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The effort certification process is organized into three periods: spring, summer, and fall. Each certification period adheres to a strict schedule. The table below lists the date when each certification system opens  and closes. 

Compensation for employees engaged in work on federal sponsored awards (and the associated fringe benefits) is one of the most significant expenses that Carnegie Mellon bills to and is reimbursed by the federal government.  details the requirements necessary for such costs to be considered allowable.

Allowable effort must:

• Be reasonable for activities contributing and directly relating to work under an agreement.
• Not exceed the proportionate share of the annual compensation by Ò»±¾µÀÎÞÂë for an individual’s appointment, whether that individual’s time is spent on research, instruction, administration, or other activities.
• Be based on records that accurately reflect the work performed.

2 CFR 200.430(i) states that these records must:

• Be supported by a system of internal control that provides reasonable assurance that the charges are accurate, allowable, and properly allocated.
• Reasonably reflect the total activity for which the employee is compensated, not exceeding 100% of compensated activities.
• Support the distribution of the employee’s salary or wages among specific activities or cost objectives.

Carnegie Mellon relies on an “after-the-fact” effort certification (also referred to as “effort reporting”) process to properly document and ensure compliance with these federal regulations.

Each department must prepare and document an effort reporting procedure that at least meets the minimum requirements set forth in Carnegie Mellon’s Effort Reporting Guidelines.  These procedures must be reviewed and updated annually, with a copy due to Sponsored Projects Accounting each year by March 1.

• At the end of each semester (specific periods identified in the schedule below), a designated department administrator must review the effort of all individuals assigned to them, ensure any necessary cost transfers are processed, and obtain faculty approval for the individual’s effort distribution. 
• Two months after the end of the semester, Oracle will distribute electronic certifications (one for each individual charged to a sponsored award during that period) to the designated department administrator’s Oracle worklist.  The administrator must review the electronic certification for accuracy, ensure that approval from the faculty is in agreement and properly documented, and then submit the certification.
• Effort certifications are due no later than 100 days after the end of the period being certified.