[Msoadm] Payroll Certification (New System) – Deployment Notification

[Asirra Suguitan]

Dear Colleagues, Please share with your teams as appropriate.

Business & Financial Services is pleased to announce the deployment of the
new Payroll Certification system, which replaces the PI Web Reporting
System (PIWRS). This updated system ensures compliance with federal
requirements for verifying salary charges on federally funded projects.

Please review the following key information regarding system roles,
deadlines, and support.
System Access and Roles

Department Coordinators (Coordinators) access the Payroll Certification
system through R’Space Authorized Apps. Coordinators must have the
"Department Coordinator – Payroll Certification" role assigned in EACS to
access the system. Those previously assigned in PIWRS have been migrated to
the new system. Department SAAs should review assignments in EACS to ensure
accuracy and address gaps.

Coordinators serve as the primary point of contact for Principal
Investigators (PIs) and play a critical role in ensuring successful
certifications. Their responsibilities include communicating key deadlines,
sharing training resources, and supporting PIs throughout the certification
process.

Principal Investigators (PIs) are automatically granted access if assigned
as Prime PI on a Contract & Grant. PIs will receive an email notification
with a link to complete their certification once the Coordinator clicks
“Submit to Principal Investigator.”
Payroll Certification Periods & Deadlines

Coordinators have access to the COA Projects linked to their PIs’ UCPath
Home Department to support the certification process. For each period,
review and prepare any necessary documentation (e.g., cost-sharing, salary
adjustments), review all cost notes, and add comments to help facilitate
the PI certification.


Certification Period

Coordinator Due Date

PI Due Date

Jul 2023 – Jun 2024

May 15, 2025

May 31, 2025

Jul 2024 –Jun 2025

TBD

TBD

Note: Due to system logic configurations, initial certification budget
periods shown under the “Certification/Budget Period” may not align with
the current certification periods. This will resolve once the system
transitions to a standard processing cycle.




Additionally, s*ome awards are currently appearing in the
certification p**eriod
of 07/01/2023–06/30/2024 with pa**yroll certifi**cation end dates of
06/30/2023 or earlier. Due to a configuration issue, these expired awards
were incorrectly included in this certification period.*

*These awards ended on or bef**ore 06/30/2023**and were already certified
in the PIWRS. As a result, they will dis**play $0 payroll and** should be
submitted and certified as such. **The issue is being corrected and will
not impact future certification periods.*
Support and Resources

We encourage Coordinators to visit the Payroll Certification
<https://bfs.ucr.edu/payroll-cert#training-support> webpage for
role-specific training resources, including reference guides with
instructional videos for both Coordinators and PIs.

For questions, attend the dedicated Payroll Certification Office Hours
every Thursday through May 1, starting April 17 from 3-3:30pm. Link to join:
https://ucr.zoom.us/j/91275240075

Thank you for your cooperation and commitment to ensuring the accuracy of
annual payroll certifications. For additional support, attend office hours
or email EMF at ucr.edu.

Sincerely,



*Asirra Suguitan*

Associate Vice Chancellor and Campus Controller
Business & Financial Services

*http://bfs.ucr.edu/* <http://bfs.ucr.edu/>

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