Val -

 I have incorporated a few responses - IN CAPS - within your questions.

Best wishes,
Howie

**************************************
Dr. Howard M. Kaplan, Office Director
Research Services & Sponsored Programs
Georgia Southern University
4 College Plaza, P.O. Box 8005
Statesboro, GA 30460-8005
<xxxxxx@gasou.edu>
(Tel)912-681-5465; (Fax)912-681-0719
**************************************

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@HRINET.ORG]On Behalf
Of Valerie Seaquist
Sent: Tuesday, March 04, 2003 1:04 PM
To: xxxxxx@HRINET.ORG
Subject: [RESADM-L] After-the-fact labor certification/changes

Good Morning,

I'm gathering information again and would appreciate input:

Do you have an after-the-fact payroll system? [YES] Does it incorporate an
after-the-fact time & effort certification? [YES AGAIN; OUR TIME AND EFFORT
CERTIFICATIONS ARE TURNED IN FOLLOWING THE END OF EACH MONTH, WITH THE
SALARY CHECK HAVING BEEN ISSUED SEVERAL DAYS EARLIER]

Do you allow changes/corrections to your payroll charges (different account
numbers/different percent of effort) after the time & effort certification
has been submitted? [ABSOLUTELY.  THERE ARE ALWAYS AWARD NOTICES WHICH ARE
RECEIVED SEVERAL DAYS TO AS MUCH AS SEVERAL MONTHS BEYOND THOSE NOTICES'
EFFECTIVE/START DATE.  NOT UNTIL WE RECEIVE THE FULLY EXECUTED AWARD
NOTICE/AGREEMENT ARE WE ABLE TO USE THAT AWARD'S EXTERNAL FUNDING ACCOUNT
NUMBER, SO A POST-FACTO "EXPENDITURE TRANSFER" IS OUR ONLY OPTION.]

If so, how far back will you allow the change (30 days? 3 pay periods? 6
months?) [WE ARE A PUBLIC INSTITUTION, SO THE FARTHEST BACK SUCH CHANGES CAN
BE MADE IS, IN EFFECT, 11 MONTHS AND 28/29/30 DAYS - I.E., WE CAN LEGALLY
MAKE THE CHANGE AS LONG AS THE TRANSFER COVERS A PERIOD WITHIN THE SAME
FISCAL YEAR.  AS A POLICY, RATHER THAN A LEGAL, MATTER...SEE BELOW.]

If you allow changes, do you require a written justification?  [AGAIN,
ABSOLUTELY! IT'S KNOWN AROUND HERE AS MAKING SURE THERE IS A CYA (cover your
accountability) EXPLANATION/JUSTIFICATION IN THE FILE.  GENERALLY SPEAKING,
THE GREATER THE PASSAGE OF TIME BETWEEN THE INITIAL CERTIFICATION AND THE
REQUESTED TRANSFER, THE STRONGER WILL HAVE TO BE THE JUSTIFICATION;
ESPECIALLY SINCE IT CREATES AN ACCOUNTING AND PAYROLL HASSLE.]

As always, thank you for your input!

Val Seaquist
Office of Research Administration
The University of Alabama in Huntsville

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