Time and Effort Reports (Time Sheets)
All personnel funded with PCCD
grant dollars must maintain Time and Effort Reports regardless of the grant funding
stream. A number of timesheet systems can satisfy this requirement; email
PCCD's Grants Management group with questions.
For employees working on multiple activities or cost objectives:
Report
actual effort after the work is done, not the budget estimated amount.
Account for
the total (Grant and Non-grant) activity for which employees are compensated and required to fulfill
their obligation to the organization.
Be sure the employee and a
supervisor who has first-hand knowledge of the activities performed signs the timesheet.
Prepare the
timesheet monthly to correspond with one or more pay periods.
Account for
volunteer time and personnel costs being used as in-kind match in the same
manner as personnel being charged to the grant.
For full- or part-time employees
working only on a single activity or cost objective:
Certify that
employees worked 100 percent of their time on activities eligible for reimbursement under the grant project.
Prepare the
report at least every six months.
Be sure a
supervisor with first-hand knowledge of the activities performed by the
employee signs the timesheet.
Sample Forms
Better results are achieved when employees receive codes or task names in advance and record their time daily.
*Institutions of Higher Education (IHE) may follow their own established policies for documenting personnel expenses provided that the IHE's policies are in compliance with the Standards for Documentation of Personnel Expenses referred to at 2 CFR 200.430.
FAQs about Timesheets
The above standards are based on
the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2CFR 200) and the Office of Justice
Programs Financial Guide.