We have a manual T&E system, and we have always been willing to use that system to document uncompensated effort of our faculty (generally summer effort of 9 month faculty, but it would work for part-time faculty as well).   We use the same base salary that we would use if we were paying them.      It is basically "volunteer" effort.      We use the value of that effort to document in-kind contribution of F&A.      We have done this is subawards monitored by a research institution and it's obviously passed by our auditors.

Our manual T&E system is "plan/confirmation" - so faculty indicate their planned effort before it happens and then verify that effort afterwards, just as though they were paid.

Franci

Frances Vinal Farnsworth
Associate Director of Grants  & Sponsored Programs
Middlebury College
Middlebury, VT 05733
Email:  xxxxxx@middlebury.edu
Telephone:  802-443-5889

________________________________________
From: Research Administration List [xxxxxx@lists.healthresearch.org] on behalf of Stephen Kosciolek [xxxxxx@STEVENS.EDU]
Sent: Friday, August 01, 2014 1:58 PM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] Capturing volunteer effort in effort reporting system

Jennifer,

I am assuming you are talking about a 9 month faculty member working over the summer.  We have never tried this, and I have never seen it done at any of the universities I have worked for.

If I were to try this, I would treat it as a volunteer service under A-110 section C23d.  You can read the details yourself, but in effect, you would need to come up with the individual’s rate of pay, and document both the pay rate, and time worked.  That would need to be counted as cost sharing on the award (and include the associated increase in the research base for F&A purposes).

Once you have a dollar value for the volunteer’s service that you can back up with appropriate documentation, you should have a reasonable basis for satisfying an auditor regarding the effort.

Good luck!

Stephen Kosciolek
Director of Sponsored Accounting and Cost Analysis
Office of Finance
T 201 216 3496
F 201 216 5137
[Stevens]<http://www.stevens.edu/>
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From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Jen Donais
Sent: Friday, August 01, 2014 9:42 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Capturing volunteer effort in effort reporting system

Dear All,
Is there anyone out there who has implemented a mechanism to capture unpaid, voluntary, committed effort in an effort reporting system (eCRT or other?).

The question at hand is whether or not voluntary (unpaid) summer effort can be used to meet the effort obligation under a federal (NIH) grant.   The concern, of course, is an auditable record for the effort.

Has anyone successfully implemented a system that documents voluntary unpaid effort to an auditor’s satisfaction?  If you have & are willing to share some information, I’d love to hear from you via email or by phone.

Thanks, as always, for the combined brain power.  Happy Friday.
~jen

*  *  *
Jennifer A. Donais, MPA, CRA
Director
Office of Research Compliance
221 Arnold House
715 North Pleasant Street
University of Massachusetts
Amherst, MA 01003
Phone: (413) 545-5896
Fax: (413) 577-1728
xxxxxx@research.umass.edu<mailto:xxxxxx@research.umass.edu>
https:/www.umass.edu/research

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