Using Comments

eFECS users who have been granted the 'View and Update' role in ASTRA have the ability to select a predefined comment and/or to add a free form comment. Comments can be edited until the FEC is certified. Once certified, comments displayed on the FEC become part of the official record and cannot be changed.

Avoid placing comments on the FEC that are not pertinent, unclear and/or confusing.

Predefined Comments

Predefined comments identify special circumstances and can be selected in any combination that applies. These comments are commonly paired with an additional free form comment to add clarification.

To select a predefined comment, click 'Edit Comments' on the individual FEC and select a comment from the list provided. Clarifying information (e.g. date, budget number, etc.) can be added in the 'Additional Comments' box. Click 'Save' and the comment(s) will now appear on the FEC.

NOTE: "Faculty with 9 month appointment - summer cost share is committed" is no longer required. An enhancement to eFECS now allows entry of summer cost share for 9 month faculty.

The 'Additional Comments' section may also be used to document effort that eFECS does not currently support. See the Job Aids for Summer Cost Share for 9 Month Faculty and Using a Non-Federal Grant as a Source of Cost Sharing

eFECS users who have the ASTRA authorization "View and Update" have the ability to add or edit comments on the FEC. This authorization provides an Edit Comments button.

Use 'Cancel' to make no changes, click 'X' to close the Comment window.

Combining Predefined and Additional Comments

Frequently predefined comments are combined with information placed in the 'Additional Comments' section. Examples of situtations where this might be appropriate include:

  • Another sponsored project will cover the K Awardi effort gap. Sponsori approval has been obtained.
    • This comment is appropriate to select if, during the last two years of the K Award, another sponsored project is approved to provide up to 25% of the 75% effort requirement.
    • Approval must be in writing from both sponsors.
    • Use the additional comments section to identify the other sponsored project by budget number and the percent of effort provided from that budget.
    • The percent of effort from the new budget and the K Award should total 75% or the originally negotiated rate if different.
  • K Award effort was performed at a different percentage over the budget period.
    • Use this comment when effort is being averaged over the budget period but reflects more or less than the required percentage during a single FEC cycle.
    • Use the additional comments section to note how committed effort will be distributed over the budget period.
      • Example: 60% will be performed during the 9/16/XX-3/15/XX cycle and 90% will be performed during the 3/16/XX-9/15/XX cycle
  • K Award budget not active during entire cycle
    • Effort should be prorated for the period of the cycle during which the K Award was active.
      • Example: if the budget started mid-cycle, the 75% would be averaged over the entire cycle and the required % effort would be 37.5%.
    • Use the additional comments section to note the date the budget began or ended during the cycle and the prorated % effort required.
  • K Award required effort negotiated at a different % or reduced/increased from 75%
    • Use this comment when the negotaited percent effort is different than the typically required rate.
    • Use additional comments to document the negotiated rate.
      • Use this comment:
        • At the beginning of the budget period to identify a negotiated percent effort commitment different from the norm.
        • To document a reduced level of effort during a no-cost extension.
        • To identify awards that do not require 75% effort.
  • Non-federal grant(s) approved by all sponsors to be used for cost share. Contributing budget(s) with percent contribution reflected in "Additional Comments" section. Other Salary Sourcesi adjusted as necessary.
    • Use this comment when a non-federal grant is approve to be used as a source of cost share.
    • Written permission from both sponsors must be kept in the department files.
    • Do not use this comment when you are using non-grant funding from the Other Salary Source section as a cost share source.
    • Use the Job Aid, Using a Non-federal Grant as a Source of Cost Share for instructions on documenting this scenario in 'Additional Comments.'
  • Specific salary cap required per sponsor agreement.
    • Some awards may require a specific salary cap be applied during the total project period that differs from the current standard DHHSi (NIHi) salary cap amount. Select this comment and use the Salary Cap Calculator for Adusting an FEC to determine the amount of cost share required for the lower (or other) cap.
    • Use the additional comments section to identify the sponsor, budget number and the dollar amount of the cap being applied.
  • Department chooses not to re-budget with new salary cap.
    • This comment applies only when the salary cap is increased by the Federal Government.
    • eFECS assumes departments will re-budget up to the current salary cap and will calculate salary cap cost sharing at the new rate.
    • In cases where the salary cap has been increase and the department does not choose to re-budget, select this comment and use the Salary Cap Calculator for Adjusting an FEC to determine the amount of cost share required for the lower (prior) salary cap.
    • Use additional comments to specify the cap being applied.
  • VA/UW appointment, faculty does not owe salary cap, however, Average Paid FTEi will continue to reflect less than 100%