Office of Sponsored Programs



Effort Reporting

Frequently Asked Questions (FAQ's)

1) Where can I find the effort report?

2) I received an email indicating that an effort certification report is available for certification and/or review. Does that apply to me?

3) Does the effort report reflect/show dollar amounts?

4) Does my percentage of effort recorded need to be 100% accurate?

5) I need to change my percentage of effort. Can I do that via the Banner Self-Service Effort Report module?

6) My Principal Investigator cannot use Banner Self-Service to review a certified effort report. What can I do to get the review performed by the Principal Investigator?

7) Personnel received an effort report, but did not work on a sponsored project. The personnel were paid as participants. What do I need to do?

8) In the routing queue link in the effort report, a pre-review was not completed and an alternate certifier has not done anything. Can I certify and review the effort report without the pre-review?

9) There are multiple Principal Investigators (PI) related to the grants listed on my effort report, does every PI need to certify and review my effort report?

10) I received a message when clicking on the Effort Certification link in Banner Self-Servcie stating that my Adobe Flash Player needs to be updated. Should I download the Adobe Flash Player?

11) Who should I contact in the Office of Sponsored Programs to help me complete my effort report?

12) I am a RowanSOM Administrator, and a Principal Investigator (PI) wants to assign me as a Proxy to view effort reports associated with the PI's grants/funds. What are the steps to allow me to act as a Proxy and confirm the salary expenses posted to the fund to ensure the effort report is accurate prior to PI review?

 

 

 

 

 

 

 

 

1) Where can I find the effort report?

The Effort Report is available via Banner Self-Service module, under the employee tab. The link is titled: Effort Certification. You will only be able to view effort reports for periods that are currently under review, and effort reports applicable to you. If you are a Principal Investigator, then please consult and use the Principal Investigator Certify and Review Manual - Abridged Version to locate and certify and review all effort reports associated with your fund(s) / grant(s).

 

2) I received an email indicating that an effort certification report is available for certification and/or review. Does that apply to me?

Yes, emails are only sent to the Principal Investigators, in which the system has generated an effort report for the PI's grant(s) / fund(s).

 

If a Principal Investigator requires personnel to certify their report, then the PI should open up the effort reporting system, identify the personnel who have an effort report associated with their grant / fund, and email them requesting they log into the effort reporting system and certify their report. The PI should include the effort reporting webpage link in the email. The link to Rowan University's effort reporting webpage is http://www.rowan.edu/open/provost/grants/policies_and_procedures/EffortReporting.cfm

 

 

3) Does the effort report reflect/show dollar amounts?

No, the effort report recalculates payroll distribution amounts into percentages. You will not be able to view amounts using the Effort Reporting system, but you will be able to view the payroll periods for the effort reporting period under review, the associated percentages of the payroll preiods, and the funds for each payroll period. You can view percentages by opening up an effort report and clicking on the link titled: Pay Summary.

 

 

4) Does my percentage of effort recorded need to be 100% accurate?

Yes, personnel and Principal Investigators should certify and review an effort report to ensure it is 100% accurate. However, because a Principal Investigator or personnel may be asked to certify effort that was expended over six (6) months ago, then the personnel and PI should make all attempts to provide a reasonable estimate of effort, and if not 100% accurate, then it should be as close to 100% as possible. Total effort reported, including revised effort reports, should always equal 100%.

 

 

5) I need to change my percentage of effort. Can I do that via the Banner Self-Service Effort Report module

 

In order to change the percentage of effort, you have two (2) options.

 

Using the "Request Changes" button in an effort report will automatically direct you to your Outlook email if you are using a Rowan University network connected computer or other electronic device that has Outlook as the default email provider. If not, then you will need to send an email using your own email provider. Before sending the email to the Principal Investigator (PI) and the Office of Sponsored Programs, you will need to change/revise the percentages. In the Banner Self Service Effort Report, click on the percentages in the categories and change to the appropriate percentage. After making the change in the effort report via Banner Self Service, use the "Action" button on the top of the effort report, and then select "Print". The "Print" selection will bring up a PDF of the revised effort report. Save the PDF version of the effort report onto your hard drive, then attach it in an email and send to the PI. Request that the PI review the changes, print and sign their name to the effort report, scan it to a hard drive, attach the scanned effort report to an email, and send the email to the following: For Glassboro/Camden Campuses send to gregorye@rowan.edu and sponsoredprograms@rowan.edu. For the Stratford Campus, please contact Tammy DelleFava.

 

 

 

If you need to add new funds, then click on the "Add New Funding" button on the bottom of your effort report form. You will see a pop-up box that will allow you to locate and choose the fund as well as other information. In order to view options available to you in the pop-up box, use the ellipsis to open up the list. You will need to select the fund, organization, and other information. When you complete the additional fund change, you will see the effort report change. Your new fund added will now be in the sponsored or non-sponsored section of the effort report. MAKE SURE TO DOUBLE CHECK AND REVISE ALL PERCENTAGES SO THAT THE TOTAL EFFORT EQUALS 100%. When you have the revised effort report ready, use the "Action" button in the ribbon at the top of the effort report, and then select "Print". The "Print" selection will bring up a PDF of the revised effort report. Save the PDF version of the effort report onto your hard drive, then attach it in an email and send to the PI. Request that the PI review the changes, print and sign their name to the effort report, scan it to a hard drive, attach the scanned effort report to an email, and send the email to the following: For Glassboro/Camden Campuses send to gregorye@rowan.edu and sponsoredprograms@rowan.edu. For the Stratford Campus, please contact Tammy DelleFava.

