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<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">Hi ENVS and SPLS,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">As part of the federal uniform guidance and PI requirements, effort certifications are created twice a year to certify the effort on individual federal projects.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">It’s highly important that effort certifications are approved on time. There are many outstanding effort certifications from the prior period (and previous years) that need approval. We have
heard from central that unapproved effort certifications were captured in an audit finding and could have impacts on future awards and reporting. We also may not be able to re-open any past effort certifications going forward so it’s imperative they are reviewed
immediately and either approved or corrections made at the time of their release.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">I will be emailing those directly (with the appropriate Unit Head copied) who have outstanding effort certifications and ask they are approved quickly. If they are not, we will need to escalate
to the appropriate parties. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">Please see attached for information on how to locate these in financials and how to approve.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">Thank you for your attention to these.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></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;color:black;mso-ligatures:none"> </span><span style="font-family:"Aptos",sans-serif;color:black;mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black;mso-ligatures:none"><img width="120" height="96" style="width:1.25in;height:1.0in" id="Picture_x0020_769026772" src="cid:image002.png@01DC3697.C8479BD0" alt="The University of Arizona block 'A' logo."></span><span style="font-family:"Aptos",sans-serif;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,</span><span style="font-family:"Aptos",sans-serif;mso-ligatures:none"><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>
<u><a href="mailto:kteres@arizona.edu"><span style="color:#495057">kteres@arizona.edu</span></a></u><br>
</span><b><u><span style="font-size:10.0pt;color:#8B0015;mso-ligatures:none"><a href="https://environmentalscience.cals.arizona.edu/"><span style="color:#8B0015">environmentalscience.cals.arizona.edu/</span></a></span></u></b><span style="font-family:"Aptos",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><a href="https://brand.arizona.edu/signature"><span style="color:blue;mso-ligatures:none"><img border="0" width="399" height="96" style="width:4.1562in;height:1.0in" id="_x0000_i1026" src="cid:image003.png@01DC3697.C8479BD0" alt="Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination"></span></a><span style="font-family:"Aptos",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></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="font-size:11.0pt;mso-ligatures:none">From:</span></b><span style="font-size:11.0pt;mso-ligatures:none"> Holan, Tabatha M - (tholan) <tholan@arizona.edu>
<br>
<b>Sent:</b> Wednesday, September 24, 2025 11:07 AM<br>
<b>To:</b> SPCS-financialcompliance <SPS-financialcompliance@email.arizona.edu><br>
<b>Subject:</b> Approval Needed: Effort Certification Reports Due 9/24/25<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">This is a reminder notice from Sponsored Projects Services that, as of yesterday 9/23/25, there are electronic effort certification reports in your UAccess Financials action list that need approval from you.
Below you will find information about what the effort certification process is, how to approve the reports, and who to consult for questions and training. As well as attachments on how to guide, how to clear multiple FYIs and how to set up system generated
emails for effort report approval emails. There may be important changes on the effort reports that need to post this current fiscal year. The current cycle of effort certifications was due
<b><u>Wednesday, September 24th</u>. </b>A report is generated for every employee paid on a federally funded award you are named PI on.
<b>There may also be effort reports in your actionlist from prior effort report cycles.
</b><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="font-size:11.0pt">How to approve reports</span></u></b><u><span style="font-size:11.0pt"><o:p></o:p></span></u></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">A guide with screenshots of how to approve the reports is attached to this email in PDF format. Alternatively, written instructions are below.</span></b><span style="font-size:11.0pt"><o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">Login to UAccess Financials at:
<a href="https://financials.uaccess.arizona.edu">https://financials.uaccess.arizona.edu</a>
<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">If you are off-campus, use the UA VPN (<a href="https://vpn.arizona.edu" target="_blank">https://vpn.arizona.edu</a>) to log in to UAccess Financials.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">If you have difficulty logging in from off-campus or cannot use the VPN on your device, please see
<b>Common Technical Issues</b> section and/or contact your business officer and ask them to send you screenshots of the reports via email. You can then reply to your business officer stating you approve the reports. They will then contact Sponsored Projects
to have the reports finalized.<o:p></o:p></span></li></ol>
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">Click on the “Action List” button on the top left corner of your screen.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">The system will ask you to log in with your UA NetID and password.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">In your action list, we recommend filtering by action selection.
<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">The filter button is in the top right section of your action list.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">The third column is Action Requested parameter; select approve from the drop down options and click the filter button on the bottom to return to the action list.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">Scan the list for Effort Certifications, as well as any other document needing your approval in your action list.
