Roles, Responsibilities and Timeline
You will receive an email from ecert-support@stanford.edu providing a link to the eCertification Payroll Distribution System notifying you to carry out your responsibilities. When you click the link, as a first time user, you will be directed to the Payroll Distribution Certification Briefing which you must read before you can access the system. User guides detailing your responsibilities and how to carry them out in the system are available in the Help Tab of the system and here.
For a list of contacts to assist you with this process click here.
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Roles |
Responsibilities and Timeline for 2015 |
|---|---|
Research Financial Compliance and Services (RFCS) |
December 2014 - OngoingVerify data for each faculty and employee. Support administrators and certifiers. Responsible for reviewing and granting Overseer and Supervisor access to the eCertification system. Monitor the overall review and certification progress. |
School Overseers and Department Overseers |
January - MarchAttend hands on training by registering through STARS (PDC-1000) or Drop In Lab located at 126 Encina Commons.
January 20 - February 16Complete the mandatory Briefing or Shortened Briefing/Training if applicable. Review, verify task manager assignments, designate primary task managers, and if desired designate department overseers.
February 17 - March 30Monitor task managers' review. Ensure the Task Manager records their review in the system. Carry out responsibilities for task managers if they are absent.
March 31 - June 5Monitor the certification progress for your school or department. Ensure certifiers complete payroll distribution certification by the May 31 deadline.
OngoingObtain a signed certification document when necessary. Assist with recertification when triggered by payroll adjustments. |
Task Managers and Primary Task ManagersResearch and financial administrators are termed task managers in this system. To protect the confidentiality of faculty salaries, we have asked overseers to identify a primary task manager for each faculty for this system only.
Only the primary task manager can view the faculty payroll distribution in this system. Non primary task managers cannot view faculty payroll distribution.
The Primary Task Manager Report available in the Reports Tab of this system lists all primary task manager assignments. If a primary task manager has not been designated please contact your school or department overseer.
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January - March 31Attend hands on training by registering through STARS (PDC-1000) or Drop In Lab located at 126 Encina Commons.
February 17 - March 30Complete the mandatory Briefing or Shortened Briefing/Training if applicable.. Review payroll distributions, and record your review in the system. Contact RFCS or your School Overseer to obtain a reconciliation report (RM3 394D) if necessary.
March 31 - June 5Assist certifiers. Ensure certifiers complete payroll distribution certification by the June 5th deadline.
OngoingObtain a signed certification document when necessary. Assist with recertification as needed. |
CertifiersFaculty, principal investigators, individuals with a PI waiver, and designated supervisors are termed certifiers in this system. |
March 31 - June 5Complete the mandatory Briefing if you are a first time user. Faculty and individuals with a PI waiver review and certify their personal payroll distribution. In addition PIs and designated certifiers review and certify payroll distribution of employees working under their direction. OngoingAll certifiers recertify a payroll distribution when notified. This may be triggered by a payroll adjustment. |
