Effort reporting

VCU receives funding for research and other sponsored programs through grants and contracts provided by the federal government and other sponsoring agencies. As a condition of accepting such funding, VCU must ensure that the effort expended on sponsored program activities justifies the salary charged to them.

Institutional Base Salary (IBS) at VCU is defined as the annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted toward University-related activities. See compensation codes located at ECRT Base Salary Categories for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

All employees who are involved in allocating salaries to Sponsored Projects or completing Effort Certifications are responsible for understanding the principles of accurate Effort reporting and salary allocation. They are also responsible for remaining current on any mandatory training.

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FAQ

How do I get access to the site?

ECRT requires users to have an active eID in order to access the ECRT site. Please verify your eID using the eID Manager site.

If your eID is active, please contact effortreport@vcu.edu or (804) 828-5667.

Who do I contact to get my access restored when I am notified that my access/account was deactivated?

A reactivation request should be submitted to Effort Reporting in order for your access to be restored. Once submitted the access can be immediately reactivated by a member of Effort Reporting. 

Which web browsers are compatible with the ECRT system?

ECRT is compatible with Internet Explorer and Firefox. However, other web browsers also have a history of working with the site.

The link included in the notification email should be copied and paste into a new web browser.

I receive an error message which states the system is down or unavailable. What should I do?

Access is removed from the ECRT system in order for maintenance and retrieval of data from various systems at the University. The system will generally become available once the data upload completes. If the problem persists, please contact Effort Reporting. 

Does ECRT allow users to navigate using the Back and Forward Internet options? 

Yes, ECRT allows you to navigate the system using the back and forward internet options. However, the "Back" button should not be used once the "I agree" button is clicked during the certification process. Clicking either the "I agree" button or the "Certify" button multiple times may cause an error in the processing of your card.

How do I know when a certification period has begun?

The ECRT schedule, lists the certification period start and end dates. Certifiers will receive notification emails from effortreport@vcu.edu if they have effort statements that are awaiting their certification.

How do I determine which period(s) I need to certify?

The status line of an effort statement (i.e. ECRT card) determines whether or not certification is needed. Cards with statuses beginning with Not Certified, Not Processed should be certified. 

Why do I have two effort statements (i.e. ECRT cards) for overlapping periods?

Changes in your employee type and/or position may cause ECRT to generate multiple effort statements with overlapping periods in order to account for all of your activities. All cards with the status beginning with Not Certified, Not Processed should be certified.

How do I certify my effort in the ECRT system?

See Helpful Tools for information on how to certify using the ECRT system.

What does my computed effort percents represent and how is it calculated on my effort statement (i.e. ECRT card)?

The Computed Effort percent column of the effort statement (i.e. ECRT card) totals the Payroll and Cost Share salary columns.

Your salary charges are uploaded into the ECRT and are grouped based upon the certification periods. The Certification Payroll Report displays the salary charges by org code and by pay periods. The Account View, allows you to view the percentage listed on the effort statement (i.e. ECRT card) along with the total salary charged for the entire ECRT period. The Pay Period View, allows you to view the salary charges by pay period. 

Can certification percents be entered into the Certified Effort Column using decimals?

As stated in the instructions on the Effort Statement page, certified percents should be keyed into the Certified Effort column using whole numbers. However, ECRT will round up/down if decimals are entered.

The information on my effort statement (i.e. ECRT card) is incorrect. Who should I contact in order to get my information corrected?

The information available in ECRT is uploaded from various data sources. Your primary effort coordinator (whose name is located on the top right corner of the Certify Effort page) should be contacted.

I received the error message, “Only numeric values are allowed” when I entered in my certified effort on the effort statement (i.e. ECRT card). Why? 

ECRT requires you to certify your effort using whole numbers.

I received the error message, “The certification is below/above the valid range of 99” after I entered in my certified effort on the effort statement (i.e. ECRT card). Why?

The certified column must be within the allowable range of 99-101 percent due to rounding.

How do I get ECRT to capture all of my certified percents at once?

The “All” option located on the bottom right of the effort statement (i.e. ECRT card) should be clicked prior to selecting the “Certify” button. all option.

See ECRT Helpful Tools.

