Payroll Confirmation & Service Centers
Payroll Confirmation and Service Centers assists campus with the management of the review and verification of cost distributions for faculty and staff working on sponsored projects. We are currently working on the upcoming implementation of our new project based payroll confirmation process using ECRT software. This interface will enable our users and administrators to see all payroll expenditures associated with specific sponsored projects at varying increments of time. The payroll information will be updated after the close of every payroll cycle and is incorporated into the reporting functionality to allow maximum benefit to our campus community. This web based tool will allow business officers, principal investigators and administrators to access information anytime, anywhere through the myUK portal.
Working closely with our campus service centers and recharge operations, we provide guidance surrounding the primary requirements of appropriate rate development. We review all new requests to establish service centers and recharge operations, providing feedback on the overall business plan, the various components associated with developing appropriate rate structures, and the requirements of the billing process. We also provide on-going oversight of service center account balances and work closely with our campus partners to determine any adjustments that may be needed.
For general Payroll Confirmation inquiries, please email firstname.lastname@example.org
For general Service Center inquiries, please email email@example.com
Payroll Confirmation & Service Centers Supervisor
Payroll Confirmation Specialist
Principal Investigator Resources
Quick Reference Cards
ecrt User Guides
An alternative to traditional effort reporting that uses a project based methodology and utilizes the concept that “charges are reasonable in relation to the work performed”. Project statements will be used to demonstrate actual payroll expenses per project as opposed to individual statements per person.
Project statements must be pre reviewed and/or confirmed on a quarterly basis. Confirmation is only required on federal and federal flow through funds.
The ecrt system will automatically generate emails to the Primary Department Effort Coordinator when the pre review period is open. Principal Investigators will also receive a system generated email when the confirmation period opens.
All project statements will be in the ‘In Progress’ status until the Pre Review period beings. The statements can be reviewed from the Department Dashboard at any time but no action is required.
The ecrt system will be loaded and updated after every regular payroll run to ensure that department administrators have the most up to date and valid information possible.
All sponsored project statements, both federally funded and non-federally funded, must be pre reviewed by the Primary Department Effort Coordinator.
The Principal Investigator must confirm all federally funded sponsored projects. This includes both directly federally funded as well as federally funded flow-through projects.
All payroll expenses will be loaded into ecrt and will therefore produce a project statement. However, only sponsored projects will require the pre review and confirmation process. Cost centers are not required to be pre reviewed or confirmed, but the tool is available.
As the Primary Department Effort Coordinator, you will need to log into ecrt and review the payroll expenses for each employee that was paid from or cost shared on the specific project during the reporting quarter. If corrections are needed, you will place the statement in “Revision Requested” status to prevent the statement moving on to the Principal Investigator for formal confirmation, until after the corrections have been made in SAP and subsequently loaded to ecrt.
The percentage is provided for ease of interpretation to the Principal Investigator. You are actually reviewing the overall payroll expenditures.
The payroll % considers both base and non-base pay. The percentage could be different due to several items such as overtime payments, bonus payments, summer research payments, Wethington Awards, etc.
The payroll percentage is calculated based on the total payroll for the person for the quarter.
If someone is missing on the project statement, you will select the revise payroll checkbox for any person that is on the project statement to place the statement in Revision Requested Status. Once this is completed, work with the persons necessary to initiate the payroll changes in SAP. Please see QRC-Missing person on a Project Statement.
Yes. Although the pre review process is completed, it is possible that retroactive pay adjustments could still occur in current payroll processing and post to the project statements automatically. So, it is very important to remain in communication with the payroll specialist for your area to ensure you are aware of any adjustments that could impact a statement in “Pre Reviewed” status.
The Pending Payroll Tasks tab appears on the homepage for the Primary Department Effort Coordinator any time a request for a revision is made or payroll is loaded to a statement that has had a revision requested.
Click on the task from the Pending Payroll Tasks tab. Review the request for the revision and communicate with anyone you need to in order to determine if the revision is necessary. If there is a revision required for the project statement, you will click the Approve button on the task and initiate a payroll change (either Retroactive Payroll Adjustment or Z4 document). If a revision is not necessary, this will return the task to the status where the revision was originally requested (Ready for Pre Review or Ready for Confirmation).
If the task has been resolved on the Pending Payroll Tasks tab, you will need to contact Research Financial Services to have the statement reopened and returned to the workflow. Please email firstname.lastname@example.org for any of these requests.
We encourage you to work closely with your Principal Investigators on all payroll adjustments. The system will not notify the Principal Investigator of changes made during pre review. The payroll adjustments will be available to view in the transactions log of the project statement.
The Statements Awaiting Confirmation tab lists all project statements that are ready for confirmation. Only Principal Investigators will have project statements listed even though this tab appears on everyone’s home page.
