ECONFIRM (ECC) EMPLOYEE COMPENSATION COMPLIANCE PAYROLL
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ECONFIRM (ECC) EMPLOYEE COMPENSATION COMPLIANCE PAYROLL CONFIRMATION SYSTEM AWARD PI CONFIRMER TRAINING
Training Agenda Manage effort throughout the year Best Practices Resources to manage effort Overview of the Annual Confirmation Process – Why? Working with Your Effort Coordinator(s) Late Cost Transfers INDIANA UNIVERSITY
Training Agenda Accessing EConfirm (ECC) Reading a Project Statement in Ready for Confirmation Status Project Statement 4-Clicks to Confirmation Managing PI’s that leave I.U. INDIANA UNIVERSITY
Best Practices for Managing Effort Payroll is the largest component of most sponsored awards, use these best practices Monitor and reconcile accounts on a monthly basis Appoint personnel to the correct accounts to minimize salary transfers Review salary charges with the Effort Coordinator and make corrections, generating eDocs in a timely manner Expenses must be posted to the award account by the date communicated in the final financial report notification. No additional salary charges will be allowed after this deadline. INDIANA UNIVERSITY
ORA Compensation Management Reports and Resources The Office of Research Administration provides a number of reports to assist departments with the management of compensation on sponsored awards and to support compliance with federal regulation and IU Policy. The ORA Webpage for Compensation Management Reports and Resources Compensation Management Reports and Resources Provides interactive reports relating to sponsored research at IU INDIANA UNIVERSITY An interactive tool to review award & proposal reports, PI account listing, expenses, expiring grant accounts and final report listing.
Grants Management Toolkit INDIANA UNIVERSITY
Grants Management Toolkit Available Information In GMT you can review: Proposal Information Enroute Proposals Pending Proposals Award Information Awards in Progress Active Awards Investigators Accounts associated with your award(s) Budgets, spending, and amounts remaining INDIANA UNIVERSITY
Reports to Manage Effort Displays summarized institutional Base Salary payroll expenses and percent of effort information by Award and Account Principal Investigator for a given calendar year by Project. Calendar Year Effort mimics project statements in Econfirm. Calendar Year Effort View Displays current job funding, by person and object code, related to a particular account. A projection, calculated in whole months, based on the current funding is provided. CG Labor Projections For a single Principal Investigator, the dashboard displays pending proposals, active awards, and advanced accounts. The report also displays payroll detail and account balances for open sponsored program accounts. Principal Investigator View INDIANA UNIVERSITY
Calendar Year Effort View Project Statement View INDIANA UNIVERSITY
CG Labor Projections Dashboard INDIANA UNIVERSITY
CG Labor Projections Dashboard INDIANA UNIVERSITY
CG Labor Projections Dashboard INDIANA UNIVERSITY
CG Labor Projections Dashboard INDIANA UNIVERSITY
Principal Investigator View Dashboard PI Award Labor Listing INDIANA UNIVERSITY
POLL Have you used these ORA Dashboard reports? A- Calendar Year Effort View B – CG Labor Projections C – Principal Investigator View D – All of the Above E - None of the Above INDIANA UNIVERSITY
Overview of the Annual Confirmation Process WHY? 1. Uniform Guidance requires Effort Confirmation and IU policy requires Award Principal Investigators (PI) perform an annual confirmation for the federally sponsored project(s) 2. The Confirmation process only applies to federally/fed-pass-through sponsored projects 3. All other project statements for non-federally sponsored awards will automatically change to an auto-approved status in the ECC system and will not appear on the PI’s Work List INDIANA UNIVERSITY
WORKING WITH YOUR EFFORT COORDINATOR Understand Monitor Show Ensure INDIANA UNIVERSITY Thoroughly understand unallowable, direct, and facilities and administrative (F&A) costs Monitor awards through monthly review of project salary costs and review with Effort Coordinator on a regular basis Show consistency in charging sponsored award costs Ensure successful project effort confirmation by consistently managing awards
LATE COST TRANSFERS Cost transfers for all federal and federal pass-through sponsored awards, including corrections to salary costs, must be initiated and routed to ORA within three months following the month in which the cost was first incurred. Cost transfers affecting a project statement in the confirmation period must be fully routed and approved by March 20th. All Cost Transfers (ST’s) require justification. Cost Transfers on Cost Reimbur sable Grants and Contracts SPA -11-003 INDIANA UNIVERSITY
