Effort Certification
Effort certification is a federally required process used to document and confirm payroll charged to sponsored projects.
In practical terms: effort certification is the University's process for confirming that payroll charged to a grant or contract reasonably matches the work actually performed on that project.
Effort certification is not a timesheet and does not require a detailed accounting of hours worked. Instead, it reflects a reasonable estimate of how an individual's professional effort was allocated during the reporting period.
Effort certification is grounded in a federal regulation called the Uniform Guidance, found at 2 CFR Part 200. As a recipient of federal funds, 麻豆传媒社区入口, East Bay is required to maintain records that accurately reflect the work performed on sponsored projects and support the salary charged to those awards.
Under , salary charges to federal awards must be supported by records that accurately reflect the work performed. In addition, , requires institutions receiving federal funding to maintain effective internal controls over federal awards.
Effort certification is one of the ways the University meets these federal requirements.
Why Effort Certification Matters
Effort certification helps protect both the University and Principal Investigators by ensuring that sponsored project payroll costs are appropriately documented and supported.
Accurate effort certification is an important part of maintaining compliance with sponsor requirements and preserving the University's eligibility to receive federal funding.
Who Must Complete Effort Certification?
At 麻豆传媒社区入口, East Bay, effort certification is generally completed by the Principal Investigator, or PI, for the sponsored project.
When multiple faculty or staff are supported by the same sponsored project, individuals will generally review and certify their own effort first.
The PI is then responsible for reviewing the overall project effort and confirming that salary charged to the award reasonably matches the work performed during the reporting period.
If an individual is unavailable during the certification period, the PI may certify on their behalf if they have suitable means of verification regarding the work performed on the project.
A PI may be asked to:
- Certify effort for multiple employees
- Review effort across multiple grants or contracts
- Confirm that salary allocations reasonably match work performed on sponsored activities
- Review certifications completed by employees supported on the award
Because PIs oversee the scientific, programmatic, or technical direction of a project, they are generally considered to have suitable means of verification regarding the work performed on the award.
Effort Certification Schedule
The Office of Research and Sponsored Programs, or ORSP, conducts effort certification twice each year.
ORSP will distribute certification materials and instructions during each certification cycle. Timely completion of effort certification is important to maintain compliance with sponsor requirements and support accurate financial reporting.
What Should I Do When I Receive an Effort Report?
You will receive effort reports through Adobe Sign during the applicable certification period.
When you receive an effort report:
- Review the listed sponsored projects and effort percentages
- Confirm that the salary charged reasonably matches the work performed during the reporting period
- Remember that effort certification is based on a reasonable estimate of actual work performed. It is not expected to be mathematically perfect.
- If the report appears reasonable and accurate, please sign and submit the certification through Adobe Sign
If you have questions or believe corrections are needed, please contact your assigned ORSP Post-Award Analyst before signing.
Important Notes About Effort Certification
Effort certification:
- Is a confirmation of work performed, not simply a payroll verification
- Reflects a reasonable estimate of actual effort
- May include multiple employees supported by the same sponsored project
- May include multiple sponsored projects for the same PI
- May require adjustments if salary distributions are inaccurate
- May involve both employee and PI review depending on the structure of the award and personnel supported
Certifications should be reviewed carefully before approval.
Questions or Assistance
If you have questions about effort certification, salary allocations, or sponsored project payroll charges, please contact your assigned ORSP Post-Award Analyst.