ERS is updated on a daily basis. An E-Form, fully executed on the previous day will be loaded into the ERS after 10:00 AM for possible automated inclusion in the effort forms. If the E-Form partially relates to an effort period that has already been initiated it will be reviewed for possible inclusion in the effort forms. This determination will be based on two criteria: 1) the current state of the effort form, 2) the effect the cost transfer has on sponsored accounts. The following chart describes the actions that will be taken based on these criteria.
| State of Form | A >1% increase to at least 1 sponsored account | All other cost transfers |
|---|---|---|
| Not Required | Cost transfer will be included in the payroll percentage calculation and the effort form will now be required. | Cost transfer will be included in the payroll percentage calculation. |
| Not Started or Pre-Review only saved | Cost transfer will be included in the payroll percentage calculation. | Cost transfer will be included in the payroll percentage calculation. |
| Pre-Reviewed and Pending Certification | Pre-Review will be moved to a saved status. Cost transfer will be included in the payroll percentage calculation. Email notification will be sent to the pre-reviewer. | Pre-Review will be moved to a saved status. Cost transfer will be included in the payroll percentage calculation. Email notification will be sent to the pre-reviewer. |
| Pending Post Review | Cost transfer will be included in the payroll percentage calculation. This may either increase or decrease the difference that needs to be defined. If the cost transfer fully aligns payroll percentages and effort percentages, post review will be completed automatically. | Cost transfer will be included in the payroll percentage calculation. This may either increase or decrease the difference that needs to be defined. If the cost transfer fully aligns payroll percentages and effort percentages, post review will be completed automatically. |
| Completed, but not Archived | Cost transfer will be included in the payroll percentage calculation. This will cause a difference between the payroll percentage and the certified effort percentage. The form will need to be post reviewed. | Cost transfer will be included in the payroll percentage calculation. This will cause a difference between the payroll percentage and the certified effort percentage. The form will need to be post reviewed. |
| Archived | The cost transfer will be automatically reversed by the ERS system. As the majority of these should have been caught by central’s review of cost transfers, this population should be minimal. The department will be notified when this will happen. | No Action. |