Per VPF Policy, it is expected that certification is completed by 60 days (two months) after the end of the quarter (https://vpf.mit.edu/salary-distribution-compliance) The Physics department requires all PIs certify by 45 days after the end of the quarter. Reminders are sent out by the department when eDacca are ready for certification well in advance.
Physics DAF, Matt Cubstead at cubsteasd@mit.edu, will be reach out with warnings (which may include removing supervisory roles on your accounts) if PIs are late past the 45 day department deadline.
The consequences are as follows:
- On day 91, the Office of the Vice President for Research (VPR) will notify the Assistant Dean, Director, Administration and Finance (DAF), and Department Head/Lab Director that the PI must certify the eDACCA within 10 days. In addition, the Department Head/Lab Director must write a letter to the VPR within the next 15 days indicating:
- The charges on the account have been verified as correct (effort and salary charge align with the effort on the project) and the appropriate action has been taken to certify the eDACCAs for the cost object.
- An explanation for the reasons why these charges were not certified by the deadline (Date).
- A confirmation/assurance that PI is providing oversight to this research program and this won't recur.
If these efforts are unsuccessful:
- uncertified salary costs on sponsored cost objects (research or WBS), will become unallowable and will be permanently removed from the project on day 106.
- These costs once removed will not be allowed back on the project. The DLC will need to provide a discretionary cost object to transfer these costs. If no cost object is provided, the costs will be transferred to the DLC Payroll Suspense cost object.
- Non-sponsored cost objects (cost centers or internal orders) will be suspended on the 106th day and will remain suspended until the salaries have been certified.
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