How do I confirm whether or not ECRT accepted my certification?

Review the status line of the effort statement (i.e. ECRT card). If the status does not state Not Certified, Not Processed, the certification was accepted.

Review the Transaction History of the effort statement (i.e. ECRT card) (lower left corner). This will provide the date and name of the person who certified and/or processed the card. effort history 

The status line of my effort statement (i.e. ECRT card) changed from Not Certified/Not Processed to Certified/Not Processed.  Should the card still be listed under the Effort Statement screen?

There are four stages/statuses to an effort statement (i.e. ECRT card). Cards with the status Certified/Not Processed are awaiting the review and process/approval of the department’s primary effort coordinator. 

I have certified my effort, yet I am still receiving past due notifications. What should I do? 

Please review your “Statements Awaiting Certification” tab. The “Statements Awaiting Certification” tab will list effort statements with the status of “Cycle Still Active” and statuses beginning with “Not Certified, Not Processed”. In order to access the effort statement, simply click on your name found on the “Statements Awaiting Certification” tab.

I manually certified my effort statement (i.e. ECRT card), why am I still receiving overdue notices?

An effort statement (i.e. ECRT card) is not completed until the card is in a Certified and Processed status. Please contact your listed effort coordinator to determine when your card will be certified and processed within the ECRT system.

Is there a feature in the ECRT system that provides users with a detailed explanation regarding a screen's capabilities, purpose, and/or intended use?

The Help File (Help File icon) is located on the upper right hand corner of ECRT screens (with the exception of the home page). This feature provides users with a detailed explanation of the screen currently accessed.

What is my eID and why is it necessary?

The ECRT system allows access by keying in your eID and eID password. The link below will direct you to VCU Technology Services website for additional eID related information. This link will also allow you to find your eID user name and/or reset your eID password.

For more information, read the eID FAQ or contact the Technology Services Help Desk at (804) 828-2227 or help@vcu.edu.

I received a system-generated email from effortreport@vcu.edu with the title, "Your reminder that the effort certification period has begun." Why did I receive this email?

Recipients of this email have time and effort towards either sponsored projects and/or clinical (graduate medical education effort) that need to be captured and validated.

How can I determine the due date of an Effort Statement (ECRT card)?

The Effort Statement due date is listed on the "Statements Awaiting Certification" tab and appears under the "Needing Certification" section on the Effort Statement screen.

How do I navigate to my effort statement (ECRT card)?

The “Statements Awaiting Certification” tab and the “Certify” menu can be used to navigate to your effort statement (ECRT Card). Only the cards under the “Needing Certification” will need to be certified. 

How do I navigate to my certified effort statement (ECRT card)?

The “Certify” menu can be used to access all of your effort statements (ECRT Cards). The certified effort statements (ECRT Cards) will be located under the “In Progress” section if the card has a status beginning with “Certified, Not Processed”. All processed cards will appear under the “Historical” section of the effort statement window.

What is a base statement?

Base statement is another name for effort statement and ECRT card.

What is a statement owner?

The "Statement Owner" is the listed certifier on the effort statement.

What is the VCU Institutional Base Salary definition?

The annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted toward University-related activities. See compensation codes located at ECRT Base Salary Categories for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

Is there a way to view a listing of certifiers associated to one or more of my awards in the ECRT system?

The Statements Awaiting Certification tab in ECRT lists all quarterly certifiers with uncertified effort statements associated to one or more of your awards.

The “Statement Awaiting Certification” tab does not list all certifiers associated to my awards. Why?

The Statements Awaiting Certification tab in ECRT lists all quarterly certifiers with uncertified effort statements associated to one or more of your awards. Please select the "My Statements" link to locate all quarterly certifiers associated to your award(s).

Faculty members in the ECRT site unless access is granted by their other roles and/or rights within the University and ECRT system cannot view other faculty member’s effort statements (i.e. ECRT card).

Is there a feature in the ECRT system that provides users with a detailed explanation regarding a screen's capabilities, purpose, and/or intended use?

The Help File (Help File icon) is located on the upper right hand corner of ECRT screens (with the exception of the home page). This feature provides users with a detailed explanation of the screen currently accessed.

