Effort Certification FAQ

Summary

Not sure how effort certification works? The FAQ breaks it down in simple terms, including what to review, what to do if something is wrong, and how to get help.

Full Description

 

Research Team/Certifier FAQ

 Why do I have to sign
You are confirming that how your salary was charged to sponsored projects reasonably reflects the work you performed during the reporting period. This is required under federal regulations (2 CFR 200.430) and supports the university’s internal controls.

What am I agreeing to
You are agreeing that the percentages shown are a reasonable estimate of your total work across all activities. Total effort must equal 100 percent of your compensated activities. The distribution does not need to be exact but must be accurate overall.

Why do I have to certify if my funding is not federal (private, nonprofit, or contract)
W&M applies consistent effort certification standards across all sponsored projects. This ensures compliance with federal requirements where applicable and maintains accurate records, strong internal controls, and audit readiness for all funding sources.

What counts as direct knowledge for a certifier
Direct knowledge means the signer has firsthand understanding or reliable oversight of the individual’s work during the reporting period. This may include supervising the work, managing the project, or regularly reviewing the individual’s activities. The certifier must be able to confidently verify that the effort distribution reasonably reflects the work performed.

What if the report is wrong
Do not sign it. Contact your department administrator so corrections can be made and a revised report will be issued.

What happens if I do not certify
Effort certification is required for institutional compliance. Failure to certify in a timely manner will result in follow-up and escalation and may affect the university’s ability to manage sponsored funding.

What if the individual listed is no longer available
If the individual cannot certify, such as if they have graduated, are on break, or are otherwise unavailable, the report must be signed by someone with direct knowledge of the work performed.
Who can sign if the individual is not available
An appropriate certifier may include a Principal Investigator, Supervisor, Department Chair or Dean, or another individual with direct knowledge of the individual’s activities. The signer must be able to reasonably verify the work performed.

Who do I contact with questions
Contact your department administrator.

Why are there non-grant work tags on my effort certification
The reports are an attempt to capture all of the effort and salary for grant funded employees. If you have non-grant work tags on your effort certification (DS) you can ignore that page.

Department Administrator FAQ

 

What is my role in the effort certification process
You are responsible for distributing effort certification reports to appropriate certifiers, supporting review of the reports, coordinating corrections when needed, and ensuring completed reports are returned on time.

What is my responsibility for tracking and follow-up
You are responsible for:
Monitoring which reports have been completed
• Following up with certifiers who have not responded
• Ensuring all reports are returned by the deadline
• Coordinating and processing Payroll Accounting Adjustments (PAAs) if needed

What should I review before sending out reports
Before distributing reports, confirm that:
• Employees listed are appropriate for your department
• Funding sources appear reasonable based on your knowledge of assignments
• Any known payroll corrections have already been processed
• Administrators are not certifying effort but should perform a reasonableness check.

How can I review detailed salary and expense information
If you need additional details to support your review, you can access the following reports in Workday:
• WM Payroll Accounting with Adjustments report
• WM Award Budget to Actuals report
• Find Journal Lines – Grants report
These reports provide detailed information on salaries, wages, and other charges posted to sponsored awards.

What is my responsibility if the employee cannot sign
If the listed individual is unavailable, you should help identify an appropriate certifier with direct knowledge of the work, such as the Principal Investigator, supervisor, or department leadership.

Can I sign the effort certification report and what counts as direct knowledge
You may sign only if you have direct knowledge of the individual’s work during the reporting period. While administrators play a key role in supporting the process, certification should be completed by someone who can directly verify the work performed. Direct knowledge means you have firsthand understanding or reliable oversight of the work performed and can reasonably verify that the reported effort aligns with actual activities.

What if I know the report is incorrect
Do not distribute or sign the report as-is. Work with your Office of Sponsored Programs administrator to process a Payroll Accounting Adjustment (PAA) so the funding distribution can be corrected. A revised report should be issued after the correction.

What is a Payroll Accounting Adjustment (PAA)
A PAA is the process used to correct payroll charges after they have been posted. It redistributes salary expenses to the appropriate funding sources for a prior period.

Where can I find instructions for submitting a PAA
Workday training resources and job aids are available here:
https://launch.workday.wm.edu/login_required/job-aids-landing.html
Administrators should reference these materials when preparing or submitting PAAs.

When should a PAA be submitted
PAAs should be processed as soon as a discrepancy is identified and must be completed before the effort report is certified whenever possible.

Can a PAA be submitted after certification
Yes, but only with strong justification and additional approval. Corrections after certification should be avoided whenever possible.

Where should completed reports be submitted
Upload all signed effort certification reports along with the completed summary or tracking sheet to the designated Box folder.

What is the submission deadline
All documents must be uploaded to Box no later than June 18, 2026.

What happens if reports are not returned on time
Unreturned certifications will require follow-up and escalation and may impact the institution’s compliance with sponsored project requirements.

Who do I contact for help
If a report is missing, or you have a report for a grant not in your department please email WOSP@wm.edu.

What if I need help submitting a Payroll Accounting Adjustment (PAA)
If you need assistance preparing or submitting a Payroll Accounting Adjustment (PAA), you should contact your Dean’s Office or your unit’s finance or business administration office. These offices support the preparation and submission of PAAs.
The Office of Sponsored Programs (OSP) serves as an approver in the Workday process and does not manage or initiate PAAs. OSP administrators can provide guidance on allowability and compliance but are not responsible for completing or submitting the adjustment.