Effort Reporting System (ERS)

Upcoming Sunset of the Effort Reporting System (ERS)

In an effort to modernize the University of California’s effort reporting systems, UC Merced has partnered with the UC Office of the President to begin planning for the retirement of the Effort Reporting System (ERS) and for the parallel launch of the new Employee Compensation Compliance (ECC) system. This initiative will result in a more streamlined effort reporting experience for our Principal Investigators and Central Office staff. The Spring 2026 efforting reporting period will be the last reporting period managed in ERS and ERS will be sunset on 5/28/2027.

What Principal Investigators need to know:

  • The Spring 2026 effort reporting period will be the last reporting period managed in ERS.
  • The Summer 2026 effort reporting period will be the first reporting period in ECC and will begin accepting effort certifications on September 10, 2026.
  • ECC system training and other reference material will be made available in late Summer 2026.

Accessing Effort Reporting System (ERS)

Click here to access ERS

Effort Reporting System (ERS) Overview

The University fulfills the effort reporting requirement through the use of the Effort Reporting System (ERS). ERS is a web-based tool that calculates the distribution of effort for all employees paid from federal and federal flow-through funds, captures certification electronically, and provides a mechanism for processing corrections and re-certifying reports.

An effort reporting system must provide records on how individuals participating in federally funded sponsored agreements actually spend their time. Because the federal government mandates effort reporting, it is incumbent upon institutions that receive federal funding to maintain accurate and auditable systems and records.

ERS is a web-based tool that, based on actual pay, calculates the distribution of effort for all employees paid from federal and federal flow-through funds; captures certification electronically; and provides a mechanism for processing corrections and re-certifying reports. Effort reports are required for all personnel paid directly from sponsored projects funded by federal sources, including private and state federal flow-through funds.

Features of ERS include:

  • Certifications are easy to track
  • Maintains historical information
  • System becomes "office of record"
  • Reduces risk of noncompliance
  • Accessible online 24/7 through Web-based interface
  • Reports and certifications are distributed and captured electronically
  • Online editing and edit checks
  • System interacts with PPS so you can drilldown to detailed payroll calculations
  • Tracking of payroll changes against effort reported

Certification Periods and Due Dates

Effort Reports are released three times per year. Payroll expenses appear on effort reports based on the UCPath payroll earning's Earn End Date.

Reporting Period Name Reporting Period Certification Due-Date
Spring February - May August 29th
Summer June - August November 29th
Fall September - January May 1st

Verifying Effort Report Certification Status

Principal Investigators, Research Administrators, or other Campus administrative staff can view the latest Effort Certification Status Report to determine the completeness of effort certification. The report is refreshed each Monday morning.

User Guide Resources

Accessing Effort Reports For Administrators

Accessing Effort Reports For Self Certifiers

Certifying Effort

Creating Searches

Effort Reporting FAQs

Effort Reporting Periods

Effort Reporting System - Status Types

Enabling Multiple Certifications

Multiple Certifications For PI's

Nine Month/Eleven Month Combination Appointments

Quickstart Guide

Report Lists

The Effort Report

Communication History

6/8/2026 - Upcoming Effort Reporting System (ERS) Retirement

8/27/2026 - Reminder: Upcoming Effort Reporting System (ERS) Retirement and ECC System Launch

8/31/2026 - Action Required: Prepare for new ECC system launch on Sep. 10, 2026

Frequently Asked Questions

This section provides answers to frequently asked questions.

Why is the ERS system being sunset?

ERS does not meet minimum systemwide OIT security standards and is being decommissioned in 2027 by the UC Office of the President. The Employee Compensation Compliance (ECC) system has been selected by UCM and other UC campuses to replace ERS. The ECC system will introduce a more intuitive user experience for Principal Investigators and Research Administration staff.

How does ERS determine effort percentages?

ERS receives data from UCPath after each Monthly and Bi-Weekly Pay cycle completes GL Post Confirm processes. The information is transformed by ERS as a calculation of effort bearing earnings charged against a specific COA combination for the reporting period.

What are Principal Investigators attesting to when certifying effort reports in ERS?

Certifiers confirm that the payroll expenses charged to the listed federal sponsored projects accurately reflect the work performed and are confirming with reasonable assurance that the charges are accurate, allowable, and properly allocated.

How should certifiers complete the certification process?

Below are suggested steps that certifiers should take to ensure proper due diligence is exercised in the Effort Reporting certification process:

 

  1. Access the Effort Reporting System and identify effort reports that are pending certification.

 

  1. Open an Effort Report by clicking on the report name.

 

  1. Click the “VIEW PAYROLL DETAILS” button on the bottom left-hand corner of the effort report.

 

  1. Validate that total “Pay Amount” charged to the sponsored project number identified in the “FAU” column reflects the records of the work performed for the employee, sponsored project, and time period covered by the effort report.

 

  1. Close the “View Payroll Details” web browser window and click, “CERTIFY EFFORT REPORT”.
How does the certifier confirm the Effort Report reflects accurate payroll records?

The matching UCPath Payroll records can be found by clicking the “VIEW PAYROLL DETAILS” button on the bottom left-hand corner of the Effort Report. Information on this screen is derived from the same source data as all other UCPath payroll reports (such as the R-268 Distribution of Payroll Expenses Report).

How are corrections made to Effort Reports?

Corrections to erroneous payroll distributions reflected on Effort Reports for earnings end dates of 10/4/2021 or later should be initiated via UCPath Salary Cost Transfer (SCT) requests. Certifiers should engage with their Post Award Research Administrator to initiate SCT requests via a UCM Payroll Services SCT submission. SCT adjustments will automatically post to Effort Reports in alignment with the UCPath Monthly/Bi-Weekly pay cycle run schedule.

Corrections to erroneous payroll distributions reflected on Effort Reports for earnings end dates of 10/3/2021 or prior are unable to be corrected via UCPath Salary Cost Transfer requests, and therefore, cannot adjust Effort Reports. Certifiers should engage with their Post Award Research Administrator to initiate a Financial Journal Entry Request to adjust these earnings. PPFM staff will automatically coordinate with the Principal Investigator to complete a certification of payroll expenses via an excel spreadsheet.

Which Effort Report statuses require certifier action?

See the table below for information on report statuses and action required on behalf of the certifier:

Report Status Requires Certification
Open Yes
Open-Reissued Yes
Open-Reopened Yes
Partially Certified Yes
Exception No
Certified/Adjustment Required No

 

Why Does an Effort Report list GSR Payroll Earnings at 100% Effort?

ERS represents effort percentages as a calculation of payroll distributions against a unique COA combination.

Example:

A Graduate Student Researcher (GSR) appointment’s standard full monthly pay rate is $5,000.00, but the University agreed to prorate the total monthly pay by 50% for a total monthly pay of $2,500.00 to the GSR employee.  Sponsored Project (A) was approved to cover the GSR employee’s entire $2,500.00 monthly pay.

Since Sponsored Project (A) agreed to cover the entire $2,500.00 monthly salary, the calculated effort percentage listed on the Effort Report is 100% of the $2,500.00 pay amount.