Effort verification reports (EVRs)

A Effort Verification is the process of documenting 100% effort for employees paid from sponsored projects, funds identified as cost share, or paid from federal appropriations funds.  The reports are generated based on University payroll records.  EVRs are produced twice per year and must be signed by the employee or a person with suitable means of verification that work was performed (i.e. the PI or supervisor). 

When EVRs are made available, those that pertain to field staff are sent to the appropriate Regional Director.  The RDs are asked to review them for accuracy; sign each one and mail it back by the deadline.  Regulations require each funding line on an EVR to be accurate within 5%; if any line is over the 5% threshold, it should be noted in the modified effort column.  Effort reports for non-field staff will be distributed to the appropriate unit or division and should be reviewed and signed by the employee or employees’ supervisor if more appropriate.

EVRs are required to be kept on file in the Office of Sponsored Programs Administration (OSPA).  They are used by auditors to verify the amount of effort an employee has had on a sponsored project.

Sample EVR (PDF)

How is my payroll split? (PDF) - This reference document will help an employee understand how their payroll is distributed across various sources of funding.

Chartfield Strings

In many cases, a project that is renewed or continued from one year to the next will receive a new chartfield string and therefore new MoCode(s) each year.  Although participants of the project may continue doing the same work and see this as a single continuing proposition, by accounting standards a new chartfield string represents a new account and the two should not be considered congruent.  When a new MoCode becomes available it must be used for expenses incurred on the project beginning with the project start date.  If the previous year’s MoCode continues to be used after the end date it may overspend that project as well as the fact that expenses incurred after the project end date are not eligible to be paid by sponsor funds.  In short, it’s important to use the current and appropriate MoCodes for project related expenses.