I have support staff associated to one or more of my awards. Will I receive a system-generated email notifying me to review and/or use my direct knowledge to certify my support staff?

The ECRT system communicates directly with certifiers, principal investigaors and effort coordinators. The quarterly section of the ECRT schedule will provide the certification period start and end dates. Please review the Certify My Researchers-Single View option in ECRT on the certification start dates listed. Complete all cards (in which you have direct knowledge) by the certification end date.

Quarterly certification periods: 

ECRT Period     QuarterCertification Start DateCertification End Date 
6-10-XX to 9-9-XX First 10-15-XX 12-14-XX
9-10-XX to 12-9-XX Second 1-15-XX 3-14-XX
12-10-XX to 3-9-XX Third 4-15-XX 6-14-XX
3-10-XX to 6-9-XX Fourth 7-15-XX 9-14-XX

Is there a way to review the grant ID and/or org code that links a quarterly certifier to my Statement Awaiting Certification page?

The “Statements Awaiting Certification” tab displays quarterly certifiers, with uncertified effort, and is associated with one or more of your awards. The “PI” column, located towards the right of the Statements Awaiting Certification tab, will contain a red indicator if there is a current association. The association will become visible once the red indicator is selected.

How can I determine whose card(s) need to be certified?

The Effort Statements (ECRT Card) requiring certification will be listed on the “Statements Awaiting Certification” tab and will also appear under the “Needing Certification” section on the Effort Statement screen.

How can I determine the due date of an Effort Statement (ECRT card)?

The Effort Statement due date is listed on the “Statements Awaiting Certification” tab and appears under the “Needing Certification” section on the Effort Statement screen.

The Statements Awaiting Certification tab is missing certifiers associated to one or more of my awards. Why?

The Statements Awaiting Certification tab will include uncertified effort statements (ECRT cards) belonging to you and/or quarterly certifiers associated to your awards. 

How do I view my effort statement and/or an effort statement of a quarterly certifier associated to my awards(s)?

Using the “Statements Awaiting Certification” tab, select any of the following data fields “Statement Owner”, “Department”, “Due Date”, “Type”, and “Status” to retrieve an effort statement. 

What is a base statement?

Base statement is another name for the effort statement and the ECRT card.

How do I certify a certifier from the Work List section of the effort statement screen?

The Effort Statement screen allows you to certify multiple effort statements. Simply, select the individual(s) from the “Work List” section of the Effort Statement screen. Once selected their effort statements will appear below the “Work List” section.

How do I select multiple cards to certify?

Using the Effort Statement screen, select the certifiers by holding down your “Ctrl” key and selecting the names from the Work List section. The individual names will appear in the “Covered Individuals” section of the screen and their effort statements will appear below in the order selected.

I have multiple cards selected on the Effort Statement and have completed the Certified Effort column.  Is there a way to certify all selected cards once allocated?

ECRT allows the user to certify each card individually and by groups. In order to certify an individual card, select the “Certify” button assigned to the desired card. The “Certify Checked” button (located on the upper right hand corner) can be used to certify all selected statements in which both the Certified Effort and Certify Checkboxes columns are populated.

What is a statement owner?

The "Statement Owner" is the listed certifier on the effort statement.

The Effort Statement screen is missing certifiers associated to one or more of my awards. Why?

The Effort Statement screen categorizes ECRT cards by action. Those requiring certification will appear under the "Active" section of the Work List and will also appear under the "Needing Certification" section of the Effort Statement screen. Once the card is certified, the statement will appear under the "Recently Completed" screen of the Work List.

What is the VCU Institutional Base Salary definition?

The annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted toward University-related activities. See compensation codes located at ECRT Base Salary Categories for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

How do I know when a certification period has begun?

The ECRT schedule lists the certification period start and end dates. Certifiers with sponsored activity will receive notification emails from ECRT if they have cards that are awaiting their certification.

What should I do now that a certification period has begun?

The Certification Status Report should be run continuously for all certification periods available to be certified.

Certifiers listed on the Certification Status Report should be contacted and informed to review their effort statement (i.e. ECRT cards) for reasonableness and to certify their performed effort.

If there are adjustments needed to effort statement (i.e. ECRT cards), Effort Reporting should be notified and comments should be added to the effort statement (i.e. ECRT cards). 

