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Principal Investigators! Login to the Payroll Confirmation system

Welcome to the UTSA Sponsored Project Payroll Confirmation Report website. Payroll Confirmation is a process mandated by the federal government in accordance with Uniform Guidance to verify that direct labor charges to, or cost shared on, sponsored projects are accurate, timely, and are reasonable for the work performed.
Note: Payroll Confirmation application is available 24/7 from any computer with an Internet connection.

Payroll Confirmation is done twice a year to cover the periods from (1) September through February and (2) March through August. We are currently confirming Payroll from March 2020 through August 2020.

» Payroll Confirmation period is now open for Principal Investigator(PI) to review, complete, confirm and submit a payroll confirmation statement.

Direction for PIs

This link will direct you to Payroll Confirmation Application
You’ll arrive at a login screen, please enter credentials using your UTSA ID (abc123) and your email password.
Second screen will display name, position, department, certification period and report status.
‘Sponsored Project payroll report’ will appear at the center of the second page.
On your Payroll Report, you need to verify payroll details of employees paid from your projects and their allocation percentage(Salary from Project/Total Salary in that certification period).
For each project you can approve or deny(if you don’t agree with payroll information on the project) and click submit to register your response.
If approve all then congratulations you are done, if you deny any payroll information on the report then your Research Service Center will in touch with you to address the concern.

What is it?

The Sponsored Project Payroll Confirmation Report system uses payroll (HCM002) data. All salaries charged on sponsored projects including hourly salaries are captured. The data is compiled in to payroll reports for PIs. They can accept or deny the salaried shown in the report. The action taken by PI on Payroll Report is important as it certifies whether salaries charges on sponsored projects are accurate and reasonable for the work performed on a project.

How can I log in?

Use UTSA id and password to login at this link . Login will take you to your Payroll Report.

What is included in a payroll report?

Payroll report includes details on salaries charged on sponsored projects, awards on which the projects are setup, sponsor of the award, employees paid from the projects, salaried charged, cost share (if any), and allocation percentage. Salary charged is how project was charged per payroll period. Allocation percentage is percent salary earned from a project over total salary earned from UTSA in that certification period.

What actions can I take as a PI?

As the Principal Investigator (PI), review the payroll details of the employees and either APPROVE OR DENY an employee’s salary charge or allocation percentage.

If every employee is approved, submit the approval and you’re done.
If any employee’s payroll information is denied, leave a comment including the name of the employee(s), reason for denying, and any other information related to the issue. Submit the denial and follow these additional steps:
- Your Post Award Administrator will contact you. Work with Post Award to correct the salary charge, allocation percentage, and/or payment(s).
- Post Award will then share evidence of correction with Research Computing and Business Intelligence team, which are documented and stored. All requested changes with the approval of Assistant Vice President of Research Finance and Operations are then implemented in Payroll Confirmation system by Process Coordinator of Payroll Report. A corrected Payroll Report is then available for further action by the PI who will then review and either approve if he agrees with the report or deny for further correction.

How many certification periods are there in a year?

There are two certification periods for Payroll Report, first half of the fiscal year (period 1-6 or September to February) and second half (period 7-12 or March to August).

When is Payroll Report open for review and how often?

Payroll report is a bi-annual report, usually open for 4 weeks for PI review from the time of official announcement.

Certification Period	Review Period Begin
September through February	April 15
March through August	October 15

Who can certify my payroll report?

The Principal Investigator (PI) is required to certify himself/herself and staff. In an event of the PI not being able to provide certification:

- The PI may delegate to his research staff with direct knowledge of project, to certify on PI behalf. His research staff will be given a temporary access of 24-48 hours to his payroll report. Before submission, the staff is required to leave a comment justifying the reason why they are certifying for the PI.
- Department chair of the PI can be requested to certify for the PI, if PI is unavailable.
- The Post Award Director can certify on behalf of the PI upon the approval of the Department Chair – if the PI is no longer associated with the institution or is traveling abroad (with limited access to internet) or is unavailable.

Payroll Report Process Flow Chart

If you have questions about the Payroll Confirmation process, or suggestions for additional information you would like to see on this website, please contact your Post Award Administrator at PostAward@utsa.edu.

Sponsored Projects Payroll Confirmation Reporting