ECONFIRM ECC EMPLOYEE COMPENSATION COMPLIANCE PAYROLL CONFIRMATION SYSTEM

ECONFIRM (ECC) EMPLOYEE COMPENSATION COMPLIANCE PAYROLL CONFIRMATION SYSTEM EFFORT COORDINATOR TRAINING

EConfirm (ECC) Simplifies the Effort Confirmation Process • Confirmation is for an entire calendar year of effort • Project Statements in EConfirm (ECC) aggregate activity for all employees to the Award level • The result? Far fewer project statements require action (from ~10, 000 to ~2, 000) INDIANA UNIVERSITY

EConfirm (ECC) Simplifies the Effort Confirmation Process • Effort changes take place in KFS • Effort Confirmation takes place in EConfirm (ECC) • Confirmation is simple, requiring only 4 clicks to confirm all employee effort for a Project INDIANA UNIVERSITY

Overview of the Annual Confirmation Process 1. Uniform Guidance requires Effort Confirmation and I. U. 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 INDIANA UNIVERSITY

Training agenda Managing effort throughout the year Best Practices Tools to manage effort Working with your PI’s NIH Salary Cap / Late Cost Transfer Other Compensation INDIANA UNIVERSITY

Training agenda Accessing EConfirm (ECC) Managing Effort Coordinators (Primary) Reading a Project Statement in Building Status Project Statement 4 -Clicks to Confirmation Revisions to Project Statements 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 Principal Investigator and make corrections, generating e. Docs within three months following the month of the transaction INDIANA UNIVERSITY

Best Practices for Managing Effort Monitor cost share commitments and unallowable salary over the NIH Salary Limitation Avoid retroactive payroll Monitor IUHP Practice Plan salary on award accounts to ensure the IUHP effort percentage matches IU effort percentage. Once the final financial report has been submitted to the sponsor, additional salary charges will not be allowed INDIANA UNIVERSITY

Resources The Office of Research Administration provides a number of resources 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 Tools: Compensation Management Tools 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

CG Labor Projections INDIANA UNIVERSITY

CG Labor Projections INDIANA UNIVERSITY

CG Labor Projections INDIANA UNIVERSITY

CG Labor Projections INDIANA UNIVERSITY

Principal Investigator View Dashboard INDIANA UNIVERSITY

Calendar Year Effort View INDIANA UNIVERSITY

Institutional Base Salary Payroll INDIANA UNIVERSITY

POLL How familiar are you with these reports? A. I use these reports regularly. B. Sometimes I use these reports. C. I have heard of these reports, but not used them. D. I have not heard of these reports. INDIANA UNIVERSITY

Report Help and Feedback If you would like more information about reporting tools or have ideas on how we could make them better, please reach out to us. iueffort@iu. edu INDIANA UNIVERSITY

Management to Confirmation - Timeline INDIANA UNIVERSITY

• Thoroughly understand unallowable, direct, and facilities and administrative (F&A) costs Understand WORKING WITH YOUR PRINCIPAL INVESTIGATOR • Monitor awards through monthly review of project salary costs and review with PI approval on a Monitor • Show consistency in charging sponsored award costs Show Ensure INDIANA UNIVERSITY regular basis

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. All Salary Transfers must have justification stated. Cost Transfers on Cost Reimbursable Grants and Contracts SPA-11 -003 INDIANA UNIVERSITY

NIH SALARY CAP REVIEW LINK NIH Salary Cap INDIANA UNIVERSITY The Ratio between the Fiscal Year IBS and the current Salary Cap determines the allowable/unallowable to be applied to all NIH effort.

EConfirm (ECC) “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

Roles in EConfirm (ECC) Confirmer (Award PI) The Award PI for a Project (Award Family) Can view their Project Statements are “Ready for Confirmation” March 1 st Confirmers will be required to confirm effort by March 31 st – “Four Clicks to Confirmation” Work with Effort Coordinators to request Project Statement revisions if necessary INDIANA UNIVERSITY

Roles in EConfirm (ECC) Effort Coordinator The Effort Coordinator is a department administrator in EConfirm (ECC) “Department” is defined by the KFS Chart-Org in ECC Fiscal Officers or Delegates (doc types ECD or KFS) for any open grant account in each department will be given this role. Primary Effort Coordinator Each Department with CG accounts can have as many Effort Coordinators as they wish, but one person must be designated as the Primary Effort Coordinator for that Department. INDIANA UNIVERSITY

