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Sponsored Projects Administration

GAINING ACCESS

To establish roles and permissions in eCRT, complete the eCRT Access Request Form and return it to Systems & Reporting at effort@uth.tmc.edu

Principal Investigators automatically receive access to eCRT. PI's can view all effort statements related to their projects.

Effort Coordinators and others who will assist in the certification process must be given roles and permissions to access statements & reports in the system. Each role in eCRT has permissions that allow a user to perform specific functions (e.g., view, edit, certify). To view the different types of permissions and roles that can be set up in eCRT visit the Effort Roles & Responsibilities section of General Information.

DATA IN eCRT

New payroll transactions are loaded to eCRT every 2 weeks. They typically occur on the 4th & 20th of each month. PASS Transactions take 1 month, from final approval (SDR), to apply to the statement.

Effort commitment data is loaded to eCRT 1-2 days before the preview review period. 

Department Effort Coordinators are expected to log into eCRT and review the data for accuracy. If incorrect data is identified, please contact Systems & Reporting at effort@uth.tmc.edu to resolve.

eCRT SYSTEM/STATUS CODES

Icon What It Means
Open for Certification Statement  has been released to the certifier & is awaiting completion; statement is considered open for certification
Not Open for Certification Statement is being built at this time. Statement is not open for certification. Payroll data is added to the statement every 2 weeks.
Manual Certification, Not Processes Statement has been manually certified is awaiting review and processing
Manual Certification Processed Statement has been manually certified and processed; certification process is complete
Manual Certification Processed, Payroll Pending Statement has been manually certified and processed, but a payroll charge/adjustment is pending for the statement. Systems & Reporting will review and reopen statement for re-certification. Once the statement is reopened a task will be added to the work list of the PI & associated effort coordinators.
No Certification Required, Not Processed SPA Systems & Reporting has determined that the statement does not require any certification. 
No Certification Required, Processed SPA Systems & Reporting has determined that the statement does not require any certification. 
No Certification Required, Processed,Payroll Pending SPA Systems & Reporting has determined that the statement does not require any certification, but a payroll charge/adjustment is pending for the statement. Systems & Reporting will review and reopen statement for re-certification. Once the statement is reopened a task will be added to the work list of the PI & associated effort coordinators.
Not Certified, Not Processed Statement is ready for certification
Certified, Not Processed- Certification NOT Complete Indicates the statement has been certified but has not undergone final review and processing by the Primary Department Effort Coordinator.
Certified, Processed Status for a reviewed, completed, finalized statement. All certified statements should be in this status by the end of the certification period.
Auto Approved Alternative indicator of a finalized statement. Used for statements that are finalized automatically by the system, because the employee does not have any effort or payroll on a sponsored account. Auto approved statement can be reopened by Systems & Reporting.
Certified, Processed, Payroll Pending Status occurs if a previously certified & Processed statement receives an additional payroll charge or adjustment. Systems & Reporting will review and reopen statement for re-certification. Once the statement is reopened a task will be added to the work list of the PI & associated effort coordinators.
Not Certified, Not
Processed, Re-
Opened by
Payroll
Adjustment
Reconciliation
Indicates that a payroll adjustment was received after a statement was certified and processed, and that the payroll adjustment changed the card significantly enough to require the responsible individual to certify it
again with the new payroll allocation.
Not Certified, Not Processed, Re Opened Status indicates that the statement was reset after it was certified & processed; To change a statement that has been finalized, its status must be reset to “not certified, not processed, reopened."
Default, Incorrect This status indicates a serious error with the card at the
system level. This status should never be seen by a
user. Report this as an issue to central administrators.