Who assigns department effort coordinators?

The current primary effort coordinator and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

An ECRT Access Request form can be submitted to Effort Reporting and/or a VCU helpIT ticket. The ECRT Access Request form is available via ECRT Access Request Form.

Can I add, change, or delete department effort coordinators listed in the ECRT system?

The primary effort coordinator and/or the fiscal administrator for the school/department can submit an approved ECRT Access Request form via email (effortreport@vcu.edu) or via fax (828-0752). The ECRT Access Request form is available via ECRT Access Request Form.

What is the difference between secondary and primary effort coordinator access?

A department can have only one primary effort coordinator whose responsibilities include using the Effort Tasks tab and Process Effort screen. The secondary effort coordinator has similar access to the primary effort coordinator. However, secondary effort coordinators cannot process effort statements to the system.

Why are there certifiers listed under my Department Dashboard who are no longer employed by my department?

 ECRT displays all certifiers with historical and/or present associations with departments, awards and principal investigators up to four certification periods. The certifier's home department (responsible department) will be listed on the Effort Statment screen (i.e. ECRT card).

How should an effort statement (i.e. ECRT card) for a certifier who is no longer employed by the University be handled?

It is best practice to have the certifier certify all available effort statements (i.e. ECRT cards) as a part of the department exit procedures. If the card in question is in a Cycle Still Active status, the certifier can manually certify the effort statement prior to leaving the University. All manually certified cards can then be uploaded to the system using the Manual Certification Procedures.

Someone with direct knowledge of the certifier’s effort may also certify on behalf of the certifier (i.e. Principal Investigator, Chair, Director, and/or Supervisor).

ECRT will not allow me to attach a scanned document to the effort statement (i.e. ECRT card). Why?

ECRT at this time accepts only documents scanned with the file formats .pdf, .jpeg, and .gif. 

Can I attach multiple files to an effort statement (i.e. ECRT card)?

ECRT allows users to attach multiple files to an effort statement (i.e. ECRT card). The files to be attached should be in a .pdf, .jpeg, or .gif format.

There are certifiers listed on my Manage Effort Task listing that I have processed; however their names remain under my Manage Effort Task listing. Why? How are these cards removed?

If the “Certify” or the “I Agree” icons are clicked multiple times during the certification process when ECRT is refreshing, the card may appear twice under the Manage Effort Task listing. The “Certify” or the “I Agree” icons should only be clicked once.

In order for the duplicate line to be removed from the Manage Effort Task listing, a removal request will need to be submitted to Effort Reporting. 

A Certifier is listed multiple times on the Effort Tasks tab. This certifier only had one effort statement (i.e. ECRT card) listed with a Certified/Not Processed status. Why is the certifier listed multiple times? 

Certifiers who click the "Certify" or "I Agree" icons multiple times during the certification process when ECRT is refreshing, may appear multiple times under the Manage Effort Task listing.

Depending on the certification period, the ECRT system will remove the duplicate listing once they are clicked. Those that remain should have a removal request submitted to Effort Reporting.

The certifier should be contacted and informed not to use the back button while using the Effort Statement screen.

How do I view a listing of certifiers associated to a principal investigator in my department?

Please enter in the principal investigator's name and/or V-Number on the "Look up" screen. The "Look up" screen will navigate you to the Effort Statement page. The "Work List" section of the Effort Statement page will display the principal investigator and all quarterly certifiers associated to his or her award(s).

The Work List section of the Effort Statement page is missing certifiers associated to a principal investigator’s award(s) in my department. Why is this? 

Only quarterly (support staff) certifiers are listed under the “Work List” section of a principal investigators’ Effort Statement page. All other certifiers are removed from the listing for privacy purposes.

How do I process effort statements that were certified in my department(s)?

Effort Statements with a status of Certified, Not Processed are located in their primary effort coordinator’s “Effort Tasks” listing. This association is based upon the listed home department found in the University financial accounting system at the time of the last data retrieval process. For more information, see the links on the left under ECRT Helpful Tools.

How do I determine which effort statements need to be certified?

The Certification Status Report lists all reports for a department based upon the status type queried. The status types Not Certified/Not Processed and Certified/Not Processed should be pulled continuously. For more information on the status report, see Helpful Tools.

