Tufts University is required by federal regulations (2 CFR 200.430) to have a salary distribution system that allows for periodic review and confirmation of the reasonableness of salary charges to sponsored awards. At Tufts, quarterly effort reporting is used to verify that salaries and wages charged to a sponsored award for a specific period accurately reflect the time devoted to the project.
Exempt employees should understand how their salary charges are distributed and verify that their salary distribution reflects the actual effort devoted to the projects being charged. Central Post-Award is responsible for administering the University’s Effort Reporting System. Questions about the Effort Reporting System and procedures should be addressed to the Post-Award office.
Tufts University leaves of absence policy is outlined in the Employee Handbook. The employee’s department must work with the Leave of Absence Specialist to report the leave. If an employee is absent for more than 30 calendar days and the employee’s salary, or a portion of salary, is paid from a sponsored award, the salary may only be charged to the sponsored award for 30 calendar days or up to the date at which a replacement is hired for the person, whichever comes first; after which the salary of the person on leave must be allocated to a department account. In cases when the sponsor agency issued guidance regarding the allowability of extended leave costs on the award, the sponsor rules will be followed.
Maximum Effort Threshold
Tufts University policy allows faculty members to charge up to 95% of their annual academic and/or supplemental/summer effort to sponsored awards if their other University responsibilities are less than or equal to 5% of their total time and effort. Non-sponsored activity includes responsibilities related to teaching, grant writing, committee participation, administrative duties, department or other chairmanships, or other administrative responsibilities. While committed sponsored effort is certified at the account level, the effort associated with non-sponsored activities is aggregated.
Research faculty are expected to obtain their full compensation through external funding (policy on Research Faculty Appointments voted by full Board of Trustees May 30, 1981, amended by full Board of Trustees February 24, 1990). For research faculty who are funded only by sponsored projects and do not have duties other than those related to their awards, proposal development work must not be part of the compensated FTE portion. Research faculty whose full FTE was paid 100% from sponsored projects during the preceding fiscal year may be asked to confirm that they had no non-sponsored responsibilities.
Recording Time and Effort Distribution
Exempt and professional staff time is charged to sponsored awards on the basis of information on the most recent information submitted in eServe. This establishes the initial distribution of effort which is certified on the Quarterly Effort Report (QER) or modified as necessary to present an accurate record of how the time charged is spent.
Changes to labor distribution are made via the eServe Workforce Portal. Please read here about submitting personnel actions.
Changes may also be made to the employee’s distribution via the effort certification process described below. Adjustments should be annotated on the QER at the time of certification and returned to Post-Award by the due date specified on the QER Memo.
Non-exempt personnel report their effort on a weekly basis using the University’s Online Time Entry System. If a change impacting a sponsored award is required, a recertification request must be submitted to Post-Award.
Tufts University uses an after-the-fact activity records approach to certify the effort of all salaries and wages paid from sponsored awards.
Effort for non-exempt employees, who are paid weekly, is certified when the Time Entry is submitted in the Online Time Entry System. Effort is certified on a pay period basis by the responsible person with suitable means for verifying the work performed. All hours entered should correctly reflect the time worked for the period noted and the salary distributions should represent an accurate accounting of effort expended.
Covered exempt employees(faculty and professionals) and graduate student employees are those whose effort is charged to sponsored awards, in part or in full. Covered employees certify their effort quarterly via the Quarterly Effort Reports (QERs) (sample).
Non-covered faculty/exempt personnel perform functions at the University are not subject to certification. An effort certification report is not produced for personnel whose effort is charged 100% to DeptIDs (non-sponsored accounts) however if changes are required, Non-Covered Reports will be provided upon request at the same time when QERs are produced. Please send your requests for Non-Covered Reports to firstname.lastname@example.org before the end of each quarter.
Note: FTE & Salary changes cannot be done on a QER.
Distribution and signing of effort reports
QERs are sent electronically to the designated points of contact (QER POC) at each school or center. QERs for students whose effort is charged to sponsored awards are sent to the schools that own the student’s home DeptID with a copy to the department for the award(s) listed. Each school/center must update Post-Award in a timely fashion if their QER POC(s) change. Schools can have more than one QER POC.
QER POC distributes QERs to the individuals for signatures, follows up on their receipt, and submits them to email@example.com.
The following process will apply to all QERs for covered employees, including those reflecting Joint Appointments.
