principle Investigator: The DU employee (usually a faculty member) who is responsible for the proper conduct of research or other activity described in a proposal, grant, contract or other agreement. Used interchangeably with Program Director.
- Research and Sponsored Programs: Programs or projects that are funded by an external entity through an award (grant, contract, etc.) to the University. Sponsored programs include research, instruction, and other sponsored activities.
The Office of Management and Budget requires that each grant recipient document time expended towards a sponsored program. Recognizing the unique nature of universities and in the absence of timecards, OMB requires documentation and certification of percent of effort, totaling 100%, in support of one’s total commitment to the university. In order to meet this requirement for documentation and certification, each individual paid on a monthly basis and who has some commitment towards a sponsored program, shall certify their effort based on the distribution of total compensation paid to the individual during that month.
- An effort certification report shall be generated on payroll accounting distributions for each employee:
- Who is paid monthly, AND
- Has been paid from a sponsored program fund sometime during the first fiscal year, OR
- Has cost-shared effort towards a sponsored program (as indicated through an Activity Code), OR
- Has an employee class code related to research.
- Reports for faculty shall be generated on a 6-month basis (January – June, and July – December).
- Reports for all other employees shall be generated on a monthly basis.
- ORSP shall distribute these reports to the employees.
- Employees shall review the accuracy of distribution of effort, indicate adjustments, and certify by signing.
- The supervisor (PI) shall sign. If the employee is the PI, the Dept Chair or Dean shall sign.
- Reports shall be returned to ORSP promptly.
- ORSP shall make any adjustments indicated through the Banner payroll system.
- If certified reports are not returned within 30 days of the report, the payroll expense will be deemed unallowable and charged back to the employee’s departmental operating budget.
- ROLES AND RESPONSIBILITIES
- Employee is responsible for submitting payroll documents that reflect actual distribution of effort as accurately as possible, reviewing the effort distribution report, and certifying to its accuracy.
- Supervisor / Principal Investigator is responsible for verifying the effort expended on behalf of the sponsored programs which are under his/her programmatic authority.
- Dean / Department Chair is responsible for verifying effort expended on department/university duties.
- Office of Research and Sponsored Programs (ORSP) is responsible for generating the effort certification reports, making appropriate payroll adjustments, filing signed reports, and following up on those reports that have not been certified.
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