<o:p></o:p></span></li></ol>
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">To review a document, click on the Document ID numbers (leftmost column) to open the individual reports.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">In the individual reports, you will see the effort report showing pay distributions for that individual. The top of the report shows the time period of the report. If the distributions
match the effort the individual worked for your account, please scroll down and click the approve button.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:11.0pt">If the distributions do not match what you expect to see - do not approve the report. Please instead contact your business officer for assistance in changing the distributions
on the report to match what was worked.<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoNormal" style="mso-list:l1 level2 lfo1"><span style="font-size:11.0pt">Please also ensure any cost share effort is listed on the effort report.<o:p></o:p></span></li></ol>
</ol>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="font-size:11.0pt">Common Technical Issues<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Accessing when Financials is down, after 7 pm MST. If you are currently working in a different time zone you may have difficulty logging in a working with your department for
email approval might be a better solution in extreme differences in time. <o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Retired or no longer employed with the University of Arizona. You will not be able to access UAFinancials and will need to approve via email. Please contact your business manager
or SPS Financial Compliance for assistance in the process. DCC employees require an access request.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Being off campus and not using VPN before trying to sign in. I know some employees have several VPN networks; they need to be in the UA SSL VPN.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="font-size:11.0pt">Cross site tracking is enabled on your browsers. Most common with Safari and Chrom users. You can use a private or incognito mode. We can try disabling the cross-site tracking
on your browser (especially if you are using Safari). You can do that by following these steps depending on your browser:<o:p></o:p></span></li></ul>
<p class="MsoNormal"><u><span style="font-size:11.0pt">On Mac:<o:p></o:p></span></u></p>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt"> Go to Settings > Safari.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt">Then below Privacy & Security.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt">Disable the option Prevent Cross-Site Tracking.<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><u><span style="font-size:11.0pt">On Chrome browser: </span>
</u><span style="font-size:11.0pt"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt">Go to Settings.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt">Click Cookies and other site data under the Privacy and security option.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level2 lfo2"><span style="font-size:11.0pt">Turn Send a “Do not track” request with your browsing traffic off.<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">If you have any additional questions or concerns, please reach out to
</span></b><span style="font-size:11.0pt"><a href="mailto:SPCS-financialcompliance@arizona.edu"><b>SPCS-financialcompliance@arizona.edu</b></a><b> or directly to a team member.
<o:p></o:p></b></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><u><span style="font-size:11.0pt">Effort Certification Process<o:p></o:p></span></u></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Effort certifications are reports required by the federal government for University of Arizona individuals who receive a portion of their pay from federally sponsored grants and contracts. 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 worked on the project. The University completes this process
electronically within the UAccess Financials system.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">University and federal policies require effort report approvals from principal investigators and business officers. As business staff approve the effort reports, the system routes them to principal investigator
action lists. Therefore, more than one log in may be needed to complete all approvals. We ask business officers to expedite their approvals to maximize the number of times principal investigators must log in to the system. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Our federal auditors regularly review the reports to ensure approval in a timely matter, so we appreciate your attention to them.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">All active faculty and staff have automatic access to the system.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><u><span style="font-size:11.0pt">Questions and Training</span></u><span style="font-size:11.0pt"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><span style="font-size:11.0pt">For questions about a particular report, please contact your department or college business officer.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">For questions about the effort reporting policy and system, please contact the SPS Financial Compliance Services, which consists of:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Tara Gonzales, Senior Manager – <u><a href="mailto:tgonzale@arizona.edu">tgonzale@arizona.edu</a></u><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Tabatha Holan, Grant and Contract Analyst, Principal– <u><a href="mailto:tholan@arizona.edu">tholan@arizona.edu</a></u><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Nathalie Zepeda, Grant and Contract Analyst, Principal –
<a href="mailto:nathaliez@arizona.edu">nathaliez@arizona.edu</a> <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo4"><span style="font-size:11.0pt"> Phone: 520-626-6000<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Effort reporting procedures online:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l4 level1 lfo5"><span style="font-size:11.0pt"> <u><a href="http://research.arizona.edu/administration/managing-projects/effort-reporting">http://research.arizona.edu/administration/managing-projects/effort-reporting</a></u><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l4 level1 lfo5"><span style="font-size:11.0pt">Interactive training for using the electronic system. Please login using your UA NetID and password, and select the Effort Certification topic:<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><a href="https://upktraining.uits.arizona.edu/odstrack/content/financials/toc0.html" target="_blank">https://upktraining.uits.arizona.edu/odstrack/content/financials/toc0.html</a> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Thank you for your compliance with this federally mandated process. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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<p class="MsoNormal">Thank you,<span style="font-size:11.0pt;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@01DC2D42.DC266EF0" alt="paw"></span><span style="font-size:14.0pt;font-family:"Freestyle Script""><o:p></o:p></span></p>
<p class="MsoNormal">Grant and Contract Analyst, Principal, Financial Compliance Services<span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal">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></p>
<p class="MsoNormal"><span style="color:#0070C0"><a href="https://research.arizona.edu/administration/sponsored-projects-services"><span style="color:#0070C0">Sponsored Projects Services</span></a></span><span style="color:black"> |
</span><span style="color:#0070C0"><a href="http://www.arizona.edu/"><span style="color:#0070C0">The University of Arizona</span></a>
</span><span style="color:black">| </span><span style="color:#0070C0"><a href="hotline.arizona.edu">Ethics & Compliance Hotline</a>
</span><span style="color:black">|</span> <span style="color:#0070C0">866.364.1908<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#C00000">Save the date: Jan-June 2025 Effort Report are due September 24<sup>th</sup> .
<o:p></o:p></span></b></p>
<p class="MsoNormal">Upcoming OOO: <o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:8.0pt"><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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<p class="MsoNormal"><o:p> </o:p></p>
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