Salary Compensation Reports

UT’s system of internal controls is required to include processes for the after-the-fact review of personnel costs that are allocated to a project based on budget estimates to ensure compliance with Federal Regulations and sponsor requirements. Changes in Federal Regulations (2 CFR § 200) have allowed more flexibility in the controls UT uses to ensure personnel costs are accurate, allowable and properly allocated.

In 2020, UT transitioned from Effort Certification and began utilizing Salary Compensation Reports. Salary Compensation Reports will be provided three times a year, following the end of each academic semester, to provide PIs and departments another tool to review personnel costs on sponsored accounts. The new reports will align with academic terms, which will make it easier for PIs and departments to identify if information is correct.

Access now available to the Salary Compensation Reports
Salary Compensation Reports Training Slides
Salary Compensation Reports Quick Guide

Salary Compensation Reports are available following the close of each academic term.

Academic TermExpenditure Record DatesReport Availability
Fall9/1 – 12/31Mid-month following end of academic term
Spring1/1 – 5/31Mid-month following end of academic term
Summer6/1 – 8/31Mid-month following end of academic term

Guidance for Principal Investigators (PIs)

  • When reports are ready to be reviewed, you will receive notice via email.
  • Click on the link provided. This will take you to your homepage within the system.
  • At the bottom of the page, any budget groups with reports will be listed.
  • Click on the first budget group listed. This will take you to the report for that budget group.
  • Each person who received compensation from the budget will be listed.
  • To review transaction details, click on the name of each individual, or click “Expand all transactions”.
  • To return to your homepage, click on your EID next to your name or click your browser’s back button.
  • Once all reports have been reviewed, click “Mark as Reviewed”. Once marked reviewed, a timestamp will be added to each budget group in the “Review Status” column. Please note, clicking the “Mark as Reviewed” button will add a timestamp to all reports listed at the same time.

Guidance for Departmental Contacts

  • When reports are ready to be reviewed, you will receive notice via email.
  • Click on the link provided. This will take you to the landing page within the system.
  • At the bottom of the page, any budget groups with reports will be listed.
  • Click on the first budget group listed. This will take you to the report for that budget group.
  • Each person who received compensation from the budget will be listed.
  • To review transaction details, click on the name of each individual, or click “Expand all transactions”.
  • To return to your homepage, click your browser’s back button.
  • PI’s have the ability to mark their reports as “reviewed”. This process can only be completed by the PI of the report.
  • Departmental staff are provided access to review reports and offer support to PIs. Departmental staff are not able to mark reports as “reviewed”.

Effort Listserv

A listserv has been created to disseminate information regarding Effort, including Salary Compensation Reports. This listserv will be the official means of communicating cycle information, training dates, and policy and process updates. All Effort Contacts and relevant department administrators are encouraged to join. 

Due to the confidential nature of Effort topics, any messages sent to the Effort Listserv will be not be distributed to the listserv. If you have any questions regarding Effort, please direct them to effort@austin.utexas.edu.

Only valid UT email addresses will be accepted on the listserv.

To Subscribe

Your membership is voluntary. To subscribe, visit https://utlists.utexas.edu/sympa/info/effort_announcements and click the “Subscribe” link on the left side of the page.

To Unsubscribe

If you would like to be removed from the list, visit https://utlists.utexas.edu/sympa/info/effort_announcements and click the “Unsubscribe” link on the left side of the page. If you need assistance, you may call the ITS Help Desk at 512-475-9400.

FAQs

Reports are created for budget groups that have at least one transaction that meets all of the following criteria:

  • The transaction is completed.
  • The transaction has a record date in the reporting period.
  • The transaction uses object codes 1101 – 1132, 1198, or 1602.
  • The transaction does not have a type of RI, RP, RR, or RX.
  • If the transaction is on a VJR document, that VJR document has VJB option 1.

The PI listed in DEFINE will receive an email notification when reports are ready. The Effort Contact associated with the unit in OHS will be copied. The effort contact is updated by the department manager through OHS.

Access to view reports is based on DEFINE GT1 authorizations. Anyone who can view a budget group on the GT1 screen in DEFINE can view the reports for the budget group.

Any corrections needed are made through the standard process in Workday by departmental employees. Please work with departmental administrative support staff to request any changes needed.

Salary Compensation Reports are generated for each cycle based on the expenditure record date in DEFINE. Corrections will show on the reports for the semester in which their expenditure record date falls.

For example, if a correction is made in February on a transaction that originally posted in December, the transaction will appear on the reports for the spring academic term, because the expenditure report date will be in February.

Cost share will not be captured in Salary Compensation Reports. Departments should continue to track cost share and report to SPAA as needed for invoices and financial reports.

The reports are based on record date. Salary transactions that are re-allocated from Clearing Accounts will show in the report for the Academic Term based on the record date.

For example: Dr. Smith’s salary is charged to a clearing account for the month of May. In June, Dr. Smith’s salary is reallocated and charged to a sponsored account. This salary will appear on the Summer report because it will have a June record date.

Please reach out to Effort Support at effort@austin.utexas.edu.

Once a report is generated, it will continue to show in the system. Once reports for a new academic term have generated, the reports for the previous academic term will continue to be available.

The data used to create the Salary Compensation Reports is populated from DEFINE. DEFINE charges salary using service dates that cover the entire month.

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