Your Department, Lab or Center (DLC) is responsible for reviewing and certifying salary distribution on a quarterly basis. Follow these steps to ensure compliance with federal and Institute requirements.

Confirm roles and authorizations

In order to monitor salary distribution compliance, you must have direct knowledge of the work being performed by the individuals on the recorded payroll. If you are the eDACCA Certifier for your DLC, you needn’t retain any supporting documentation. If you are the eDACCA Administrator, you must retain supporting documentation for auditing within your DLC for the current fiscal year plus four additional fiscal years.

Review monthly eDACCA list

Your DLC’s monthly eDACCA lists all your payroll activity for the previous month, including any suspense cost objects. Your review should include identifying any salaries posted to suspense and timely transferring of those salaries to appropriate cost objects. The eDACCA is available in SAP, and you can enter changes to your payroll using the electronic Salary Distribution System (eSDS).

See the Monthly Payroll Closing Schedule for due dates.

Certify closed sponsored projects

You should include sponsored projects in your monthly monitoring of salary distribution compliance. Your DLC has only 30 days after the month in which the project closes to make retroactive changes to sponsored project salaries without written justification.

If you need to make any retroactive changes to sponsored project salaries after the quarterly certification deadline, you must submit a written explanation of why you are making the change and why the change is late. Visit the Request a Salary Distribution Change page of this website for details.

Certify quarterly eDACCA list

Your DLC has 90 days after the close of each fiscal quarter (September, December, March, and June) to submit any retroactive changes to salary in eSDS and certify the payroll for the quarter just completed. You needn’t submit written justification for these changes.

If you need to make any retroactive changes to non-sponsored-project salaries after the quarterly certification deadline, you must submit a written explanation of why you are making the change and why the change is late. Visit the Request a Salary Distribution Change page of this website for details.

The Details

Confirm roles and authorizations

In order to monitor salary distribution compliance, you must have direct knowledge of the work being performed by the individuals on the recorded payroll. If you are the eDACCA Certifier for your DLC, you needn’t retain any supporting documentation. If you are the eDACCA Administrator, you must retain supporting documentation for auditing within your DLC for the current fiscal year plus four additional fiscal years.

Review monthly eDACCA list

Your DLC’s monthly eDACCA lists all your payroll activity for the previous month, including any suspense cost objects. Your review should include identifying any salaries posted to suspense and timely transferring of those salaries to appropriate cost objects. The eDACCA is available in SAP, and you can enter changes to your payroll using the electronic Salary Distribution System (eSDS).

See the Monthly Payroll Closing Schedule for due dates.

Certify closed sponsored projects

You should include sponsored projects in your monthly monitoring of salary distribution compliance. Your DLC has only 30 days after the month in which the project closes to make retroactive changes to sponsored project salaries without written justification.

If you need to make any retroactive changes to sponsored project salaries after the quarterly certification deadline, you must submit a written explanation of why you are making the change and why the change is late. Visit the Request a Salary Distribution Change page of this website for details.

Certify quarterly eDACCA list

Your DLC has 90 days after the close of each fiscal quarter (September, December, March, and June) to submit any retroactive changes to salary in eSDS and certify the payroll for the quarter just completed. You needn’t submit written justification for these changes.

If you need to make any retroactive changes to non-sponsored-project salaries after the quarterly certification deadline, you must submit a written explanation of why you are making the change and why the change is late. Visit the Request a Salary Distribution Change page of this website for details.

Did You Know?

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