Federal regulations require that all employees working on federally sponsored projects (grants) report and certify their effort. When we accept federal funds, we accept this obligation as a condition of taking the funds. All board approved faculty and staff receiving salaries and wages from or contributing effort as cost share to a grant/contract are required to document their effort. Employees hired on a Request for Personnel Service [RPS] do not need to complete the effort forms since their time cards meet the documentation requirement. Employees on Special Services Assignements are also not required to complete effort forms. The Project Director is responsible and accountable for compliance with all federal regulations associated with the grant awarded. Effort documentation records the percentage of effort reported for the period to substantiate the salaries and wages charged to federal grants. Erroneously certifying effort can be viewed as fraud. Recent noncompliance audit findings have resulted in multimillion dollar fines for major universities.
Effort documentation is not based on a 40 hour work week. Instead effort is calculated based on 100% of activities (excluding extended contracts for work beyond the regular assignment). Effort must be reported even if not paid for by the funding agency. Obviously the grant-funded effort must be activities that are allowable for the grant.