EConfirm (ECC) Access “Four Clicks to Confirmation!” Access through One.IU.edu. You can search for EConfirm or ECC. Direct URL: https://indiana.huronecc.com/ecc / INDIANA UNIVERSITY You will be prompted to sign in with your Indiana University credentials if you are not connected to the network. If you are already signed in, you will be
Roles in EConfirm (ECC) Confirmer (Award PI) The Award PI for a Project (Award Family) Can view and confirm their Project Statements Project Statements are “Ready for Confirmation” March 1 st Confirmers will be required to confirm effort by March 31st – “Four Clicks to Confirmation” Work with Effort Coordinators to request Project Statement revisions if necessary INDIANA UNIVERSITY
The Workflow of Payroll Confirmation INDIANA UNIVERSITY
Video Links Intro and Demo EConfirm (Four Clicks to Confirmation) Link to Media Page: https://iu.mediaspace.kaltura.com/media/Intro and Demo EConfirm/1 kty8m19i Confirming a Project Statement in EConfirm Link to Media Page: https://iu.mediaspace.kaltura.com/media/Confirming a Project Statement in EConfirm/1 dfgdbddt INDIANA UNIVERSITY
READING A PROJECT STATEMENT INDIANA UNIVERSITY
READING A PROJECT STATEMENT Worklist – (Top Left) INDIANA UNIVERSITY
READING A PROJECT STATEMENT Award Information – (Top Right) INDIANA UNIVERSITY
READING A PROJECT STATEMENT Employee Activity – (Bottom) INDIANA UNIVERSITY
Associated Project Statements Report Icons Project Payroll Summary INDIANA UNIVERSITY
Associated Project Statements Report Icons Project Payroll Report INDIANA UNIVERSITY
4 Clicks to Confirm 1.Click the link in the Confirmer email to confirm the Project Statement 1 INDIANA UNIVERSITY in EConfirm (ECC).
4 Clicks to Confirm 2. Click the Confirm icon to select all lines in the Confirm column. You can also select each checkbox individually. 3. Click the Confirm button in the shaded ribbon at the bottom of the employee list. 2 3 INDIANA UNIVERSITY
4 Clicks to Confirm 4. Review the Attestation Statement which will list all the employees that you are confirming and click I agree to complete the confirmation process. 4 INDIANA UNIVERSITY
SOME COMMON PROJECT STATEMENT STATUSES Status Ico n Description Building This status indicates that a project statement is not yet ready for confirmation. This occurs during the Period of Performance, when payroll data is being loaded and the project statements are building. Ready for Confirmation This status indicates that the project statement is ready to be confirmed. Statements move to this status when the Confirmation Period begins, and the statement requires the PI to confirm the payroll charges for the period. Revision Requested During the Confirmation Period, if a PI requests a revision for an employee and clicks the Revise Payroll button the statement moves to this status. Revision Pending When new payroll loads to a statement in Revision Requested status and creates a payroll task that will be processed by the Effort Coordinator, that statement moves to this status. Confirmed This status indicates that every individual on this project statement has been confirmed. Auto Approved This status is for non-federal project statements that are auto approved. The system automatically moves project statements that have no federally sponsored payroll or cost share associated with them into this status when the confirmation period begins.
MANAGING EFFORT THROUGHOUT THE CALENDAR YEAR Confirm Buildin g CY202 3 January through December Project Statements in Building Status Review CY2022 New Calendar January and February Year Begins Review CY2022 Project Statements in Building Status Revie w Confirme d March 1st Federal and Federal Passthrough Project Statements in Ready for Confirmation Status MARCH March 1st Nonfederal project statements auto approved April 1st MARCH 20th Deadline for salary transfers during confirmation period Salary Transfer Deadline All Statements must be in Confirmed Status April 1st
BEST PRACTICE FOR REVISIONS – PROJECT STATEMENT WORKFLOW Project Statement Ready for Confirmation Confirmer Reviews. Is Effort Accurate? Project Statement Confirmed YES Salary transfers affecting a project statement in the confirmation period must be fully routed and approved by March 20th. NO Confirmer Consults Effort Coordinator Effort Coordinator Reviews Project Statement with Confirmer Project Statement Final Is an effort change required? YES Effort Coordinator Initiates Salary Transfer in KFS Salary Transfer Processed ST is processed – data uploaded to ECC NO YES Project Statement Updated NO Additional change required?
