The After the Fact Cost Sharing Memo is the method that should be used to document cost sharing situations that cannot be documented within the University's official effort reporting system (TEARS). The college/department/business unit is responsible for identifying the circumstance in which cost shared effort must be documented on the After the Fact Cost Sharing Memo and is responsible for completing the memo. Completed memos should then be sent to the Office of Contracts and Grants(C&G).
The Office of Contracts and Grants has two After The Fact Cost Sharing Memos:
- The Regular Monthly After the Fact Cost Sharing Documentation memo (PDF) allows for reporting of cost shared effort for an employee after TEARS for a FY has been archived. If for any reason you come across cost shared effort that has not been entered on an employee with an existing effort report, you can still enter that cost shared effort up until the point in time that we archive the effort reports for that fiscal year - typically done the following January. If the effort report has already been certified, it will need to be re-certified after adding the Cost Sharing.
- If you discover cost shared effort for the fiscal year and an effort report was not generated for that employee, please contact the University TEARS Coordinator immediately to have an effort report created for that employee. An effort report can only be created if the survey period has not been closed.This will record the cost sharing in our system rather than leaving a paper trail within our file. While the deadline for certification may have passed, it is still important that we make every effort to get these effort reports certified. If the survey period is closed and an employee needs to certify their report a hard copy should be printed, signed, kept in the college and a copy sent to C&G. In addition, if the effort reporting period is closed and a effort report needs to be corrected, print a hard copy, manually make the corrections, have the employee (or someone who has first hand knowledge of the employees's effort) resign the hard copy, keep the hard copy in your file and send a copy to C&G. We believe this shows due diligence on our part and would be looked upon favorably in an audit situation.
- The Non-TEARS After the Fact Cost Sharing Documentation memo (PDF) should be used for reporting:
- Bi-Weekly Employees
- Summer Effort
- Supplemental Pay
- Cost sharing from one Ledger 5 to another Ledger 5
As always, if you have any questions or concerns, your first point of contact is your College TEARS Coordinator. The College TEARS Coordinator will contact the University TEARS Coordinator as needed.