Roles in EConfirm (ECC) Effort Coordinators Effort Coordinator Primary Effort Coordinators Rights or Actions Available ✔ ✔ View Project Statements associated with that Department from their Departmental Dashboard in EConfirm (ECC). ✔ ✔ Receive a Task in EConfirm (ECC) when a Project PI requests a revision to an employee’s effort on a Project Statement. ✔ ✔ ✔ Can select an Effort Coordinator as “Primary. ” Receives an email when the Project PI uses the “Get Help” button on a Project Statement. ✔ Receives copy of Confirmer email notification when Project Statements are Ready for Confirmation. ✔ Can see Ready for Confirmation Project Statements on the Project Statements tab of their home page INDIANA UNIVERSITY

Roles in EConfirm (ECC) How we populated Effort Coordinators For each open sponsored account we: • Identified the Fiscal Officer and made that person an effort coordinator for the Department (Chart-Org) of that account • If there was an active ECD (Effort Certification Document) document type delegate (primary or secondary) in KFS for this account, we made that person an effort Coordinator for the Department of that account • If there was no active ECD delegate for this account, we identified any active KFS document type delegate (primary or secondary) and made that person an Effort Coordinator for the Department of that account INDIANA UNIVERSITY

Roles in EConfirm (ECC) Determining Primary Effort Coordinators have initially been identified for the most open CG accounts in that Department on 7/10/20 Updating Fiscal Officers or ECD/KFS doc type delegates in KFS will send updated Effort Coordinator information into EConfirm The Primary Effort Coordinator must be changed manually within EConfirm (ECC) INDIANA UNIVERSITY

Work List – The Home Page INDIANA UNIVERSITY

Menu Items - Confirm INDIANA UNIVERSITY

Menu Items - Reports To run a report listing Effort Coordinators, select the Reports tab from the Home page, select the Monitoring category, then ‘List of All Effort Coordinators’ in the Reports menu. Click the “Run Report” button generate a list you can download into Excel. INDIANA UNIVERSITY

Menu Items - Administration This tab is a Central Administration function. INDIANA UNIVERSITY

Menu Items - Links These are following Links are available through these menu items: ORA Compensation Management Tools IU Research Administration Dashboards Uniform Guidance INDIANA UNIVERSITY

Menu Items – Manage Look-up Award Family Look-up Only INDIANA UNIVERSITY

Menu Items – Manage Department Dashboard View Effort Coordinators, Update Primary Effort Coordinators from the Department Dashboard INDIANA UNIVERSITY

Department Dashboard Department Information Select the “Department Information” tab below to see the list of Effort Coordinators. The Primary Effort Coordinator will be highlighted. Click the pencil icon to make someone else the Primary Effort Coordinator. INDIANA UNIVERSITY

Department Dashboard Project Confirmations INDIANA UNIVERSITY

Awards by Department INDIANA UNIVERSITY

Your Turn! • Log into ECC (DUO token needed) INDIANA UNIVERSITY

POLL Were you successful? • Yes • No If you answered no, please reach out to us and we can assist you with identifying your Effort Coordinators. INDIANA UNIVERSITY

My Project Statements The Summary Page INDIANA UNIVERSITY

My Project Statements Panel 1 - The Worklist (Top Left) INDIANA UNIVERSITY

My Project Statements Panel 2 – The Award Summary (Top right) INDIANA UNIVERSITY

My Project Statements Panel 3 – The Project Statement (Bottom) INDIANA UNIVERSITY

Associated Project Statements Report Icons INDIANA UNIVERSITY

4 Clicks to Confirm 1. Click the link in the Confirmer email to confirm the Project Statement in EConfirm (ECC). 1 INDIANA UNIVERSITY

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 4. Review the Attestation Statement which will list all the employees that you are confirming and click I agree to complete the confirmation process. INDIANA UNIVERSITY

Confirmer Requests Project Statement Revision PROJECT STATEMENT WORKFLOW REVISION REQUESTED Effort Coordinator Receives Task Notification Project Statement “Revision Requested” Status Is an effort change required? NO Effort Coordinator Disapproves Effort Coordinator Approves Task YES Effort Coordinator Initiates Salary Transfer in KFS ST is processed – data uploaded to ECC – Project Statement Revision Pending Status Additional change required? NO Effort Coordinator clicks “Post” YES Effort Coordinator clicks “Post and Maintain” Project Statement “Revision Requested” status Project Statement Updated Project Statement “Ready for Confirmation”

Project Statement Revision Requested Task INDIANA UNIVERSITY

Process Project Statement Revision Pending Task INDIANA UNIVERSITY

SOME COMMON PROJECT STATEMENT STATUSES Status Icon 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.