One month before QER distribution an e-mail confirmation is sent to the designated QER POCs confirming that the POC contact is up-to-date.
QERs will be saved as an individual PDF file with the naming convention: FY_Qrtr_LastName_FirstInitial
A Zip file containing the QERs is sent to each QER POCs for their Home DeptID.
Once QERs are reviewed and signed by the appropriate parties, they should be returned to the designated QER POCs for each school or center for submission to firstname.lastname@example.org. Please respect the file naming convention.
QERs must be signed electronically using a digital signature that authenticates the signer (such as, for example eSignature or Adobe Sign). A scan of the original physical signature on a document is also acceptable. An electronic image of a signature does not provide the authentication of the signer and should not be used for the purposes of effort certification. Information about adding a digital signature to a pdf file is available here.
Individuals whose effort is charged to sponsored awards can either sign their QERs themselves, or the Principal Investigator (PI) can sign the QERs of individuals who worked on their award. The signature by the PI is strongly encouraged. Another person may sign only if the individual certifying the report has suitable means for verifying the expended effort. Suitable Means Checklist must be attached to QERs with proxy signatures.
When stipends are processed via compensation, Tufts system does not distinguish stipend payments from payroll disbursements resulting in QERs generated for the stipend. If you receive such a QER, please insert the following statement in its entirety on the bottom of the QER and return it to email@example.com with the signature of the person who has direct knowledge of the approved stipend amount (such as, for example, a mentor or a Local Research Administrator).
This QER reflects a stipend and not a salary for [Name of the person listed on the QER], who is a trainee/fellow. There is no effort related to this stipend and it is not being received as a condition of employment. The signature on this form confirms that the trainee/fellow is currently enrolled in a program, has an approved appointment, and that the associated stipend payment is accurate.
Please note that a stipend is provided as a subsistence allowance to help trainees/fellows defray living expenses during their research training experience. Stipends are not provided as a condition of employment, are not considered salaries, and do not have requirements surrounding effort. Stipends must be paid in accordance with the stipend levels established by the NIH or other agency/sponsor as directed for the approved appointment period and should be pro-rated for early termination/completion as applicable.
QERs are produced for the following quarters and must be returned to Post-Award 15 business days after receipt. The due date for QER submission will be included in the e-mail from the OVPR to the designated QER POC. Additional time should not be required, but if extenuating circumstances arise, an extension may be requested from Research Administration Compliance & Risk Management unit.
QER Production Schedule
1st Quarter: July 1 – September 30
QERs sent in early October
2nd Quarter: October 1 – December 31
QERs sent in early January
3rd Quarter: January 1 – March 31
QERs sent in early April
Mock (draft) QERs: April 1 – May 31 only
Mock QERs sent by June 15th
4th Quarter: April 1 – June 30
QERs sent by July 15th
Note: Signed mock QERs have to be returned only if changes/adjustments are required.
In the event that changes are required to the effort already entered for non-exempt employees or to the effort certified on a QER in a prior quarter, the following documents should be attached to the request:
Original QER (semi-monthly employee) or timesheet (hourly employee) for affected time periods
A copy of the revised QER. The employee, PI, or individual with suitable means for verifying the expended effort, is required to sign and date the revised QER
Data Warehouse download (Labor Report by Grant) showing the salary posted to the original grant/DeptID
PAF/e-Serve screenshot showing corrected distribution going forward
A memo (must be dated and signed by the employee, PI, or individual with suitable means for verifying the expended effort) that includes a summary listing the dollar amount and percent effort being reallocated, pay periods, and receiving award # (this information can be found on Labor Report by Grant from PeopleSoft). The memo should answer the following questions:
Why was labor not charged to the correct project originally?
How does the expense directly benefit the receiving award? (Is this effort part of the approved budget?)
If applicable, why is the transfer over 90 days?
What action has been taken to correct if systematic problem?
For individuals paid entirely or partially from sponsored awards, all changes must be certified by the PI, employee, or other individual who has suitable means to verify the effort expended or work performed.
Please note that effort recertifications should occur only under very rare circumstances. Recertifications that involve moving salary onto a sponsored award are subject to additional scrutiny due to their high audit risk.
More than one effort recertification for the same period is not allowed except under limited circumstances approved by the Associate Director, Research Administration Compliance & Risk Management on a case by case basis.