Charging Sponsored Awards

Each sponsored award is assigned a unique subaccount number is always referenced when charging costs to that sponsored award.

WMed tracks the effort committed by all employees on sponsored programs, whether that effort is ultimately charged to the sponsored award or not. Documentation of this effort is a requirement of most sponsors, including key federal agencies. Documentation of employee effort on clinical trials at the Center for Clinical Research is managed separately.

Personnel Costs: Non-Exempt Employees

Non-Exempt (hourly) employees document and report time spent on sponsored programs through the Employee Self Service system. Sponsored awards are added to the timesheets of non-exempt employees identified as having a role on a sponsored program. See below for detailed instructions on how to allocate time to grants within Employee Self Service.

Personnel Costs: Exempt Employees

Exempt employees track effort committed to sponsored programs by completing Effort Reporting and Certification Logs (ERCLs) each quarter. Official ERCLs are only available from SPA, but a sample is available here: Sample Effort Reporting Log.

At the beginning of each quarter, SPA generates a personalized ERCL for each exempt employee reflecting effort planned to be committed on active sponsored programs for that quarter. This planned effort is expressed as a percentage of the employee’s overall WMed effort for each month in the quarter. The employee reviews the ERCL, makes any changes needed to their planned effort, and returns the ERCL to SPA with their signature attesting to the planned effort on each sponsored program. Attested ERCLs are used to actively allocate payroll expenses to the appropriate sponsored awards.

Throughout the quarter, exempt employees must notify SPA of any significant (>5%) change in their committed effort level on any sponsored program. Insignificant changes or temporary fluctuations in effort do not need to be reported to SPA.

At the end of each quarter, SPA circulates the attested ERCLs to the Principal Investigator of each sponsored program for certification of the actual effort committed by exempt employees on that sponsored program. Any discrepancies identified by Principal Investigators must be communicated to SPA prior to certification. Payroll expenses are adjusted as needed upon receipt of a certified ERCL.

Non-Personnel Costs/Check Requests and Purchase Orders

Principal Investigators access sponsored award funds through the same mechanisms used to access departmental funds. Goods and services purchased to support sponsored programs are charged to specific sponsored awards using check requests or purchase orders, which must include the unique sponsored award subaccount number.

Contact Sponsored Programs Administration for award specific direction or for assistance with charging sponsored awards.