The purpose of this policy is to provide direction with respect to documentation of personnel expenses on federal and federal pass-through awards at UW-Madison to accurately reflect the work performed on those awards in accordance with the requirements of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 C.F.R. § 200). Consequences for failing to certify payroll, and complete the mandatory certifier training, are in place to ensure compliance with these federal regulations and protect the research interests of UW-Madison.
All Faculty and Academic Staff who are principal investigators on federally sponsored projects, as well as their departments and colleges.
UW-Madison has administrative consequences for failing to complete training and certify compensation. With the university’s shift from effort certification to payroll certification to meet federal standards, those consequences now apply to individuals who do not meet their responsibilities to certify payroll expenses on federal projects.
Consequences for individuals who do not fulfill their responsibilities include the removal of services associated with:
In addition to the consequences outlined above, UW-Madison has fiscal consequences for incomplete project payroll statements. Statements must be completed during a 90-day certification period.
To be considered complete, the project payroll statement must be:
Only after both steps are accomplished is the project payroll statement regarded as complete. If statements are not completed by 30 days after the end of the certification period, the university will transfer federal salary charges corresponding to the incomplete statement to the dean’s or director’s suspense project. Fringe benefit charges associated with the federal salary, and facilities and administrative charges associated with salary and fringe, will also be transferred off the federal project. It is expected that deans and directors will flow these charges down to department chairs. Accordingly, this means that July-December project payroll statements must be completed no later than April 30. Statements for January-June must be completed no later than October 31. To allow time for issue resolution, there will be a 30-day window after the certification period ends. At that point, fiscal consequences will be applied. No additional time can be taken, and costs moved onto a suspense account cannot then be transferred to any sponsored project. The payroll certification timelines are illustrated at the following link.