Effort Distribution Reports
What Is An Effort Distribution Report?
- It is a government
requirement (Office of Management and Budget, OMB Circular A-21)
- It is a verification of how
much effort was expended by a given person toward a particular account
- The forms prove compliance
and document we pay an individual for his/her effort, not simply on a
- Percentages are used because
some people are hired as part time (less than 40 hours per week).
(100%=the employee's total hours worked, e.g. if the employee worked 40
hours in a week then 100%=40 hours. If 16 hours were spent on one account
and 24 hours on another you have a 40%/60% distribution of effort split.
What Do I Do If...?
The employee is gone on vacation or some other short trip?
Have the PI or other appropriate person sign their part of the form. Wait
for the employee to return, have the employee sign the form immediately and
return it to Sponsored Projects Services.
The employee is gone for an extended period of time (e.g. departed for
summer break and will return in the fall)?
Write a note to SPS explaining the absence of the employee and when s/he
will return. Place the Effort Distribution Report (EDR) in a suspense file.
When the employee returns obtain appropriate signatures and return the EDR to
The employee works at a different location that is not on the NAU campus
Obtain a signature from the employee via mail.
The employee no longer works for this project, this department, this
If the pay period in question covers time the employee was still employed
then have the PI or other appropriate person sign his/her part of the form.
Write a note explaining the absence of the employee and return the EDR. If the
pay period in question does not cover time the employee was employed then
return the EDR with a note of explanation.
It seems like I'm getting the same forms over and over?
Verify the dates that the forms in question cover. Are they the same dates?
If they are not then have all questionable forms signed and returned to SPS. If
they cover the same dates please call us to straighten things out.
The effort distribution percentage is wrong?
Make the appropriate changes on the EDR and sign as usual. If this will be a
consistent effort percentage change please inform us of that change and send a
corrected PAR form through the system.