How do I review an effort statement that has a status Certified/Processed? 

The Department Dashboard screen in ECRT also lists effort statements within the “Covered Individuals associated to this Department” section. The effort statements can be retrieved by selecting the status icons located within the Statement column. The Certified/Processed status has a green icon/symbol.

A certifier’s effort statement (i.e. ECRT card) has the status Not Certified/Not Processed/Pending Payroll or Not Certified/Not Processed/Re-Opened By Payroll Adjustment Reconciliation. Why is this? 

When retroactive adjustments are uploaded from Banner into the ECRT system for effort statements with the status of Certified/Processed, the status of the effort statement will change to Certified/Processed/Payroll Pending.

Once the effort statement is reopened and the adjustments have applied, the status will change to Not Certified/Not Processed/Re-Opened By Payroll Adjustment Reconciliation.

The first subtotal line on the subsequent pages of a Certification Payroll Report appears to be incorrect. What should I do?

The Certification Payroll Report should be exported to Excel and subtotaled.

Can multiple effort statements be reviewed simultaneously if I am using dual monitors?

Only one effort statement (i.e. ECRT card) can be displayed at one given time. The information associated to the first effort statement will be stored on the system while the second effort statement will only be viewed. Changes to the second effort statement may not be captured in ECRT.

Is there a feature in the ECRT system that provides users with a detailed explanation regarding a screen's capabilities, purpose, and/or intended use?

The Help File (Help File icon) is located on the upper right hand corner of ECRT screens (with the exception of the home page). This feature provides users with a detailed explanation of the screen currently accessed.

There are certifiers with only non-sponsored and/or clinical effort appearing in the Sponsored Section of my Department Dashboard. Why?

The Department Dashboard provides the user with a snapshot of their department which consists of up to the last four periods of performance (certification periods) per certifier. If one of the last four certification periods had sponsored activity, the certifier will remain in the Sponsored section of the Department Dashboard. Please review the last four certification periods and the ECRT schedule to determine when a certifier will move to either the Non-Sponsored or the Clinical Only section of the Department Dashboard.

The Department Dashboard now lists three groupings of certifiers. Which areas are required to certify?

 Certifiers listed under the Sponsored and Clinical Only sections of the Department Dashboard are required to have their effort certified and processed. The certifiers listed under the Non-Sponsored section will be auto processed by the system. 

Reports located on the View Reports menu now include a Clinician and a Clinician N/S role. Why is this? Moreover, who is included in these roles?

 ECRT automatically assigns the Clinician and the Clinician N/S roles to faculty members who have time and effort associated to VCU Health Systems. Assigning these roles allow effort coordinators to control the population within their area(s) they would like to report and/or view.

Who assigns department effort coordinators?

The current primary effort coordinator, department director/chairman, and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

The ECRT Access Request Form should be completed and returned to Effort Reporting via email at effortreport@vcu.edu and/or by fax to 804-828-0752.

Can I add, change, or delete department effort coordinators listed in the ECRT system? 

The current primary effort coordinator, department director/chairman and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

The ECRT Access Request Form should be completed and returned to Effort Reporting via email at effortreport@vcu.edu and/or by fax to 804-828-0752.

How can I determine the due date of an Effort Statement (ECRT card)?

The Effort Statement due date is listed on the “Statements Awaiting Certification” tab, “Associated Certifiers” tab, and it also appears under the “Needing Certification” section on the Effort Statement screen. 

What is a base statement?

Base statement is another name for effort statement and ECRT card.

How can I determine the effort coordinator(s) associated to a certifier?

The “Certifiers and Approvers” section located on the Effort Statement screen will display the individuals who have the ability to process or certify the effort statement.

How do I pull an effort statement (ECRT Card) associated to my department?

An effort statement can be pulled by using “Associated Certifiers tab” on the Home page, by using the Department Dashboard, or by using the Look-up Page within the ECRT system.

How do I access the Effort Task listing to process effort statements (ECRT Cards)?

The Effort Task listing can be accessed via the Home Page and the Effort Tasks tab.

My department has multiple effort coordinators. Can all effort coordinators within a department process certified effort statements (ECRT cards)?

