Certification Period Responsibilities (RAs Only)
When the Certification Period opens, all statements that were Pre-Reviewed will update to the Ready for Certification status. ECC will send an e-mail to Certifiers that have a statement to certify.
As a research administrator (RA), you are responsible for ensuring timely certifications by monitoring your Work List and / or Department Dashboard.
Beyond ensuring Certifiers certify their statements by the deadline, you’ll have two main tasks during the Certification Period:
- If a faculty member, grant manager, or PI certifies a statement but later realizes a payroll adjustment is needed, the statement can be re-opened.
- If you need to place a restriction on a statement to prevent the statement from being certified, you’ll set the statement to the On Hold status.
- The Certify button is removed from the statement until the restriction is removed.
- This feature allows you to correct or confirm data that has been loaded to the statement before the statement is certified, reducing the amount of follow up work that may be necessary for an incorrect statement.
If a faculty member, grant manager, or PI certifies a statement but later realizes a payroll adjustment is needed, the statement can be re-opened.
When you re-open a statement, the statement will update to the Ready for Certification, Re-opened status. While the statement is in this status, you can also place the statement On Hold while waiting for the payroll adjustment to load to ECC (see other accordion section).
To re-open Project statements:
- Contact ECC@tufts.edu to re-open any project statement during the Certification Period.
To re-open Payroll Statements:
RAs can only re-open payroll statements that are Certified during the Certification Period. To re-open a statement:
- Navigate to the user’s payroll statement list. There are two ways to find the user:
- Search for the user in the Search bar at the top of the screen.
- Search for the user in the Look-up section of the Manager tab of ECC.
- Search for the user in the Search bar at the top of the screen.
- In the left panel at the top of the screen, find the statement under the Historical section.
- Click the Re-open button located on the bottom right of the statement pane.
- A pop-up appears informing you that an email will be sent to the Certifier. Click OK.
- The draft email will appear. Type the Subject and Message you wish the Certifier to see, then click Send the Email in the bottom right.
- Note: Clicking close in the top right will cancel the re-opening of the statement.
If you need to place a restriction on a statement to prevent the statement from being certified, you’ll set the statement to the On Hold status. The Certify button is removed from the statement until the restriction is removed. This feature allows you to correct or confirm data that has been loaded to the statement before the statement is certified, reducing the amount of follow up work that may be necessary for an incorrect statement.
Note: The statement should only be placed on hold when it is in a Ready for Certification status.
To place a statement on hold:
- Navigate to the user’s payroll statement list. There are two ways to find the user:
- Search for the user in the Search bar at the top of the screen.
- Search for the user in the Look-up section of the Manager tab of ECC.
- In the left panel at the top of the screen, find the statement under the Needing Certification section.
- Note: The statement will be in the status involving Not Certified, Re-opened, Re-opened by Payroll Adjustment; Not Certified; or Not Certified, Re-Opened.
- Once on the statement, click the On Hold checkbox in the header of the statement.
- When you select the check box, a pop up box containing a confirmation message is displayed. You will be required to enter a Reason For the Hold before the statement can be placed on hold.
- After entering the reason, the select the Confirm button to close the popup window.
- Once the statement has been placed On Hold, a confirmation message is displayed. Click Close in the top right to close the message.
- ECC will send an email to the Certifier when their statement is placed on hold.
- Navigate to the statement.
- Select the check box.
- A pop up box containing a confirmation message is displayed. Click OK to remove the hold.
- ECC will send an email to the Certifier when their statement is taken off hold.