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<p class="MsoNormal">Hi Everyone, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Effort Certifications have come out for the period of January through June of last fiscal year. Over the next week or so, I will approve and push these out to PIs for their approvals. Since I am newer to SPLS, I request that you review
them carefully and let me know of any issues since I do not know any of your employees yet. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If you see salary that is incorrect, <b>please send me an email (directly to me only) with the UA Financials document number (upper right corner) and provide which accounts need to be updated. Please provide a brief justification of what
the employee was doing on the account I need to move salary to also</b>. I will then pull back the effort certification, adjust the salary, and re-approve. I am hoping there isn’t that many that need updating since Amanda and I made a lot of corrections in
the final two months of FY24. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I will remain the Manager of Finance for SPLS permanently, so eventually, I will get to know accounts and employees.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for your help on these this time around. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt;mso-ligatures:none"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;mso-ligatures:none"><img width="120" height="96" style="width:1.25in;height:1.0in" id="Picture_x0020_3" src="cid:image002.png@01DAEEF8.CD7D4510" alt="The University of Arizona block 'A' logo."></span><span style="mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:14.0pt;color:#0C234B;mso-ligatures:none">Kevin K Teres</span></b><span style="font-size:10.0pt;color:#495057;mso-ligatures:none"><br>
Manager, Finance and Administration<br>
Environmental Science/Water Resources Research Center,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#495057;mso-ligatures:none">School of Plant Sciences<br>
College of Agriculture, Life, and Environmental Sciences<br>
THE UNIVERSITY OF ARIZONA<br>
<br>
Shantz, 429F<br>
PO Box 210038 | Tucson, AZ 85721<br>
Office: 520-626-5881 </span><span style="font-size:9.0pt;color:#767676;mso-ligatures:none">|
</span><span style="font-size:10.0pt;color:#495057;mso-ligatures:none"><br>
<a href="mailto:kteres@arizona.edu"><span style="color:#495057">kteres@arizona.edu</span></a><br>
<b><a href="https://environmentalscience.cals.arizona.edu/"><span style="color:#8B0015">environmentalscience.cals.arizona.edu/</span></a></b><br>
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<o:p></o:p></span></p>
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<p class="MsoNormal"><a href="https://brand.arizona.edu/signature"><span style="font-size:12.0pt;color:blue;mso-ligatures:none;text-decoration:none"><img border="0" width="400" height="96" style="width:4.1666in;height:1.0in" id="_x0000_i1026" src="cid:image003.png@01DAEEF8.CD7D4510" alt="Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination"></span></a><span style="mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="mso-ligatures:none">From:</span></b><span style="mso-ligatures:none"> Holan, Tabatha M - (tholan) <tholan@arizona.edu>
<br>
<b>Sent:</b> Wednesday, August 14, 2024 9:16 AM<br>
<b>To:</b> SPCS-financialcompliance <SPS-financialcompliance@email.arizona.edu><br>
<b>Subject:</b> Creation of January - June 2024 Effort Certification Documents Due by 9/30 FO and PI<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><a name="_Hlk51223247">Good morning,<o:p></o:p></a></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247">The federal effort certification reports for Base Pay certifications are now in your UAccess Financials action lists. On Friday, August 16<sup>th</sup> the reports for Supplemental compensation pay
certification will be on your action lists. Below is information about effort reports, due dates, and report tracking. After reviewing the notes, I encourage you to contact the SPCS Financial Compliance Services team with questions or training needs. Online
training and policy documents are on the research gateway at: </span><a href="https://research.arizona.edu/administration/managing-projects/effort-reporting"><span style="mso-bookmark:_Hlk51223247">https://research.arizona.edu/administration/managing-projects/effort-reporting</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<br>
<br>
The team consists of: <br>
Tara Gonzales, Senior Manager – </span><a href="mailto:tgonzale@arizona.edu"><span style="mso-bookmark:_Hlk51223247">tgonzale@arizona.edu</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247">Tabatha Holan, Principal Sponsored Projects Administrator –
</span><a href="mailto:tholan@arizona.edu"><span style="mso-bookmark:_Hlk51223247">tholan@arizona.edu</span><span style="mso-bookmark:_Hlk51223247"></span></a><br>
<span style="mso-bookmark:_Hlk51223247">Phone: 520-626-6000<u><o:p></o:p></u></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>Why am I receiving this email, and what are effort certification reports?<o:p></o:p></u></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo1"><span style="mso-bookmark:_Hlk51223247">Effort certifications are reports required by the federal government for all University employees who receive a portion of their pay from federally sponsored grants
and contracts. <o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level1 lfo1"><span style="mso-bookmark:_Hlk51223247">The reports show the individual’s pay distribution over a six month period and serve as after the fact confirmation that the percentage of pay charged to the federal