The primary effort coordinator within a department has the capability to process effort statements (ECRT Cards) to the system. The departments are responsible for determining the individual who will serve in this role. 

How do I determine who has the capability of certifying and/or processing an effort statement?

The “Certifiers and Approvers” section of the effort statement (ECRT card) lists the individuals who have the capability of processing and/or electronically certifying an effort statement within the ECRT system. Individuals with direct knowledge of the effort performed by the listed certifier (statement owner) may certify the effort statement (ECRT card).

How do I review the individual(s) who certified the effort statement (ECRT card)?

The Process Base Effort Statement will display the date and time of certification on the top of the screen and in the Effort Transaction History. This screen will also provide the individual's name and V-Number who updated and/or certified the effort statement in both areas described above.

How do I determine if there is more information available on a particular screen?

ECRT uses two symbols to alert users that there is more information available. Please click on the star “ecrt“ or click on the plus “ecrt“ sign to see additional information located on the screen.

I am an effort coordinator for multiple departments. Is there a way for me to view all certifiers with uncertified effort that are in my departments?

Yes, the “Associated Certifiers” tab lists all certifiers with uncertified effort for all areas in which you are listed as an effort coordinator. Users may sort the information displayed on this tab by Statement Owner, Department, Due Date, Type, and Status columns.

Can I export the information displayed on the "Associated Certifiers" tab?

At this time, the “Associated Certifiers” tab does not have the export functions included in the ecrt Reporting section of the ECRT system. However, the information can be pulled and exported using the Certification Status Report located on the ecrt Reporting screen.

How do I access the effort statements with a status beginning Certified, Not Processed?

The cards with a status beginning Certified, Not Processed are included on the “Effort Tasks” tab located on the Home Page. 

How do I pull the effort statement (ECRT card).pdf file for manual certifications? 

The pdf certifications can be accessed by clicking on the .pdf file located below the “Base” tab on the Effort Statement screen. The pdf file will come up as a pop-up. Therefore, you may have to adjust your pop-up settings or press the "Ctrl" key. 

What is the VCU Institutional Base Salary definition?

The annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted to University-related activities. See compensation codes ECRT Base Salary Categories for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

What are the payroll compensation codes used to determine what salary charges uploaded into ECRT?

Salary charges uploaded in ECRT are based on the following compensation codes, VCU Institutional Base Salary Compensation Codes (PDF)

How do I pull the effort statement (ECRT card) .pdf file for manual certifications?

The pdf certifications can be accessed by clicking on the .pdf file located below the “Base” tab on the Effort Statement screen. The pdf file will come up as a pop-up. Therefore, you may have to adjust your pop up settings or press the "Ctrl" key. 

Who assigns department effort coordinators?

The current primary effort coordinator, department director/chairman, and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

An ECRT Access Request form can be submitted to Effort Reporting and/or a VCU helpIT ticket. The ECRT Access Request Form.

Can I add, change, or delete department effort coordinators listed in the ECRT system?

The current primary effort coordinator, department director/chairman, and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT by completing the ECRT Request Form.

Effort Reporting will accept completed forms by emailing effortreport@vcu.edu and/or faxing (804) 828-0752. The Guidelines for Separating Faculty and Staff, located on the VCU HR site, should be used when removing and/or changing ECRT access. 

Who do I contact to get my access restored when I am notified that my access/account was deactivated?

A reactivation request should be submitted to Effort Reporting in order for your access to be restored. Once submitted, the access can be immediately reactivated by a member of Effort Reporting.

I receive an error message which states the system is down or unavailable. What should I do?

Access is removed from the ECRT system in order for maintenance and retrieval of data from various systems at the University. The system will generally become available once the data upload completes. If the problem persists, please review the ECRT Status page and/or contact Effort Reporting.

What is my eID and why is it necessary?

The ECRT system allows access by keying in your eID and eID password. The link below will direct you to VCU Technology Services website for additional eID related information. This link will also allow you to find your eID user name and/or reset your eID password.

EID FAQ

Technology Services Help Desk: (804) 828-2227 or help@vcu.edu

Is there a feature in the ECRT system that provides users with a detailed explanation regarding a screen's capabilities, purpose, and/or intended use?