Project Statement Confirmation What do you need to do now? • Verify your department has the correct Primary Effort Coordinator • Verify your Effort Coordinators have been assigned • Check your Award PI (Confirmer) and be familiar with the Award Family!!! • Monitor Effort on a Monthly Basis • Monitor NIH Cap • Avoid Late Cost Transfers INDIANA UNIVERSITY

Training Timeline Effort Coordinator Training December 2020 – March 2021 Monthly training offerings begin, offering zoom sessions. Recorded training made available INDIANA UNIVERSITY

Training Timeline PI Confirmer Training December 2020 – March 2021 Monthly training offerings begin, offering zoom sessions. Recorded training made available INDIANA UNIVERSITY

2021 Timeline January, 2021 • Informal review period for 2020 Project Statements begins. • Calendar Year 2021 Project Statements start to build. INDIANA UNIVERSITY

2021 Office Hours Do you have questions about EConfirm (ECC)? Assistance is available from the Office of Research Administration (ORA). There are many options available. You can chat in a Zoom session during office hours, call, email, or attend one of the training sessions. Zoom Office Hours begin January 18, 2021 and continue through March 31, 2021 Day Time Link to Zoom Session Chat Monday 8 AM – 10 AM https: //iu. zoom. us/j/87525906735 Tuesday 10 AM – 12 PM https: //iu. zoom. us/j/86524351131 Wednesday 1 PM – 3 PM https: //iu. zoom. us/j/85634594489 Thursday 3 PM – 5 PM https: //iu. zoom. us/j/85896965311 INDIANA UNIVERSITY

2021 Timeline March, 2021 Confirmation period for calendar year 2020, March 1 st – March 31 st • Email notification to Confirmers March 1 st of confirmation period start. • Follow up emails will be sent to the Confirmer • March 15 th • March 29 th April 1 st, All statements must be confirmed. (No Fooling!) INDIANA UNIVERSITY

PI Leaving IU For Project Statement(s) in Building Status – Identify termination date of the award(s) Validate recording of unallowable NIH Salary Cap Verify all salaries have been charged to project, including cost share effort (confirming email from department) Validate project statement effort versus KFS labor ledger for period of performance Determine if Award will transfer with the PI For Project Statement(s) in Ready for Confirmation Status– • Leaving Award PI confirms Project Statement according to the Project Statement Workflow within 30 days of generation. INDIANA UNIVERSITY

Central Effort Administrator is notified of PI Leaving IU (iueffort@iu. edu) Central Effort Administrator confirms via email with Effort Coordinator: - PI Last Employment Date - All PI Awards - Award(s) Leaving IU - Award Termination Dates - All salaries have been charged to projects PI LEAVING IU – AWARD LEAVING IU Project Statement Status Ready for Confirmation Leaving Award PI approves Project Statement according to the Project Statement Workflow by March 31 st Building Status Central Effort Administrator changes status of project statements for leaving award PI (Confirmer) to “Ready for Confirmation” Leaving award PI (Confirmer) must confirm project statements within 30 days

Central Effort Administrator is notified of PI Leaving IU (iueffort@iu. edu) PI LEAVING IU – AWARD REMAINS AT IU Central Effort Administrator confirms via email with Effort Coordinator: - PI Last Employment Date - All PI Awards - Award(s) Leaving IU - Award Termination Dates Project Statement Status Ready for Confirmation Leaving Award PI approves Project Statement according to the Project Statement Workflow by March 31 st Building Status The new Award PI assigned will be responsible for confirming the Current Period Project Statement(s) during the corresponding confirmation period according to the Project Statement Workflow.

Guides and Videos These guides and videos will soon appear on the ORA website 1. Confirmer (PI) Guide 2. Effort Coordinator Guide 3. Four Clicks to Confirmation Video 4. Confirm Your Project Statement Video 5. Assigning Effort Coordinators 6. ORA Web Page INDIANA UNIVERSITY

Have Questions or Need Assistance? Please contact iueffort@iu. edu Or • Tim Burris thburris@iu. edu (812) 855 -0185 INDIANA UNIVERSITY • Rayna Amerine ramerine@iu. edu (812) 855 -1516