DEA – MESSAGE CATALOG AND RESOLUTION KEY
MESSAGE CATALOG AND RESOLUTION KEY
During the review of the effort reports, the Department Effort Administrator (DEA) may come across
error, cancel, warning and information messages.
 An error message is recognized by the symbol:
o Error messages will not allow the effort certifier to certify the form
 A cancel message is recognized by the symbol:
o Cancel messages will not allow the effort certifier to certify or save the effort form.
 A warning message is recognized by the symbol:
o Warning messages will allow the certifier to certify and save the form; however, issues may
arise for the effort certifier’s Department Effort Administrator (DEA) during final review of
the effort form.
 An information message is recognized by the symbol:
o Information messages are strictly informational and do not restrict the flow of the effort
report form.
To view a message, simply click the appropriate symbol to view an explanation of the message along
with what action(s) should be taken to resolve the issue.
 Header Level messages are located next to the approval button in the upper-right hand corner of
the effort report
 Line (Project) Level messages are located to the right of the project in error.
The DEA is required to resolve all Line Level errors before the effort report can be finalized (DEA
Approver role) or sent on for certification (DEA Reviewer role).
Message: #2;
Level: Line (Project)
Message Text: Not enough Cost Sharing Funding Available in the Non-Sponsored section.
Message Condition: This message is created when direct pay and/or cost share is less than the certified
effort AND there is not enough of the state or local salary to cover the higher commitment. To resolve:
Message Resolution(s):
1) Locate the account for which combined cost share and direct pay is greater than certified effort.
2) Discuss with the Effort Certifier to determine if the issue is with direct pay, cost share committed in
the proposal, or both.
a. If direct pay is the issue, review the account’s payroll detail for the project in error to
determine where pay needs to be removed from the sponsored project. Complete a payroll
distribution (also known as a cost transfer) to transfer the pay onto either the sponsored
account with the shortfall of funding, or a state or local account that will cover the cost share.
b. If cost share is the issue, please contact ORSPA’s Effort Reporting Team at [email protected].
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DEA – MESSAGE CATALOG AND RESOLUTION KEY
Message: #5;
Level: Line (Project)
Message Text: Payroll percent cannot be negative.
Message Condition: This message is created when there is negative payroll transactions present in the
payroll detail. This will most likely occur when too much payroll has been redistributed off of the
account.
Message Resolution(s):
1) Review the negative payroll associated with the line in error
2) Create a payroll redistribution to add payroll ≥ the negative amount to the line in error
Message: #6; (Reviewer) & (Approver)
Level: Line (Project)
Message Text: Effort is not sufficient to meet Pay and/or Cost Sharing Commitments.
Message Condition: This message is created the certified effort is less than the direct pay or the cost
sharing commitment on the project in error.
Message Resolution(s):
1) Create a payroll redistribution to remove payroll from the project in error
a. A payroll redistribution(s) will have to be created to transfer salaries off of the project in error.
Determine which source the salaries are to be transferred to:
i. If the effort on other project(s) was adjusted upward (i.e., certified effort > pay/cost
sharing), the salaries from the project in error should be transferred to the other
project(s).
ii. If the effort on all other project(s) is correct, the excess salaries on the project in error
should be transferred to the state and/or local funding source.
2) Contact ORSPA’s Effort Reporting Team at [email protected] to adjust the committed cost share for
the project in error. Please provide the following information:
a. Project title and award number
b. Effort Certifier whose commitment is being adjusted
c. The total cost share amount that the Effort Certifier should have on the sponsored project (0%
if the cost share is to be completely removed)
d. The term during which the cost sharing occurs
e. A copy of the green sheet, or Form 305. This can be found on ORSPA’s website. If Form 305 is
not processed, ORSPA will remove the cost share completely and require recertification of the
effort form.
3) Reject the effort report and have the Effort Certifier adjust the certified percentages. This option
should only be used when the Effort Certifier incorrectly certified their effort.
Message: #8; (Reviewer) & (Approver)
Level: Line (Project)
Message Text: Individual Pay Period(s) exceeds salary cap.
Message Condition: This message is created when the Effort Certifier’s salary is greater than the salary
cap amount for at least one (1) of the pay periods in the effort reporting period.
Message Resolution(s):
Verify that the proper salary amount is covered by the state or local funding sources. Be aware that the
annualized salary is based on the primary job’s hourly pay or contract pay and grosses up to a full FTE. It
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DEA – MESSAGE CATALOG AND RESOLUTION KEY
is possible that the FTE for a person is recorded incorrectly in PeopleSoft. Please verify the FTE prior to
creating any payroll redistributions.