The Help File is located on the upper right hand corner of ECRT screens (with the exception of the home page). this feature provides users with a detailed explanation of the screen currently accessed. 

Which web browsers are compatible with the ECRT system?

ECRT is compatible with all Chrome, Firefox or IE11.

Does ECRT allow users to navigate using the Back and Forward Internet options?

Yes, ECRT allows you to navigate using the back and forward internet options. However, the "Back" button should not be used once the "I agree" button is clicked during the certification process. Clicking either the "I agree" button or the "Certify" button multiple times may cause an error in the processing of your card.

What is the difference between secondary and primary effort coordinator access?

A department can have only one primary effort coordinator whose responsibilities include using the Manage Effort Task and Process Effort screen. The secondary effort coordinator has inquiry access only to certified cards.

Are there training courses available for topics related to Effort Reporting and/or ECRT?

Please visit the Effort Reporting Training page for upcoming instructor-led and/or on-line courses.

What is a base statement?

Base statement is another name for effort statement and ECRT card.

How do I determine if there is more information available on a particular screen?

ECRT uses two symbols to alert users that there is more information available. Please click on the star “ecrt“ or click on the plus “ecrt“ sign to see additional information located on the screen.

How can I determine the due date of an Effort Statement (ECRT card)?

The Effort Statement due date is listed on the “Statements Awaiting Certification” tab, “Associated Certifiers” tab, and it also appears under the “Needing Certification” section on the Effort Statement screen.

What is the VCU Institutional Base Salary definition?

The annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted toward University-related activities. See ECRT Base Salary Categories for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

What are the payroll compensation codes used to determine what salary charges uploaded into ECRT?

Salary charges uploaded in ECRT are based on the following compensation codes, ECRT Base Salary Categories.

The Sponsored section of the certification or effort statement (i.e. ECRT card) permits a certifier to certify to the direct costs (including cost share) associated with grants and contracts.  Other sections of the effort statement (i.e. ECRT card) allow a certifier to certify to the Non Sponsored and VCU Health System Activities.   

Sponsored

Sponsored programs are situations where the University agrees to specific conditions and/or service activities to an outside entity. 

Organized Research (Sponsored)

All Federal or Non-Federal Research and Training Activities (Except ESA’s).

Educational Service Agreements (ESA’s)

Sponsored Training Programs and Projects Established by Grant, Contract or Cooperative Agreement

Other Sponsored Activities

Programs and projects financed by Federal and non-Federal agencies and organizations, other organizations, other than specific research projected (Organized Research) or specific sponsored training sponsored training projects (Educational Service Agreements). 

Non-sponsored       

Activities of the University that are not separately budgeted as part of Sponsored program activities. These activities are supported by departmental funds

Instruction/Departmental Research

Teaching, Training activities (except sponsored training), and Non-sponsored research development activities.  

Administration-Instruction

Deans, Department Heads and Division Heads. Effort that exclusively benefits instruction.

Administration-Students

Student Affairs and Student Services

Administration-Sponsored Projects

Deans, Department Heads and Division Heads. Effort that exclusively benefits sponsored research. 

Administration-Departmental

Supporting services that benefit common or joint departmental activities.

Public Service

Non-instructional services to individuals external to the University. Activities are separately budgeted and accounted for by the University 

Other Institutional Activities

Effort expended on activities that are not defined above.

Clinical-VCUHS Effort Reporting 

Clinical Practice and Administration

Patient care activities including inpatient services, outpatient services, other types of clinical activities, any of which generate a professional fee is charged including services provided under a clinical contract.

Supervision of Interns and Residents

Effort expended by faculty physicians in the supervision and training of residents and interns including resident recruitment and resident training program administration.  Do not include time related to any billed clinical services (regardless of location) or supervision of residents at the McGuire VA Hospital.

MCVH Hospital Administration

All time expended by faculty in supervising hospital personnel, providing medical direction, participating in hospital committee activities, participating in hospital managerial or administrative activities.

Other Educational and Administrative Activities

Time expended by faculty in educational activities related to the education of medical students (pre interns and residents) and education of fellows and post doctoral (post intern and residents) or non-department, non-hospital, and non-institutional activities