LETTER OF JUSTIFICATIONFOR CHANGE IN EFFORT

TO:Kay Hendricks

Office of Sponsored Research

CB# 1350, 962-4664; email:

FROM: / DATE: Select Date
DEPT. NAME: Chemistry
DEPT. NUMBER:318300

EMPLOYEE NAME:

/

PID:

eForm ID(s):
Project ID: / Term Date: / Select Date / Effective Date of Action: / Select Date
Reason for this adjustment:
Click here to select a reason for this adjustment
Role for this reason (not required for reason codes 3,11,or 12, otherwise required):
Click here to select a role for this reason
Additional Justification:(150 character maximum)

Project ID: / Term Date: / Select Date / Effective Date of Action: / Select Date
Reason for this adjustment:
Click here to select a reason for this adjustment
Role for this reason (not required for reason codes 3,11,or 12, otherwise required):
Click here to select a role for this reason
Additional Justification:(150 character maximum)

Project ID: / Term Date: / Select Date / Effective Date of Action: / Select Date
Reason for this adjustment:
Click here to select a reason for this adjustment
Role for this reason (not required for reason codes 3,11,or 12, otherwise required):
Click here to select a role for this reason
Additional Justification:(150 character maximum)

Guidelines for Preparing Letters of Justification for Change in Effort

In preparing letter of justification, include the following information:

  1. Name of Employee and PID.
  2. eForm ID(s).
  3. Project ID(s) that are affected by the change.
  4. The effective date of the personnel action change.
  5. Reason for the salary adjustment – from the dropdown list, select the most appropriate reason for the salary adjustment.
  6. Role for the reason – (not required for reason codes 3,11,or 12, otherwise required). From the dropdown list, identify the role of the person on the sponsored project. This is required to provide a contextthat describes how the individual is tied technically to the project – what is he/she doing to further the technical/scientific aims of the project? Since mostaccountnumbers used to charge salary and wage are not descriptive enough to provide a ‘role’ for the individual and their contributions to a sponsored project it is necessary to identify how he/she contributes to the sponsored project.For example, ‘511120 EPA Non Tech on Campus’ can include the PI, Co-PI, Research Associates/Research Assistants, Statisticians, etc. Similarly, the various ‘Staff’account numberscan include Lab Managers, Lab Specialists, Lab Techs, Animal Techs, Clinical Research Coordinators, Web Developers, etc.
  7. Additional Justification – for reason code 16 is selected, please provide additional information (see * below). This field can also be used to provide additional clarification for the reason for the salary adjustment and/or the role of the person on the sponsored project.
  8. Once the LOJ is completed, upload it as an attachment with the eForm.

* The Justification should explain the following:

  • The appropriateness of the charge to the Sponsored Research account.
  • How the work being performed benefited the project being charged.
  • A brief description of the duties performed on the project.
  • Explain how the error occurred, and how it was discovered.
  • Identify steps to prevent future error.

Explanations such as “To correct administrative error”, “To transfer to correct project”, “To correct overdraft”, “To agree with budget” or “Award administering department is different from employees home department” are not sufficient justifications.

Updated 5/20/2015Office of Sponsored Research