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ACTIVITY REPORTING SYSTEM

The activity reporting system is the University of Oregon’s method of tracking employee effort on sponsored awards.  One activity report is generated for each award.

The UO processes activity reports on a calendar quarter basis. The PI reviews and approves the effort of employees working on his/her award.  Employees whose time is documented by a time sheet will not be listed on the activity report.

The University of Oregon uses the planned confirmation method.  Per OMB Circular 2 CFR Part 200 J.10.c-Under the Plan Confirmation Method, “The distribution of salaries and wages of professorial and professional staff applicable to sponsored agreements is based on budgeted, planned, or assigned work activity, updated to reflect any significant changes in work distribution.  A plan confirmation system used for salaries and wages charged directly or indirectly to sponsored agreements will meet the following standards:

  1. A system of planned, budgeted, or assigned work activity will be incorporated into the institutions official records,
  2. the system will reflect only the activity for which the employee is compensated by the institution,
  3. the system will reflect categories of activities by percentage distribution of all activities,
  4. the system will reflect activity applicable to each sponsored agreement
  5. the system will allow for modification of individual’s salary or salary distribution,
  6.    at least annually a statement will be signed by the principal investigator certifying effort (UO policy is quarterly certification),
  7. the system will provide for independent internal evaluation to ensure the system’s integrity,
  8. in using this method, an institution shall not be required to provide additional support or documentation for the effort actually performed.

 

The U.S. Office of Management and Budget (OMB) Circulars 2 CFR Part 200 and A-110 and various sections of the Code of Federal Regulations (CFR) prescribe the administrative systems requirements and costing practices for Institutions of Higher Education as they relate to federal assistance programs (grants) and federal procurement programs (contracts). 

The University, in order to be an eligible recipient of federal grants, contracts and cooperatives agreements and to receive payment for costs associated with those agreements, must have record keeping systems in place that meet federal cost and financial management standards of the OMB Circulars and the CFR’s.

Certifications for grant or contract proposal applications, and award documents that require authorized institutional official signatures, all require attestations that the University is in compliance with the multitude of federal regulations related to those system requirements.

Periodic project technical and financial reporting and annual audits are all part of the federal institutional system monitoring process.  All contain elements of both specific grant performance requirements that test an institution's adherence to the grant terms and conditions and compliance with Circulars 2 CFR Part 200, A-110 and the CFR’s.  

Federal oversight of our institution's systems is monitored by a designated cognizant federal agency, assigned by OMB.   The U.S. Department of Health and Human Services (DHHS) is the designated cognizant federal agency for the University of Oregon.