Personnel Activity Reporting

OMB Circular A-21, “Cost Principles for Educational Institutions,” requires that persons receiving federal grants or contracts verify the effort devoted to sponsored projects. This applies to both direct and pass-through federal grants and contracts. The statement of effort must be defensible if audited.

The UMW Personnel Activity Report form is used to meet the requirements of OMB Circular A-21 and is designed to produce an after-the-fact certification of wages and salaries charged to federally funded projects. All UMW employees directly paid from federal contracts and grants or directly paid from federal pass-through contracts and grants must complete this form.

The form is to be completed quarterly, and is due two weeks after the end of the quarter in which effort is reported (e.g. April 15 for the quarter ending March 31). Submit the form to the Academic Affairs Office, George Washington Hall, 309.

In cases where the grant activity corresponds with the dates of an individual’s academic year or annual contract, salary and effort must total 100% (counting the UMW contract plus any grant or contract awarded). In cases of faculty on nine-month academic year contracts, the salary and effort total including the adacdemic year contract, a UMW summer teaching contract, and all grants (including internally-awarded UMW grants) must not exceed 133% of the individual’s academic year contract.

Because proper completion personnel activity reports is a federal requirement, an incomplete or improperly completed personnel activity report could cost UMW money in the form of audit disallowances and might also jeopardize future federal research funding.