ECRT_Basic.pdf

ECRT Effort Reporting Basic Guide

ECRT

Effort Certification and Reporting

Technology

Basic Guide for Effort Coordinators

Revised: 4/27/2012 4:28 PM

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ECRT Effort Reporting Basic Guide

ECRT Guide

Table of Contents

Introduction to ECRT ................................................................................................ 4

To access ECRT via Duke@WORK: ....................................................................... 5

To allow Pop-up Windows from the Duke@WORK Website: .................................. 8

To exit ECRT and Logout: ....................................................................................... 9

Certification Overview ............................................................................................ 10

To certify effort on the Base Effort Card: ............................................................... 11

To certify effort on the Supplemental Pay Card: .................................................... 13

To legally attest to the certification on the Certification Attestation Effort page: .... 14

Processing the Effort Card ..................................................................................... 15

To access the Effort Card via Manage Effort Tasks: ............................................. 15

To review and process the Base Effort: ................................................................. 18

To review and process the Supplemental Effort: ................................................... 28

To view a processed (complete) Supplemental Pay Card: .................................... 32

To re-open the Effort Card for Recertification: ....................................................... 34

Processing Salary Cost Transfers via iForms ...................................................... 38

To access iForms via Duke@WORK:.................................................................... 38

To find the Certifier for the Salary Cost Transfer: .................................................. 39

To process the iForm for the Salary Cost Transfer: ............................................... 40

Processing Payroll Reconciliation Tasks ............................................................. 45

To access the Payroll Adjustment via Manage Effort Tasks: ................................. 45

To review the Payroll Adjustment and Post it: ....................................................... 48

Managing Secondary Effort Coordinators ............................................................ 51

To access the Org. Code (BFR Code) via the Org Code Dashboard: ................... 51

To restrict the Secondary Effort Coordinator’s access to specific Certifiers: ......... 53

To assign “Override” rights to a Secondary Effort Coordinator: ............................. 57

Managing Effort Certification ................................................................................. 62

To determine if Faculty or Monthly Staff qualify as a Certifier: .............................. 62

To understand Quarterly Notices and Email Notifications: .................................... 63

To monitor the Certification Status in ECRT:......................................................... 64

To review the Certifiers for an Org. Code: ............................................................. 68

To review the CC/WBSE(s) within this Org. Code: ................................................ 69

To place a Certifier on hold: .................................................................................. 71

To assign a Proxy to a Certifier: ............................................................................ 73

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ECRT Effort Reporting Basic Guide

To assign “Override” right to another Org. Code’s Primary Effort Coordinator: ..... 79

Reviewing ECRT Reports ....................................................................................... 84

To access the ECRT reports via the Base Effort Card: ......................................... 84

To access the ECRT reports via View Reports page:............................................ 86

To execute the Certification Payroll Report: .......................................................... 88

To execute the Certifier Payroll Summary Report: ................................................ 92

To execute the Certification Status Report: ........................................................... 96

To execute the Org. Code CC / WBSE Report: ................................................... 101

To execute the Payroll Adjustment Reconciliation Report: .................................. 105

Reviewing the Email Notifications ....................................................................... 109

Quarterly Notice Review:..................................................................................... 109

Pre-Review Period:.............................................................................................. 110

Proxy Certifier:..................................................................................................... 111

Effort Certification Period Has Begun: ................................................................. 112

Certifiers Auto Processed by the Effort System:.................................................. 113

Reminder 1 (5 days prior): ................................................................................... 113

Reminder 2 (one day overdue): ........................................................................... 114

Reminder 3 (five days overdue): ......................................................................... 114

Return Effort Card Unprocessed to Certifier:....................................................... 115

Open Effort Card(s) for Recertification: ............................................................... 115

Revised: 4/27/2012 4:28 PM

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ECRT Effort Reporting Basic Guide

Introduction to ECRT

Educational institutions, which receive federal funding, are required by

OMB Circular A-21 “Cost Principles for Educational Institutions” to

maintain an effort reporting system. The purpose of the system is to

assure that the distribution of pay is in accordance with actual effort

expended (by funding source and activity). The Effort Certification and

Reporting Technology ( ECRT ) system was established to meet this

requirement by accumulating payroll data that accounts for 100% of

effort for monthly Faculty/Staff.

Effort certification cards are created in ECRT when the exempt

employee’s payroll data that posted to the SAP R/3 General Ledger is

loaded to the ECRT tool. The payroll data is loaded every month.

The ECRT tool is used at Duke University to certify, approve, and

track/report the effort exerted by Faculty and Monthly Staff that meet the

criteria of a “Certifier”. This tool is used by the Certifier to certify where

their time is spent. This tool is also used by Effort Coordinators to track

and approve the effort certification for their responsible areas.

Duke Auditors, Federal agencies, Department Chairs, Deans and other

oversight units utilize ECRT reports for a variety of reasons – planning

assessment, etc. Most specifically, auditors review these

documents/records to determine if Duke University is billing sponsored

projects according to prescribed rules and regulations.

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ECRT Effort Reporting Basic Guide

Introduction (cont.)

To access ECRT via Duke@WORK:

Open a web browser and log into the Duke@WORK website at the

following URL: http://work.duke.edu

Note:

Do NOT type www. at the beginning of the URL.

On the Duke University NetID Services screen, enter your NetID

and Password, and click on the Enter button.

Wait for the screen stating that you are being redirected to the

website .

If your browser pops up a security dialog box, click on the “ Yes ”

button.

Revised: 4/27/2012 4:28 PM

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