Yes. When the Principal Investigator clicks the “Revise Payroll” button, a “Revision Requested” task routes to the Primary Department Effort Coordinator for review and processing. Training materials are available on our website for more detailed instruction.
Please email Research Financial Services at email@example.com about this situation. The statement can be reopened and sent back to the Principal Investigator to place in Revision Requested status.
A person may show as $0 on a project statement if they charged a project even though they didn’t work on the project and were subsequently removed. There is not a way in the software to remove an individual from the project statement who shows $0. By confirming someone at $0 the Principal Investigator is confirming that the individual should not have charged the grant.
The ecrt software can be accessed if the user has an internet connection.
Please email firstname.lastname@example.org to notify Research Financial Services of the situation. Research Financial Services will evaluate the situation and work with the Primary Department Effort Coordinator to resolve.
Recharge Operations are departmental units that have direct costs less than $50,000 in a fiscal year. Service Centers are operational units that have direct costs greater than $50,000 in a fiscal year. Since a recharge operation is a departmental unit their fund balance at the end of the year rolls up with the other department accounts. A service center is unique because its fund balance can be carried forward, if it is less than 10 percent of expenditures for the year - surplus or deficit. A service center can also include indirect costs (depreciation) in their rate, but is not allowed on recharge operation accounts
The first step is to establish whether a recharge or service center is the appropriate account to be established by completing the revenue questionnaire and information about the service or good to be provided. Second, rates will need to be developed using the Service Center Rate Request Form, a Request for Establishing/Revising Service Center Cost/Funds Centers and a Request GL Account/Commitment Item form will need to be completed, as well as a Budget Revision Request. Please see the service center policy section 4.7 for more detailed information.
No, there is not a fee charged to service centers or recharge operations
A minor service center has direct costs greater than $50,000, but less than $500,000 and can include equipment depreciation expenses in their rate. A major service center has direct costs greater than $500,000 and can include equipment and building depreciation and maintenance and operations costs in their rate
The budget family attribute on the Funds Center distinguishes the type of account. A recharge operation has a budget family of 23. The budget family for a minor service center is 22 and a major service center is 21. Also, all service center account numbers begin with the 10438XXXXX series
No, federal guidelines do not allow the purchase cost of capital assets to be charged to the service center account, but capital assets can be purchased on a renewal and replacement account (14278XXXXX).
Only capital assets (55XXXX - g/l accounts) can be purchased with the money in your renewal and replacement account. Remember, to be considered capital the item must meet the University's policy on capital threshold limits. For more information please see the Business Procedures Manual or contact Plant Assets.
Recharge Operations cannot recover indirect costs for depreciation in their rates, but Service Centers are allowed to recover depreciation costs.
If the service center fund balance (surplus or deficit) is less than or equal to 10 percent of the expenditures, then the fund balance can be carried forward. A prior year carry over is used in the calculation of the fund balance, but it is not considered an expenditure when calculating the 10 percent rule. When a balance is carried forward to the next fiscal year, it must be used in the calculation of rates.
A subsidy will be needed from a general fund account to bring the service center account balance under the 10 percent of expenditures.
The DHHS salary cap is a rate of pay limitation that is legislatively-mandated by the Federal government, specifically limiting the maximum amount of salary an individual can charge to a DHHS award.
Due to the large volume of Federal dollars received by the University via grant awards, our compliance with the salary cap restrictions is mandatory to demonstrate diligent oversight of the use of these funds.
Current guidance under a Continuing Resolution can be found at: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-137.html,
Subsequent publishing of the actual DHHS Appropriation for FY 2018 can be found at: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-181.html.
No. The salary cap amount is legislatively-mandated annually, with active awards being subject to the cap in effect at the time.
Salary amounts over the cap are considered unallowable expenses and as such, cannot be direct-charged to the sponsor; however, they must remain tied to the project and are captured as cost share to demonstrate total work performed.
Please refer to the PDF document “DHHS Salary Cap Calculation" in the section above.
Benefits are not included in the salary cap calculation but are expensed along with the salary amounts in the University’s financial system.
Cost-reimbursement grants and cooperative agreement awards are subject to the salary cap.
DHHS grants are denoted in SAP on the Reference tab in GMGrantD with a CFDA Number 93.XXX series.
No. The salary cap applies to anyone charging a DHHS grant, regardless of FTE.
No. The salary cap is a restriction on the amount that can be direct-charged to the sponsor. If not direct-charging, then no salary cap applies.
Yes. All salary direct charged to a DHHS award regardless of type is subject to the salary cap requirements.
A quarterly review of all individuals whose salaries are over the cap and who are direct-charging a DHHS grant is performed by Research Financial Services. Notification is sent to campus to initiate corrections timely to coincide with the earliest retroactive payroll dates. A final review is performed at the close-out of the grant to ensure compliance.