 

 

6) My Principal Investigator cannot use Banner Self-Service to review a certified report. What can I do to get the review performed by the Principal Investigator (PI)?

If a Principal Investigator (PI) is not available to certify or review any report, contact the Office of Sponsored Programs. For Galssboro/CMSRU campuses please contact Eric Gregory, and for the Stratford campus: please contact Tammy DelleFava to discuss.

 

For certified reports requiring PI review, obtain a dated fax, memo/letter, or email from the PI. The PI must state that they agree with the percentage of effort. Either forward the PI email or request the PI to email their agreement with the revised percentage of effort to the Office of Sponsored Programs. Please note, if you are able to, change the percentage of effort on the effort reporting electronic form, use the "action" button on the top of the effort report in self service, to obtain a PDF version of the effort report and attach that effort report to your email that you would send to the PI. Then send the PI approval email and revised Effort Report to the following: For Glassboro/CMSRU campuses please contact Eric Gregory, and for the Stratford campus: please contact Tammy DelleFava.

 

If a PI cannot certify the effort report, then an individual with direct knowledge, such as but not limited to a Lab Supervisor or Manager of the employees effort being certified, can certify.

 

All administrative staff that must certify a report must obtain a dated fax, memo/letter, or email from the PI verifying the revised effort report is correct before certifying or reviewing a certified effort report for a PI. Administrative staff and personnel are not considered an individual who will have direct knowledge of someone's work on a sponsored project. Administrative staff should maintain all records related to a PI approval to certify on their behalf.

 

 

7) Personnel received an effort report, but did not work on a sponsored project. The personnel were paid as participants. What do I need to do?

Include a comment in the Banner Self-Service Graphical User Interface (GUI) effort report. Make sure you save the comment.

 

 

8) In the Routing Queue link in the effort report, a pre-review and alternate certifier has not done anything. Can I certify and review the effort report without the pre-review?

Yes, you can certify and review without the pre-review taking place.

 

The effort reporting system has two (2) required inputs from personnel and Principal Investigators (PI). Certification of the Effort Report by the personnel whose effort is being certified, and PI review of the Effort Report. In our system ,the PI is an alternate certifier, so the PI can do both inputs - certify and review.

 

 

9) There are multiple Principal Investigators (PI) related to the grants listed on my effort report, so does every PI need to certify and review my effort report?

Yes, the system identifies a PI based on the grant. All PI's, whose grants are associated with the effort report, will be required to review a certified report. For example, if personnel work on two (2) grants/funds, whose PI's are different, then both PI's will be required to review and certify the report.

 

 

 

10) I received a message when clicking on the Effort Certification link in Banner Self-Servcie stating that my Adobe Flash Player needs to be updated. Should I download the Adobe Flash Player?

Yes, you will need to have Adobe Flash Player version 12 installed on your device or computer. You can check your current flash player version by clicking on this link If you need to update your flash player on a Rowan University computer or device on the Rowan University network, please contact Network and System Services (NSS) at (856) 256-4400. If you are using a computer or device that is not connected to the Rowan University network, then please go to an Adobe webpage and select Adobe Flash Player version 12.

 

 

11) Who should I contact in the Office of Sponsored Programs to help me complete my effort report?

For the Glassboro/Camden campuses please contact Eric Gregory to receive assistance and other information related to completing an effort report.

 

For the Stratford campus please contact Tammy DelleFava to receive assistance and other information related to completing an effort report.

 

 

12) I am a RowanSOM Administrator, and a Principal Investigator (PI) wants to assign me as a Proxy to view effort reports associated with the PI's grants/funds. What are the steps to allow me to act as a Proxy and confirm the salary expenses posted to the fund to ensure the effort report is accurate prior to PI review?

First, the Principal Investigator (PI) should log into Banner Self-Service and click on the Effort Certification link under the employee tab. Once the effort report is open, then the PI should click on the tab on the left hand-side of the screent that is titled: Proxy or Superuser. The PI should then click on "Add Proxy" search for the administrator who will be assigned as a Proxy and select the administrator. The PI should send a courtesy email to the Administrator indicating that they are identified as a Proxy for them in the Effort Certification system.

 

The administrator should then log into Banner Self-Service and click on the Effort Certification link under the employee tab. Once the effort report is open, then the administrator should click on "Proxy or Superuser" link on the left hand side of the screen. When that screen appears, click on the box next to the text "Act as a Proxy For". The administrator will be able to select the PI. After selecting the PI, then the administrator will click on the "Save" button.

 

To view effort reports, the administrator should use the PI Certifier and Review Manual - Abridged Version and follow those directions to view all effort reports related to the PI's grants / funds.

 

Administrators should retain all dated faxes, letters and emails from a PI who provides approval for an administrator to certify and review an effort report.

 

Please contact Eric Gregory if you require assistance or have questions.