TimeandEffort. What is time and effort ? Time and effort is a record of the amount of time you spent on a particular project, activity, objective or population.

TimeTimeandand

EffortEffort

What is time and effort ?What is time and effort ?

Time and effort is a record of the amount of time you spent on a particular project,

activity, objective or population to which you were compensated for by our College.

Why do I have to keep Time Why do I have to keep Time & Effort?& Effort?

Time and effort reporting is mandated by the federal government. This reporting is a

method of certifying that you were paid by federal funds only for the time spent

working on the project supported by these funds.

Who has to keep Time & Who has to keep Time & Effort?Effort?

• Are you paid part or in full by a Federal Grant?

• Within the Grant, are you working on more than one cost objective (Admin vs. Direct Services)?

• Are you working on more than one category/activity (Job Skills, tutoring, Internal Controls) within the same grant?

If you answered yes to any of these you qualify! HURRAY!

Why can’t we use payroll Why can’t we use payroll distribution reports?distribution reports?

• Payroll reports track the detailed accounting transactions to accounts created for individual grants and other institutional activities.

• Time and Effort certifications attest that salaries, wages and benefits charged are reasonable in relation to the time and effort actually performed.

Reporting is dependent Reporting is dependent upon upon

employee classificationemployee classification• Professional or Professorial (Administrators,

Exempt and Faculty) have to maintain PAR’s; Personal Action Plans

• Classified (Part-time, full-time qualified for overtime, hourly or student) have to maintain ‘After the Fact’ Activity Report System

Personal Activity Report Personal Activity Report (PAR)(PAR)

Please note; this is based on a fiscal year quarter, not an academic quarter.

100% of your time must be accounted for. Use budget amounts not hours.

This is a self calculating column that determines your planned split based on how you are budgeted.

After quarter is over, enter you actual split of effort

Time & Effort After the FactTime & Effort After the FactReporting SystemReporting System

100 % of your time must be accounted for.

Please use form online. This form self calculates the total hours and percent split of your time.

“We certify that to the best of our knowledge the above allocation of time expended performing Federal, State and other program duties is reasonable in relation to work performed.”

Certifying Statement:Certifying Statement:

RememberRemember• When completing your Time and Effort

Report or Personal Action Report; you must account for 100% of your time.

• And….

PayrollReport

GrantBudget

Time and Effort Report

Record RetentionRecord Retention

• Programs are responsible for the retention of their Time and Effort Reports.

• The Federal Government requires that we retain Federally funded grants for 10 years.

SummarySummary• The purpose of keeping time and effort is

to comply with federal requirements.

• Anyone that is paid part or in full by more than on federal grant or cost objective must keep time and effort.

• Program managers are responsible for document retention. Federal grants have a retention period of 10 years.

http://www.highline.edu/admin/budget/ for assistance with grant management. There you can find:

• Grant handbook

• SBCTC Grant Resources

• Federal Resources

• Forms

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