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.

Staff

Payroll Confirmation

Payroll Confirmation FAQs

Service Center Information

Service Center FAQs

Penelope Spradlin

 Payroll Confirmation & Service Centers Supervisor

(859) 257-9017

Cherri Wallace

Payroll Confirmation Specialist

(859) 257-1747

 

Payroll Confirmation

 

Principal Investigator Resources

ecrt Users Guide-Principal Investigator

ecrt Users Guide Non-Federal Projects-Principal Investigator

ecrt Quick Start Video - Principal Investigators

Quick Reference Cards

QRC - Payroll Confirmation Workflow Roles

QRC- ECRT Dept Dashboard Roles & Rights

QRC -Instructions to update Internet Explorer to IE9 within ecrt

QRC Project Statement Roles Rights

QRC-Status Icons within ecrt

QRC-ECRT College Effort Coordinators List

QRC-Cost Center Reports

QRC-Payroll Loaded to a PreReviewed Statement

QRC-Looking up Primary Department Effort Coordinator

QRC-Project Status Report

 

ecrt User Guides

ecrt Users Guide - Primary Dept Effort Coordinator

ecrt Users Guide - Backup Dept Effort Coordinator

ecrt Users Guide-College Effort Coordinator.docx

 

Reports

Running the Payroll Report-College Effort Coordinator

Running the Payroll Report-Primary Dept Effort Coordinator

Monitoring Reports - College Effort Coordinator

 

Presentations

Primary Department Effort Coordinator Training Last Presented March 27, 2017

University Budget Officers Presented March 22, 2017

Deans Council Presented March 21, 2017

Faculty Workshop Presented March 1, 2017

ADR Meeting Presented December 19, 2016

University Budget Officers Presented December 15, 2016

 

Payroll Confirmation FAQ's

What is Project Payroll Confirmation?

How often do project statements need to be Pre Reviewed and/or Confirmed?

How will I know when it is time to complete the pre review and/or confirmation of my assigned project statements?

Why are my project statements in the Department Dashboard "In Progress" and why can I not Pre Review them? 

I am not seeing all of the payroll that I expected. How often is ecrt updated?

What project statements must be Pre Reviewed?

What project statements must be Confirmed?

Why does my cost center have a statement?

What am I supposed to do during pre-review?

If I am pre reviewing/ confirming payroll expenses, why am I seeing a percentage on the project statement?

How is payroll % calculated?

I have completed pre reviewing the projects on my work list, but the pre review period is still open. Will anything else post to my project statements?

Will Primary Department Effort Coordinators be responsible for notifying the Principal Investigators that changes have been made during the pre-review process?

What is the "Statements Awaiting Confirmation" tab?

If a Principal Investigator makes changes to the percentages as they confirm, do those route back to the Primary Department Effort Coordinator for review?

 

My Principal Investigator is not available to confirm his/her project statement.

What is Project Payroll Confirmation?

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.

How often do project statements need to be Pre Reviewed and/or Confirmed?

Project statements must be pre reviewed and/or confirmed on a quarterly basis. Confirmation is only required on federal and federal flow through funds.

How will I know when it is time to complete the pre review and/or confirmation of my assigned project statements?

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.

Why are my project statements in the Department Dashboard "In Progress" and why can I not Pre Review them? 

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.

I am not seeing all of the payroll that I expected. HOw often is ecrt updated?

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.

What project statements must be Pre Reviewed?

All sponsored project statements, both federally funded and non-federally funded, must be pre reviewed by the Primary Department Effort Coordinator.

What project statements must be Confirmed?

The Principal Investigator must confirm all federally funded sponsored projects. This includes both directly federally funded as well as federally funded flow-through projects.

Why does my cost center have a statement?

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.

What am I supposed to do during pre-review?

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.

If I am pre reviewing/ confirming payroll expenses, why am I seeing a percentage on the project statement?

The percentage is provided for ease of interpretation to the Principal Investigator. You are actually reviewing the overall payroll expenditures.

How is payroll % calculated?

The payroll percentage is calculated based on the total payroll for the person for the quarter.

I have completed pre reviewing the projects on my work list, but the pre review period is still open. Will anything else post to my project statements?

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.

Will Primary Department Effort Coordinators be responsible for notifying the Principal Investigators that changes have been made during the pre-review process?

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.

What is the "Statements Awaiting Confirmation" tab?

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.

If a Principal Investigator makes changes to the percentages during the confirmation period, do those route back to the Primary Department Effort Coordinator for review?

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.

My Principal Investigator is not on camput to confirm his/her project statement.

The ecrt software can be accessed if the user has an internet connection.

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Service Centers

Service Centers and Recharge Operations Policy

Service Center & Recharge Operations Contact List FY17

Service Center Recharge Operation Single Rate Request Summary Template

Service Center Recharge Operation Multiple Rate Request Summary Template

Service Center Instructions

UK Revenue questionnaire template

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General Questions

What is the difference between a service center and recharge operation?

How do I become a Recharge Operation or Service Center?

Is there a fee charged to service centers or recharge operations?

What is the difference between a Minor and a Major Service Center?

How can I tell if an account is a recharge operation or service center?

Can I purchase capital on my Service Center (10438XXXXX) Account?

What can I use my Renewal and Replacement (14278XXXX) Account to purchase?

Can I include indirect costs for depreciation in my Recharge Operation or Service Center billing rate?

Can I always carry forward the service center fund balance at the end of the fiscal year to the new fiscal year?

What do I do if the service center fund balance has a deficit over 10% of the expenditures?

How do I become a Recharge Operation or Service Center?

What is the difference between a service center and recharge operation?

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

How do I become a Recharge Operation or Service Center?

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.

Is there a fee charged to service centers or recharge operations?

No, there is not a fee charged to service centers or recharge operations

What is the difference between a Minor and a Major Service Center?

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

How can I tell if an account is a recharge operation or service center?

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

Can I purchase capital on my Service Center (10438XXXXX) Account?

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).

What can I use my Renewal and Replacement (14278XXXX) Account to purchase?

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.

Can I include indirect costs for depreciation in my Recharge Operation or Service Center billing rate?

Recharge Operations cannot recover indirect costs for depreciation in their rates, but Service Centers are allowed to recover depreciation costs.

Can I always carry forward the service center fund balance at the end of the fiscal year to the new fiscal year?

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.

What do I do if the service center fund balance has a deficit over 10% of the expenditures?

A subsidy will be needed from a general fund account to bring the service center account balance under the 10 percent of expenditures.

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