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Cost Sharing

Cost-share commitments may arise when the proposal reflects a level of effort devoted to the sponsored project that is greater than the funding allocated for the commitment (e.g., 15% effort commitment but only 10% funding requested). They also may arise when the faculty member’s salary exceeds a sponsor’s limitation on the amount of salary that can be reimbursed, as in the case of salary  caps imposed by the National Institutes of Health

This message indicates that cost share adjustments have been manually entered to reflect the actual effort performed. Click 'View Details' link, to review the cost share adjustments made. Before certification, cost share effort percentage may be adjusted using the 'Adjust/View Cost Share' button. If the 'Adjust/View' button is not available, contact the department's ASTRA authorizer to request the 'View and Update Effort Report' role.

Changes can only be made to certified cost share by the faculty member recertifying the FEC. To accomplish, this contact GCA via Grant Tracker for requested changes to pledges. The faculty member should not recertify the FEC until the requested changes have been processed and appear in eFECS.  Contact efecs@uw.edu for recertification questions.

Yes, with the following caveat. Regardless of whether the cost sharing is percent effort or dollars, if there is a specific commitment of effort by the PI or other key personnel, and the re-budgeting is caused by or results in a significant reduction (i.e. 25% or more) of that commitment, prior approval from the sponsor for this change needs to be obtained. Additionally, significant adjustments between effort and non-effort categories may imply a scope change. If this is the case, the sponsor must be contacted to approve the change.

Cost shared effort, as well as effort paid directly from the grant, is averaged over the FEC cycle for faculty reporting on both academic and calendar cycles. This may result in a percentage appearing on the FEC that is less than the committed amount.  For example, if the grant was only active for half of the cycle, a 10% percent commitment will appear as 5% on the FEC.  For faculty on an academic cycle, eFECS will identify if the commitment is for spring and upload the full 10% (the un-averaged percent) to the spring quarter in the Cost Share Module.

Yes, the relationship between the amount of effort charged directly to the grant and the amount cost shared is secondary to the PI meeting the combined (total) percent of his/her committed effort.

If the cost share is committed based on percent effort, and necessary approvals have been obtained (e.g., reduction of 25% or more) the reduction need not be prorated between the direct charged and cost shared effort commitment. It is critical however, that the total adjusted commitment be met which could be via direct salary charges only, cost share only or a combination of both. If the cost share is mandatory, i.e., dollar based, specific approval from the sponsor is required unless other sources of cost sharing are permissible and substituted.

eFECS System

No, FEC's become available for online viewing after payroll transactions for the final pay period in the FEC cycle have posted or approximately 23 days after the end of the cycle. For mid-cycle reporting of cost sharing, use the Interim Cost Share Report process.

This most commonly occurs when there is original pay and a salary transfer on the same budget. Expanding the budget detail will reveal both the positive and the negative salary transactions.

The federal government requires that effort reports reflect 100% of the faculty members' compensated effort. The change to the FEC to reflect 100% alleviates auditing challenges with federal regulations. Faculty whose Average Paid FTE during a reporting cycle does not equal a 1.0 equivalent Workday salary rate will fall into the above scenario. The averaged IBS value ($) associated with the Average Paid FTE, is then represented as 100% of the faculty member's IBS for the FEC cycle.

The eFECS system will not return a name for individuals who are not required to certify. For example, if the individual does not have a qualifying faculty job code, is not paid on a sponsored project and/or does not have a formal cost share commitment set up in the Cost Share Module, they will not have an FEC and the search box will return the error message above. Separated faculty will continue to appear on the MyFaculty List, but will not appear in the Search box.

Notifications are dependent upon the email address that is listed in Workday. If there is no email address listed, eFECS substitutes the faculty member's UWNet ID @ uw.edu and sends notifications to that email address. Login to myuw.washington.edu to ensure forwarding has been selected if the faculty member's email address is anything other than his/her UWNet ID @ uw.edu.

Yes click the "+" next to any budget number on the online FEC to view detailed salary information by pay period along with the IBS eligible earn type.

If the OSET is completed before the faculty member certifies the FEC, eFECS will reflect the salary transfer on the online FEC, normally one business day after it posts in the financial system. If the FEC has been certified any post-certification salary transfer, including a transfer that adds a new budget line, will be reflected on the View FEC with post-certification changes for recertification analysis screen (accessible through the link at the bottom left of the FEC).

Once an FEC is certified, no changes can be made to the original report. There is, however, a Post Certification view that assists departments in recertifying. This view will display changes that occurred after the FEC was certified. Click on the link “View FEC with post certification changes” for recertification analysis located at the bottom of the FEC.

Once the department completes the online recertification, the new recertified FEC is now the official FEC. Status of this FEC will show "Recertified". FEC coordinators can still navigate to the originally certified FEC by following the link in the bottom left.

If an award is only active for part of the FEC period being reported, the system will prorate the effort. For example: The FEC reporting cycle is 1/1/XX-6/30/XX. The award period ends 2/28/XX and the faculty member provided 20% effort on the award from 1/1/XX - 2/28/XX. The FEC will spread the 20% over the entire FEC cycle thus reducing the effort percent for the quarter to 6.7%.

There is provision for the Chair, Dean, Director or Division Head to certify on a faculty member’s behalf.  To do this the department Astra authorizer must assign the ASTRA role “Certify Others” to the Chair, Dean, Director or Division Head.  Once this is done they can now enter the name of the faculty they are certifying for in the Search box.

These individuals must have suitable means to confirm the work was completed such as direct supervision or an email from the separated faculty confirming the accuracy of the FEC.

No.  All roles in eFECS are set up and removed by the department's ASTRA authorizer.

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Effort Policy Questions

It is a federal requirement that all salaries charged either directly to a federally funded sponsored agreement and/or to non-sponsored sources for the fulfillment of a cost-share commitment being met via faculty effort not charged directly to the sponsored agreement, be supported by records that provide assurance that the charges reasonably reflect the work performed.  The UW meets these requirements via the faculty effort certification reports (FECs).

FECs are semi-annual reports designed to meet the federal requirements described above.  Thus, a faculty member will receive, and must complete, an FEC if he or she is paid by the University of Washington and

  • Performs effort paid on federal and/or nonfederal sponsored projects; and/or
  • Performs cost-sharing on federal and/or nonfederal sponsored projects.

While technically a federal requirement, the UW presently requires this certification for all sponsored agreements regardless of funding source.

The federal government requires that charges to federal awards for salaries and wages be based on records that represent a reasonable approximation of the work performed on those federal awards relative to the total activity for which the University compensates the faculty member. As part of meeting this requirement, faculty review and certify their effort.

Charging and certifying salaries that are not properly supported could lead to audit findings, disallowances, fines, suspension and debarment, as well as other sanctions at the institutional and/or individual level.

The purpose of the FEC is to certify that the compensation (institutional base salary) charged to each sponsored agreement is reasonable in relation to all other compensated UW activities. Thus, faculty completing FECs must take into consideration research, instruction, administration, service and clinical activity (excludes clinical incentive payments). See GIM 35.