projects is a fair representation of the time actually worked on the project.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level1 lfo1"><span style="mso-bookmark:_Hlk51223247">The reports have two sets of required approvals:
<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l3 level2 lfo1"><span style="mso-bookmark:_Hlk51223247">Fiscal officers for all accounts the individual was charged to.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo1"><span style="mso-bookmark:_Hlk51223247">Principal investigators for the federal projects the individual was charged to.<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u><o:p><span style="text-decoration:none"> </span></o:p></u></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>I am the fiscal officer for a unit that does not conduct sponsored research, what do I do?<o:p></o:p></u></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="mso-bookmark:_Hlk51223247">If you are the fiscal officer of a unit that does not normally conduct sponsored project activity, you are receiving the report because the individual charged to your
non-sponsored account also has pay on federal research accounts. Please verify the charge on your non-sponsored account matches your reconciliations and approve the document.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>I am the fiscal officer for a unit that does conduct sponsored research, what do I do?<o:p></o:p></u></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l6 level1 lfo3"><span style="mso-bookmark:_Hlk51223247">Review the policy and training materials at
</span><a href="https://research.arizona.edu/administration/managing-projects/effort-reporting"><span style="mso-bookmark:_Hlk51223247">https://research.arizona.edu/administration/managing-projects/effort-reporting</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<br>
If you are the fiscal officer of a research unit, you are responsible for verifying the charges on your accounts match your reconciliations.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l6 level1 lfo3"><span style="mso-bookmark:_Hlk51223247">You are responsible for following up with the principal investigators for your federal accounts to ensure they approve the reports after you complete them. SPCS will
also send reminder emails to PI’s, but we need and appreciate your cooperation. Below you will find information about how to track reports.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l6 level1 lfo3"><span style="mso-bookmark:_Hlk51223247">The principal investigator is the person responsible for certifying the work was performed according to the distribution and amount charged. Their approval is the
official auditable certification that the distribution is correct.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l6 level1 lfo3"><span style="mso-bookmark:_Hlk51223247">Contact us if you have questions, or problems getting a report approved by your PI’s or fellow fiscal officers.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>Due Dates:<o:p></o:p></u></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l4 level1 lfo4"><span style="mso-bookmark:_Hlk51223247">Reports are due within 30 business days of document creation date. The due date for the
<b>January – June 2024 </b>effort certifications documents to be <b>finalized is Monday September 30<sup>th</sup> .</b> A finalized effort certification includes approval from
<b><u>both the fiscal officer(s) and project director(s).</u></b> <u><o:p></o:p></u></span></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo5"><span style="mso-bookmark:_Hlk51223247">Federal grants policy does not allow delegation of PI approvals to business personnel.<u><o:p></o:p></u></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo5"><span style="mso-bookmark:_Hlk51223247">The reports first route to Fiscal Officers, and only after all the Fiscal Officers have approved, do they route to the Principal Investigator. For that reason, we
ask Fiscal Officers to complete their approvals as soon as possible to ensure our PI’s have ample time to review and approve.<u><o:p></o:p></u></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u><o:p><span style="text-decoration:none"> </span></o:p></u></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>Cost Share and NIH/HHS Salary Cap Cost Share<o:p></o:p></u></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l5 level1 lfo6"><span style="mso-bookmark:_Hlk51223247">All committed principal investigator effort should be listed on the effort report as either a direct charge or cost share.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l5 level1 lfo6"><span style="mso-bookmark:_Hlk51223247">Please ensure all committed cost share is accurately charged on the effort report. Committed cost share includes mandatory cost share that was required by the sponsor,
and/or voluntary cost share that was included in our proposal and budget. Both types must be tracked and charged.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l5 level1 lfo6"><span style="mso-bookmark:_Hlk51223247">SPS will be adding notes to effort reports that have NIH salary cap cost share reminding you to check the NIH/HHS cap cost share. We will attach a worksheet that shows
the amount that is required. We have worksheets on our website that assist with calculating the necessary NIH cap cost share, they can be found here:
</span><a href="https://research.arizona.edu/administration/build-budget/budget-categories/Salaries-and-Wages/HHS-Salary-Cap"><span style="mso-bookmark:_Hlk51223247">https://research.arizona.edu/administration/build-budget/budget-categories/Salaries-and-Wages/HHS-Salary-Cap</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l5 level1 lfo6"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><u>Report Tracking:<o:p></o:p></u></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247">Fiscal Officers are responsible for tracking their unit’s reports to ensure they are all approved in a timely manner. After approving reports, Fiscal Officers can monitor status in UAccess Financials
with their choice of two tools.<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l1 level1 lfo7"><span style="mso-bookmark:_Hlk51223247">The Outstanding Effort Certifications dashboard located in UAccess Analytics within General – Sponsored Projects:
<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo7"><span style="mso-bookmark:_Hlk51223247">This is the preferred report, as it includes approvers email addresses to facilitate contacting approvers. The report updates nightly.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo7"><span style="mso-bookmark:_Hlk51223247">Can adjust view for report detail also
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo7"><span style="mso-bookmark:_Hlk51223247">adjust the fiscal year or your org code as needed.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo7"><span style="mso-bookmark:_Hlk51223247"></span><a href="https://analytics.uaccess.arizona.edu/analytics/saw.dll?Dashboard&PortalPath=%2Fshared%2FFinancial%2F_portal%2FGeneral%20-%20Sponsored%20Projects&Page=Outstanding%20Effort%20Certifications&PageIdentifier=bt5krepk6va5fk25&BookmarkState=3o2c8sn6ulqq6glv7jrebrs41q&options=frd"><span style="mso-bookmark:_Hlk51223247">https://analytics.uaccess.arizona.edu/analytics/saw.dll?Dashboard&PortalPath=%2Fshared%2FFinancial%2F_portal%2FGeneral%20-%20Sponsored%20Projects&Page=Outstanding%20Effort%20Certifications&PageIdentifier=bt5krepk6va5fk25&BookmarkState=3o2c8sn6ulqq6glv7jrebrs41q&options=frd</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<o:p></o:p></span></li></ul>
<li class="MsoNormal" style="mso-list:l1 level1 lfo7"><span style="mso-bookmark:_Hlk51223247">The Outstanding Certification Report within Financials which is located at
</span><a href="https://financials.uaccess.arizona.edu/kfs/kr/lookup.do?methodToCall=start&businessObjectClassName=org.kuali.kfs.module.ec.businessobject.OutstandingCertificationsByOrganization&docFormKey=88888888&returnLocation=https://financials.uaccess.arizona.edu/kfs/index.jsp&hideReturnLink=true"><span style="mso-bookmark:_Hlk51223247">this
link</span><span style="mso-bookmark:_Hlk51223247"></span></a><span style="mso-bookmark:_Hlk51223247">
<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo7"><span style="mso-bookmark:_Hlk51223247">This report is useful if you need up to the minute tracking information. Set to fiscal year 2024 and your org code.<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk51223247">Thank you for your cooperation in completing this federally required procedure.<o:p></o:p></span></p>
<span style="mso-bookmark:_Hlk51223247"></span>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt">Thank you,</span><span style="mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Freestyle Script"">Tabatha Holan</span><span style="font-size:14.0pt;font-family:"Freestyle Script"">
</span><span style="font-size:14.0pt;font-family:"Freestyle Script";mso-ligatures:none"><img border="0" width="15" height="15" style="width:.1562in;height:.1562in" id="Picture_x0020_2" src="cid:image001.png@01DAEE2A.0A537650" alt="paw"></span><span style="font-size:14.0pt;font-family:"Freestyle Script""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Grant and Contract Analyst, Principal, Financial Compliance Services</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt">p. 520.626.6442 <span style="color:black">
|e. </span><a href="mailto:tholan@arizona.edu">tholan@arizona.edu</a> <span style="color:black">
|</span><b> Hrs: M-Th 8 -5:30 & F 1:30-5:30<o:p></o:p></b></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#0070C0"><a href="http://www.rgw.arizona.edu/"><span style="color:#0070C0">Sponsored Projects Services</span></a></span><span style="font-size:12.0pt;color:black"> |
</span><span style="font-size:12.0pt;color:#0070C0"><a href="http://www.arizona.edu/"><span style="color:#0070C0">The University of Arizona</span></a>
</span><span style="font-size:12.0pt;color:black">| </span><span style="font-size:12.0pt;color:#0070C0"><a href="hotline.arizona.edu">Ethics & Compliance Hotline</a>
</span><span style="font-size:12.0pt;color:black">|</span><span style="font-size:12.0pt">
<span style="color:#0070C0">866.364.1908<o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Upcoming OOO: <o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center;line-height:15.75pt">
<span style="font-size:10.0pt;color:#333333"><a href="https://click.comms.arizona.edu/?qs=54f04291fd12444332ba4c96370cab681d1e8a1a5f911832346d91fd58219e8c5cb864a29c41f7d751d589f0ebbe6f25a3eca3d7ad6e8695" target="_blank"><b><span style="color:#8B0015;border:none windowtext 1.0pt;padding:0in">Land
Acknowledgment</span></b></a><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Segoe UI",sans-serif;color:#333333">We respectfully acknowledge the University of Arizona is on the land and territories of Indigenous peoples. Today, Arizona is home to 22 federally recognized
tribes, with Tucson being home to the O’odham and the Yaqui. Committed to diversity and inclusion, the University strives to build sustainable relationships with sovereign Native Nations and Indigenous communities through education offerings, partnerships,
and community service.</span></i><span style="font-size:10.0pt"><o:p></o:p></span></p>
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