ECONFIRM INITIATED REVISIONS - PROJECT STATEMENT WORKFLOW Project Statement Ready for Confirmation Confirmer Reviews. Is Effort Accurate? Project Statement Confirmed YES Project Statement Final Salary transfers affecting a project statement in the confirmation period must be fully routed and approved by March 20th. NO PI Requests Revision Effort Coordinator Receives Notification Project Statement “Revision Requested” Status Is an effort change required? YES Effort Coordinator Approves Project Statement “Revision Pending” Status Effort Coordinator Initiates Salary Transfer in KFS Salary Transfer Processed ST is processed – data uploaded to ECC NO Effort Coordinator Disapproves Effort Coordinator clicks “Post and Maintain” Project Statement Updated Effort Coordinator clicks “Post” YES NO Additional change required?
Project Statement Revision Requested Task INDIANA UNIVERSITY
Project Statement Revision Pending Task INDIANA UNIVERSITY
Training Timeline Effort Coordinator Training January – March 2023 Monthly training offerings begin, offering zoom sessions. Recorded trainings will be made available Date Time Link Monday, January 9, 2023 2:00 PM Tuesday, January 24, 2023 2:00 PM Monday, February 6, 2023 2:00 PM Tuesday, February 21, 2023 10:00 AM Monday, March 6, 2023 2:00 PM INDIANA UNIVERSITY https://iu.zoom.us/j/82951992511 https://iu.zoom.us/j/89590094916 https://iu.zoom.us/j/89148041649 https://iu.zoom.us/j/87177328280 https://iu.zoom.us/j/81170456704
Training Timeline PI Confirmer Training January – March 2023 Monthly training offerings begin, offering zoom sessions. Recorded training will be made available Date Time Link Tuesday, January 10, 2023 10:00 AM Monday, January 23, 2023 2:00 PM Wednesday, February 8, 2023 2:00 PM Monday, February 20, 2023 9:00 AM Wednesday, March 8, 2023 2:00 PM INDIANA UNIVERSITY https://iu.zoom.us/j/86141768304 https://iu.zoom.us/j/86232597735 https://iu.zoom.us/j/86840098509 https://iu.zoom.us/j/81125505860 https://iu.zoom.us/j/82125831329
Office Hours Date Time Link Wednesday, January 11, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, January 18, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, January 25, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, February 1, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, February 8, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, February 15, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, February 22, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, March 1, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, March 8, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, March 15, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, March 22, 2023 10:00 AM https://iu.zoom.us/j/86072648792 Wednesday, March 29, 2023 10:00 AM https://iu.zoom.us/j/86072648792 INDIANA UNIVERSITY
Annual Timeline Review Period January Informal review period for Calendar Year 2022 Project Statements begins. Calendar Year 2023 (Jan 1st – Dec 31st) Project Statements start to build. “Office Hours”: Starting in January 1-hour Zoom room will be available for anyone who has questions or wishes to get one-on-one assistance INDIANA UNIVERSITY
Annual Timeline Confirmation March Confirmation period for Calendar Year 2022, March 1st – March 31st Email notification to PIs March 1st of confirmation period start. Cost transfers affecting a project statement in the confirmation period must be fully routed and approved by March 20th. April 1st, All statements must be confirmed. INDIANA UNIVERSITY
Email Reminders to PI’s (Project Confirmers) EConfirm will send out reminders to the Project Confirmers - The Primary Effort Coordinators are copied on these emails March 15, 2023 March 20, 2023 March 24, 2023 March 29, 2023 March 30, 2023 March 31, 2023 INDIANA UNIVERSITY
When Award PI (Confirmers) Leave IU Please work with your Effort Coordinator to provide the following information to ORA: The last day of employment at IU The awards that will remain at IU The awards that will leave IU Termination dates for each of the awards Confirmation that all salary, including cost share has been recorded on each of the awards Reach out to [email protected] with any questions. We are here to help! INDIANA UNIVERSITY
Guides and Videos These guides and videos will soon appear on our website, but can be accessed using these links: 1. Confirmer (PI) Guide 2. Four Clicks to Confirmation Video 3. Confirm Your Project Statement Video 4. ORA Web Page INDIANA UNIVERSITY
Have Questions or Need Assistance? Please contact [email protected] Or Tim Burris [email protected] (812) 855-0185 INDIANA UNIVERSITY Rayna Amerine [email protected] (812) 855-1516
