Effort Certification

Objective: Review Effort for certification

Steps to Initiate Effort

1. Once a week, search for and run the Run Effort Certification task in Workday.  Click to open.

2. Task Field entries:

   
   1. Company - Washington State University
   2. Effort Certification Type - Sponsor Funded Research
   3. Use Effort Certification Type's Population - click the radio button
   4. Effort Certification Start and End Date - the effort periods are as follows:

      •    Spring: January 1 - May 15   (Due to Workday implementation, the Spring 2021 period is December 16, 2020 - May 15, 2021.)

      •    Summer: May 16 through August 15. 

      •    Fall: August 16 through December 31. 

3. Click OK.  Each effort period will take approximately 20 minutes to run. 
4. Download Employees Not Eligible and Employees Eligible Reports to a single Excel workbook, save it in S:\EFFORT as YYYY-MM-DD Effort Run All Periods 

   
   

   
5. Review the report lines showing errors.  Common reasons for errors that delay certification:
   1. In-progress Payroll Accounting Adjustments will cause an Effort Certification to remain in Error status.  These will need to be cancelled then re-run once the adjustment is completed.
   2. An Effort Certification Reviewer is not assigned.  Please reach out to Ty Simanson in MOD to correct the assigning of a reviewer.
   3. A worktag may need to be added for individuals.  The department can accomplish this.
   4. Run the Effort Certification Status Report as the previous report does not capture all.  Enter Effort Cert Date From and To as well as Effort Certification Status as Error.  Download as Excel and save into same workbook as above.
6. Cancel all effort with errors.
7. Once an Effort Certification time period has reached 95% complete, one can stop running for that period.  i.e. Spring 2021 is 98% and Spring 2022 has been launched, Spring 2021 does not have to be run again.  

Steps to cancel an Effort Certification due to errors

1.  In Workday, search for the Effort Certification Status Report and fill out as below substituting current effort dates:

   

2. Cancel for each employee
   1. Click the ellipses in the Effort Certification column for the first employee to bring up the Actions menu.
   2. Under Effort Certification, click Cancel and a Confirm Cancel Effort Certification screen will display.
   3. Click OK to cancel the Effort Certification

3. Click the Back arrow twice for the browser window to return to the report results.  Repeat Step 2 above for the remaining employees.

   

Steps to Re-Certify Effort after Payroll Accounting Adjustment

1.  Open Re-certify Effort for Period, Worker and Position Identified: Payroll Accounting Adjustment task in the Workday Inbox
2. Check that dates in the Overall Process fall within one Effort Certification period.  If it spans multiple periods, cancel effort for them all.
3. Copy Employee's name.  Search for the Effort Certification Status Report in Workday.  Paste the copied name into the Employee field and enter the relevant date range.  Click OK.
4. If there is a 'yes' in the Has Costed Changes column, see Step 7.

5. In the Effort Certification column, click the ellipses to the right of the most recent entry that is either in progress or certified and select Cancel from the Actions/Effort Certification menu.  Click OK.

6. On the next screen, check Process History to confirm effort has been cancelled.

   

7. If effort has Costed Changes: Click on the effort cert blue lines, details tab, note dates, look at pay period equal to one on view, expand Costing column, determine reason matches the Payroll Accounting Adjustment. Compare the effort cert details line with the proposed changes for each pay period.  If they match, no further action is needed.  If they don't match, proceed to the next step.

   1. In the Actions menu, hover over Effort Certification and right click Cancel to open in a new tab.

      

   2. Confirm Cancel Effort Certification page opens.  Click OK.

8. Do not re-run effort for this employee, it will be run on Wednesday and WorkDay will pick up any discrepancies.

   
   

9. In Workday Inbox task, type in "Cancelled"

   

10. Click SUBMIT

Effort will be re-certified on Wednesdays when it is run.

Reviewing Effort 

Execute the following steps to review effort requested in the Workday system:

1. Log in to the Workday system.

2. The assigned Effort Certification Reviewer (Supervisory) receives a Workday Inbox (file folder) notification after the effort certification business process is generated by the Effort Certification Manager.
Note: If the employee is no longer a WSU employee, the Effort Certification will be routed to the Cost Center Manager instead of the Effort Certification Reviewer. The Cost Center Manager is still responsible for contacting the individual and confirming effort.

3. Access the Workday Inbox (file folder) notification and select the Effort Certification action for the relevant employee and review the details.

a. Select Details to see an overview of the Effort Certification including dates, status, Changed Status, estimated total certified amount, etc.

b. Select the Summary tab to review Effort Certification amounts for the entire period summarized by Fund.

c. Select the Details tab to review the Effort Certification Lines for each pay period. Choose a pay period. Scroll down to review each pay period.

Percentages are based on the employee's base salary for the pay period, which includes Temporary Supplemental Compensation (TSC) (See BPPM 40.40 for policy and guidance on Institutional Base Salary).

d. Select the Positions tab to view the employee's paid position(s). Verify it is accurate.

e. Select the Organizations tab to view the employee's organizations.

f. Select the Process History tab to view the effort certification business process's history and from whom it is awaiting action.

g. If the Effort Certification is accurate, select the Submit button. It will automatically route to the Employee as Self or Grant PI for review and approval.

h. If the Effort Certification is not accurate, select the Change Effort button and make the appropriate changes using the instructions found in this Reference Guide.

i. It is the Effort Certification Reviewer's responsibility to verify that the payroll results reported appear accurate, relative to the actual effort the Grant PI assigned to the employee.

j. Refer to BPPM 40.37 for policy on Effort Certification.

4. After the Effort Certification Reviewer has completed their review, select one of the following options:

a. Submit – Choose this option if the effort is accurate and can go to the faculty employee or Grant PI for approval.

If the employee is paid on more than one grant AND one or more of these grants are in different cost centers, the Effort Certification will route to those who have the Effort Certification Reviewer (Cost Center) role for the different cost centers. They will only be able to Approve or Send Back the Effort Certification. If they need to send it back to have changes made, it can only be routed back to the Effort Certification Reviewer (Supervisory) who originally submitted it. Only the Effort Certification Reviewer (Supervisory) role who originally reviewed and submitted the Effort Certification can make changes to it.

The Effort Certification will include additional pay such as Temporary Supplemental Compensation (TSC) when calculating percentages. For example: an employee with a 10% TSC will have 25% effort on show as 22.7% (25/110 vs. 25/100). Refer to BPPM 40.40 for policy and guidance on whether different portions of pay are included in Institutional Base Salary and whether a Salary Cap correction needs to be made.

b. Change Effort – The effort is inaccurate and must be revised before routing to the faculty employee or Grant PI for approval. See addendum below for additional guidance.

c. Add Approvers – This option will typically not be used for this process.

d. Save for Later – The review is paused, and the task remains in your Inbox.

    You may get a Jira service desk ticket requesting individual cancellations so a PAA can be completed.  Please follow Steps to cancel an Effort Certification due to errors adding the individual Employee into the Employee box.
    Run a CR BPD Payroll Accounting Adjustments report to check if PAA is still in progress.  [is this necessary?]