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HOW TO CERTIFY HEALTH
SCIENCE EFFORT CERTIFICATION REPORTS: INDIVIDUAL
Grants
and Contracts Accounting
Virginia
Commonwealth University
730 East Broad Street, VCU Box 843039
Richmond,
VA 23284-3039
(804)
828-8104
IMPORTANT NOTICE: PLEASE READ THESE
INSTRUCTIONS, INCLUDING THE ATTACHED DEFINITION OF TERMS, IN THEIR
ENTIRETY, BEFORE COMPLETING YOUR EFFORT CERTIFICATION. THANK YOU.
PROFESSIONAL EFFORT
CERTIFICATION REPORTS
HEALTH SCIENCE
INDIVIDUAL INSTRUCTIONS
General Information
What is Effort Reporting: The
distribution of the effort expended by an employee for compensation.
Why Are Effort Reports Needed: Federal
Regulations require the University to provide support or documentation
to justify salary charges to all accounts.
Who Must Certify: All Faculty and
Professional Staff.
How Often Are Reports Issued: At the
End of Each Academic Term but no less than six months each.
Who Must Sign Each Certification: The
Employee and/or Department Chairman.
How Accurate Is The Certification
Designed To Be: Within +-5% of the total percentage of Effort Expended.
When Are The Reports Due To Be
Returned: Required Date Determined by your Department Head and/or Fiscal
Administrator.
To Whom Do You Direct Questions: Your
Department Head and/or Fiscal Administrator.
General Instructions
- Review the certification immediately
for reasonable estimation of effort distribution.
- Record estimated effort expended per
cost category for a typical week (representative example for entire
term).
- Sign the report.
- Make a copy for your records.
- Forward the report to your fiscal
administrator who will obtain the Department Chairman’s signature.
- Fiscal Administrator will
forward the certified reports to Effort Reporting.
Detailed
Instructions
How to Complete
(1) Review Salary Data for Accuracy:
- If salary is incorrect: Cross
through incorrect data and write "Salary Data Incorrect."
Add the correct data if known. Attach a copy of the applicable,
Personnel Action Form (PAF),
(see your Fiscal Administrator).
- If salary has been omitted: List
index name and number. Also attach a copy of the PAF to support
the change (see your Fiscal Administrator).
(2) Certify effort in the Effort
Summary Section. Record the estimated percentage of effort expended per
cost category for the term being certified. Match percentages to
direct cost categories. If changes are needed, cross out the pre-printed
percentage and write in the correct percentage. Re-compute the 100%
total.
- Percentage figures are presented as
guidance with the understanding that these percentages may have a
correlation to the distribution of your estimated percentage of
effort expended.
- If effort is expended for organized
research (sponsored), record only the estimated percentage of effort
for which the sponsored program directly pays. Additional effort
should be recorded as cost sharing. List sponsored program FRS
index number in space for any cost.
- Should estimated percentage of
effort expended for organized research (sponsored) be less than the
preprinted percentage, an adjustment must be made by the department
to reduce the salary charges. Attach a copy of the applicable
PAF. (See your Fiscal Administrator).
DEFINITIONS
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SPONSORED
PROGRAM ACTIVITIES of the University that are separately
budgeted and accounted for by Project (5-Ledger Accounts): |
|
Cost Category |
Definitions |
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Organized Research (Sponsored) |
All Federal or Non-Federal
Research and Training Activities (Except ESA’s). |
|
Cost Sharing
Cost
Accounting Policy Cost
Accounting Salary Cap Accounting
for Cost Sharing
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Effort expended on sponsored
project for which no direct salary is paid by sponsor or effort
exceeds percentage of salary paid by sponsor (Mandatory or
voluntary committed). |
|
Educational Service Agreements (ESA’s) |
Sponsored Training Programs and
Projects Established by Grant, Contract or Cooperative Agreement |
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Other Sponsored Activities |
Programs and projects financed by
Federal and non-Federal agencies and organizations, other
organizations, other than specific research projected (Organized
Research) or specific sponsored training sponsored training
projects (Educational Service Agreements). |
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ACADEMIC DEPARTMENT
ACTIVITIES of the University that are not
separately budgeted as part of Sponsored program activities. These
activities are supported by departmental funds: |
|
Instruction/Departmental Research |
Teaching, Training activities
(except sponsored training), and Non-sponsored research
development activities. |
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Administration-Instruction |
Deans, Department Heads and
Division Heads. Effort that exclusively benefits instruction. |
| Administration-Students |
Student
Affairs and Student Services |
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Administration-Sponsored Projects |
Deans, Department Heads and
Division Heads. Effort that exclusively benefits sponsored
research. |
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Administration-Departmental |
Supporting services that benefit
common or joint departmental activities. |
| HOSPITAL
DUTY:
Supervision-Residents and Interns |
Supervision of residents and interns
by faculty physicians
excluding the time when the physician is,
at the same time actually
treating patients (e.g, patient rounds) as an
attending physician. (Medicare Part "A")
This
includes treating patients as an attending physician, which should
be reported in the category Clinical Practice. |
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Administration/Professional Services |
- Managerial and administrative
activities related to the hospital, including participation on
Hospital-wide committees and task groups, participation on
Medical Care Review Committee and Quality Assurance Committee,
and performing postmortem examinations. (Medicare Part
"A").
- Perform or supervise, for the
Hospital, medical or therapeutic care by
faculty/professionals.
|
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Clinical Practice: |
Includes all effort to provide
patient care at the VCU Health System or under the auspices of the
VCU Health System as an "attending physician" or in the private
physician clinics. Does not include clinical activities at the
McGuire Veterans Affairs Medical Center (VAMC). |
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OTHER ACTIVITIES:
Public Service |
Non-instructional services to
individuals external to the University. Activities are separately
budgeted and accounted for by the University. |
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Other Institutional Activities |
Effort expended on activities
that are not defined above. |
Exhibits:
Effort
Certification Log - Health Science
Effort
Certification Checklist and Report - Health Science
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