Employee Compensation Compliance

Ann & Robert H. Lurie Children’s Hospital of Chicago and Stanley Manne Children's Research Institute recognize the importance of providing good stewardship in managing extramural funds. The medical center’s stewardship responsibilities include complying with federal requirements to certify faculty and staff compensation on federally sponsored projects.

To meet the requirements of eCFR Appendix IX to Part 75, Title 45—Principles for Determining Costs Applicable to Research and Development Under Grants and Contracts with Hospitals, payroll must be certified for all individuals who expend committed effort on federally sponsored projects or are paid from a federally sponsored project. Payroll certification provides documentation that award salary charges are appropriate for the work performed. 

Lurie Children’s payroll data is centralized in Workday allowing for real-time views and reports of salary expenses to sponsored awards. Lurie Children’s has implemented Huron Consulting Group’s Employee Compensation Compliance (ECC) system to meet the federal certification requirements. This ECC system is designed to capture Workday payroll data and provide on-line statements for routing and certification. Below is a description of the ECC process and related resources.

ECC Project-Based Payroll Certification 

ECC will send an email link to responsible individuals to access and review project statements and certify effort. A project statement is generated for each Workday award that has salary charged for the period being certified. 

ECC Portal

For project-based payroll certification, the Principal Investigator is responsible for certifying project payroll.

Good Practices to be Prepared for Quarter Certification

• Grant Managers are asked to keep all payroll costing allocations current and process payroll accounting adjustments in a timely manner.
• PIs should inform Grant Managers of staffing updates or needed changes to charges on their grants in a timely manner.
• PIs and Grant Managers should refer to the reports in “LCH FIN Payroll Expenses by Grant (Org)” to view payroll expenses by worker and pay period for the grant(s).
• PIs and Grant Managers should refer to the reports in “LCH FIN Costing Allocations Past Award Line End Date” to view payroll costing allocations that need to be updated so that payroll continues to charge to the correct grant(s).

Future Certification Period Timeline

Office Hours

During the training period and Quarter 1 and 2 pre-review and certification periods, drop-in office hours will be available with Julia Zhu and Virginia Lu every Tuesday, Wednesday, and Thursday from 3:00 to 4:00 p.m. Direct calendar links for office hours are located on the Research Resource Hub. Click here for all portfolio manager office hours.

Resources 

With the move to project-based payroll certification in ECC, this webpage will be updated frequently over the next few months.  

ECC System Resources

• Grant Manager (Pre-reviewer) Guide, training slides and tutorial 
• Principal Investigator (Certifier) Guide, training slides and tutorial

Workday Payroll Costing Allocation/Payroll Accounting Adjustment Processes Resources 

• Payroll distribution report 
• Creating a Payroll Costing Allocation
• Creating a Payroll Accounting Adjustment request 
• Grant end user reports recording 

Have new payroll accounting adjustment and payroll questions? Come to our office hours.

Need payroll accounting adjustment submission support? Attend payroll costing allocation/payroll accounting adjustment office hours. Calendar events for office hours can be found on Research Resource Hub. 

SRFO Payroll Accounting Adjustment Resources 

• New payroll accounting adjustment request process guide and SRFO PAA Request workbook  

Contact

Email questions to ECC Payroll Certification.