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This document details the process for completing the Suitable Means Checklist when the Principal Investigator or employee cannot sign the Quarterly Effort Report (QER). Federal regulations mandate that the certifier must have suitable means to verify the reported effort. The checklist serves to document how the certification requirement is met, providing essential support for audits. Certifiers must indicate the verification methods used, such as confirmation emails, activity records, appointment calendars, and other relevant documentation.
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Suitable Means Checklist Directions: If the Principal Investigator or the employee himself/herself does not sign the QER then the person who signs must complete and attach this Suitable Means Checklist. Rationale: Federal regulations require that a person certifying a Quarterly Effort Report has suitable means for verifying the effort expended. Completing the Suitable Means Checklist indicates how the certifier meets this requirement and provides supporting documentation for audit purposes. The QER for ____________________during _______________ (enter employee name from QER) (enter period from QER) was certified using the Suitable Means indicated below (please indicate all that apply)*: Confirmation of effort (i.e. e-mail) from PI/Employee who is traveling and unable to sign QER (copy attached) Department Activity Records or Workload Reports Detailed Appointment Calendars Hospital or Clinic Schedules Lab Schedules Minutes From Weekly or Monthly Meetings Productivity Reports Program or Progress Reports Teaching Schedules Travel Expense Reports Other – please describe • * Please note that “per budget or for budgeting purposes” are not acceptable explanations for suitable means. Also in the event of an audit, you may be asked to produce the items that you have checked above. Signature: ____________________________ Date: _____________
