Instructions for Periodic Notice Statements

As part of the Monitored Workload System of Effort Certification under OMB Circular A-21, Periodic Notice statements for all faculty and staff members must be distributed and reviewed.

The enclosed package of materials includes a "Control Log," that is a listing of the Periodic Notice statements for your Organizational Unit (BFR Code), and statements entitled "Duke University Effort Certification Report", which are the Periodic Notices.

Please do not confuse the Periodic Notice Statements with the Annual Effort Certifications (07/01/XX - 06/30/XX) sent to you in August. All Annual effort certifications must be reviewed and returned to the Office of Sponsored Programs.

Instructions for the enclosed Periodic Notice statements are as follows:

  1. Verify that you have received all the statements for your Organizational Unit (BFR Code). There should be at least one statement for each monthly paid faculty and staff member in your Organizational Unit (including former employees who terminated after July 1, 20XX). Faculty and staff members that received a salary supplement should have a second statement covering the supplement.

  2. Distribute for review each statement to the named person (or to someone with first hand knowledge of 100% of the named person's University effort).

  3. To correct any errors or changes identified during review, submit a Cost Distribution Form to:
      Debra Royster
      Office of Sponsored Programs
      705 Broad Street, Box 90491

  4. Unless there is a problem you wish correct, please do not return any statements or control logs to the Office of Sponsored Programs. All correct logs and statements can be filed or discarded.

Please remember that as a matter of routine, payroll forms should be submitted promptly for changes in effort and correction of errors. Failure to do so could result in the disallowance of the Monitored Workload System and the imposition of a more cumbersome system by the Federal Government. If you have questions or problems, please contact Debra Royster at 668-5861.