Note: the Approver role error message may be overridden in the case that the payroll for the pay period
is allowable. To override the error:
a. Click on the
icon next to the project line. A window with the error detail along with a
checkbox that will allow you to override the error. Check the checkbox and click
.
Message: #9; (Reviewer) & (Approver)
Level: Line (Project)
Message Text: Voluntary Cost Sharing exists. Direct pay or Committed Cost Sharing may need to be
adjusted.
Message Condition: This message is created when the certified effort is greater than the direct pay or
the cost sharing commitment on the project in error.
Message Resolution(s):
2) Create a payroll redistribution to add payroll to the project in error
a. A payroll redistribution(s) will have to be created to transfer salaries on to the project in error.
Determine which source the pay is to be transferred from:
i. If the effort on other project(s) was adjusted downward (i.e., certified effort <
pay/cost sharing), the salaries from these project(s) should be transferred to the
project in error.
ii. If effort on all other project(s) is correct, the deficient salaries for the project in error
should be transferred from the state and/or local funding source.
3) Contact ORSPA’s Effort Reporting Team at [email protected] to adjust the committed cost share for
the project in error. Please provide the following information:
a. Project title and award number
b. Effort Certifier whose commitment is being adjusted
c. The total cost share amount that the Effort Certifier should have on the sponsored project
d. The term during which the cost sharing occurs
e. A copy of the green sheet, or Form 305. This can be found on ORSPA’s website. If Form 305 is
not processed, ORSPA will remove the cost share completely and require recertification of the
effort form.
4) If the department is recognizing voluntary cost sharing:
a. State and local funding sources are subsidizing the additional sponsored activity
b. Click on the
icon next to the project line. A window with the error detail along with a
checkbox that will allow you to override the error. Check the checkbox and click
.
c. ORSPA’s Effort Reporting Team may require additional information to ensure the proper choice
was made.
Message: #10;
Level: Line (Project)
Message Text: Pay or Committed Cost Sharing occurs on this project after in an effort period prior to its
start date.
Message Condition: This message is created when (1) a project was started early and the project start
dates need to be adjusted, or (2) that pay was charged to the project before it was allowable.
Message Resolution(s):
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DEA – MESSAGE CATALOG AND RESOLUTION KEY
1) Contact the project’s Sponsored Project Officer of the department’s Departmental Grant
Coordinator. To make an adjustment to the start date, a 301b or UPAS Form will need to be
completed. Once the form is completed, the start date in COEUS will be adjusted and automatically
changed in the effort reporting system, resolving the error.
2) Create a payroll redistribution(s) to remove salaries from the project in error that occurred prior to
the project start date. Review the account details for salaries that were paid prior to the project
start date. Once the payroll redistribution(s) is, the payroll in the effort reporting system will
automatically adjust, resolving the error.
Message: #16;
Level: Header
Message Text: Errors exist at Project and/or Non-Sponsored Level
Message Condition: This message is created when errors are present at the Line (Project) Level.
Message Resolution(s):
1) All errors must be resolved at the Line (Project) Level.
Message: #22;
Level: Line (Project)
Message Text: This report is linked to the current user. You may not be able to Approve it in all cases.
Message Condition: This message is created when the Effort Certifier is also a Departmental Effort
Administrator.
Message Solution(s):
1) If the department has multiple Department Effort Administrators, a non-certifying DEA will be
required to act as the DEA Reviewer and DEA Approver for the certifying DEA.
2) If the department only has one (1) Department Effort Administrator, please contact ORSPA’s Effort
Reporting Team at [email protected].
Message: #29;
Level: Header
Message Text: Warnings exist at Line level.
Message Condition: This message is created when warning messages are present at the Line (Project)
Level.
Message Resolution(s):
1) Thoroughly review all warning messages at the Line Level
2) The DEA is not required to resolve the warning message(s); however, the message may create an
error for ORSPA final approval, delaying the completion of the effort report.
Message: #30;
Level: Header
Message Text: Information Messages exist at Line level.
Message Condition: This message is created when information messages are present at the Line
(Project) Level.
Message Resolution(s):
1) Thoroughly review all information messages at the Line Level.
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DEA – MESSAGE CATALOG AND RESOLUTION KEY
2) The DEA is not required to resolve the information message(s); however, the message may create an
error for ORSPA final approval, delaying the completion of the effort report.
Message: #34;
Level: Header
Message Text: Employee has another report for this Period in a different Report ID
Message Condition: This message is created when a 2nd report is generated for an employee under a
different Report ID (type). This occurs when an employee switches between EXEMPT, NONEXEMPT,
GRAD_APPT, and HRLY_STDT report types.
Message Resolution(s):
You will be required to review both reports generated for the employee and both reports must be
certified.
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