Research & Economic Development

Office of the Vice Chancellor

Certify Effort Reports

Timely and accurate A-21 effort verification reports help us comply with federal regulations and ensure that the university keeps in good standing. Follow the steps outlined below to complete your effort verification reports.

  • Extended tardiness may result in the freezing of your department’s grant accounts until reports are completed, at the discretion of the Associate Vice Chancellor for Research.

Instructions for Effort Verification Reports

  1. Complete Effort Allocation Estimate. Each employee should first indicate the Effort Allocation Estimate (EAE). This column reflects the percentage of time spent working on each of the chart fields printed on the report. See examples below.
    For example, if an employee works 20 hours a week and spends 10 of them on a particular grant project, effort should be listed as 50 percent for that project.
    • Monthly reports
      If an individual is monitored monthly (such as on NIH or NSF grants), the concept is the same: two months spent on a specific project out of a six month period is equal to 33 percent.

    If the employee worked more than half-time for another department but is included with your department’s reports, verify your time and then send the report to the other department for completion. Coordination of reports split between departments should be completed before submission to ORS.
    Please note: the total university effort constitutes 100 percent effort, so the total effort expended cannot be more, or less, than 100 percent.
  2. Compare EAE to Payroll Data. Compare the Effort Allocation Estimate to the Payroll Data in the columns just to the left.
    • If there is a discrepancy of more than 5 percent, complete a Payroll Correction Entry to make the payroll match the effort. Attach copies of these entries to the report when submitting.
    • If the payroll posted more than 2 calendar months prior, contact the Office of Research Services or Accounting for assistance with these transfers.
  3. Compare data to general ledger.
    Check for any Payroll Correction Entries that may have posted and would create a discrepancy between the general ledger and the effort verification report.
  4. Employee should sign, and print name and date.
    Every report must be signed and dated, even if the employee no longer works for your department or is unavailable.
    If the employee is unavailable, the principal investigator or responsible official(s) who can verify the work was performed may sign the effort verification report.
    Unsigned or incomplete reports will be returned to your department.
  5. Send your report to ORS