Definition · Plain-language
Effort reporting
Effort reporting is how institutions certify that the salary charged to a federal grant reasonably reflects the effort an individual actually devoted to it.
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Why it matters
When salaries are charged to a federal grant, the sponsor is paying for the effort that person actually contributed. Effort reporting provides the documented assurance that those salary charges are reasonable and consistent with the work performed. Effort is expressed as a proportion of an individual’s total institutional activity rather than a fixed number of hours, because faculty and senior staff typically have responsibilities spanning research, teaching and service.
Committed versus charged effort
Effort committed in a proposal (including any cost-shared effort) creates an expectation the institution must honour and document. Charged effort is the portion of salary actually billed to the award. The two interact: voluntary committed effort that is not charged still becomes a cost-sharing obligation that must be tracked. Significant reductions in a key person’s committed effort may require prior approval from the sponsor.
Under Uniform Guidance
Uniform Guidance moved away from the prescriptive effort-reporting mechanics of the older OMB Circular A-21. It requires that charges for salaries and wages be based on records that accurately reflect the work performed and be supported by a robust system of internal controls. Many institutions still operate a certification process — periodic confirmation by the individual or a responsible official with suitable knowledge — to meet this standard.
Key facts
At a glance
- Definition: certifying effort charged to federal awards
- Also called: effort certification, payroll certification
- Authority: Uniform Guidance, 2 CFR 200 (compensation)
- Basis: records that accurately reflect work performed
- Concepts: committed effort vs charged effort
- Replaced: prescriptive OMB Circular A-21 effort rules
Common misconceptions
What people often get wrong
Often heard: Effort is measured in fixed weekly hours.
Actually: Effort is expressed as a proportion of an individual’s total professional activity, not against a fixed standard workweek.
Often heard: Uniform Guidance kept the old A-21 effort-percentage rules.
Actually: It replaced those prescriptive mechanics with a requirement for accurate records supported by strong internal controls.
Often heard: Effort you commit but do not charge has no consequences.
Actually: Voluntary committed effort that is not charged generally becomes a cost-sharing obligation that must be tracked and documented.
Going deeper
