Time and Effort

  • Who Completes This Task: Employees Paid with Federal Funds and Supervisors of Employees Paid with Federal Funds

     

    Process

    Time and Effort reporting or Personnel Activity Reporting is a process for certifying time worked when the time is paid out of federal funds. This is not the same as submitting a timesheet.

     

    Criteria

    • Employees partially paid out of federal funds
      • Report every pay period
    • Supervisors with employees paid out of federal funds
      • Approve staff reports every pay period for staff paid out of two or more budgets
      • Semi-annual reporting required for staff paid from one budget

     

    Steps - Employees with Working Entirely on Only One Grant

    1. Do nothing, unless work is completed outside the assigned account code

     

    Steps - Employees with Work from Multiple Sources, At Least one Federal

    1. On payday, log into PeopleSoft and go to Employee Self Service
    2. Click the link to Bi-Weekly Time and Effort
    3. Click search and then on the pay period
    4. Verify supervisor name
      1. If incorrect contact HR
    5. Enter actual hours worked for each account code
      1. Each account code is tied to a specific funding source, and verification indicates what should be charged to each source
      2. This is likely to change each pay period; don’t just accept the default
    6. Submit

     

    Steps - Supervisors

    1. Approve bi-weekly reports from staff through PeopleSoft
      1. After payday, log into PeopleSoft and go to Manager Self Service
      2. Click the link to Bi-Weekly Time & Effort
      3. Click search and then on the pay period
    2. Approve bi-annual reports twice each year (January and July)
      1. Log into PeopleSoft and go to Manager Activities
      2. Click the link to Semi-Annnual T&E Supervisor Approval

     See  the employee or supervisor FAQ for additional information and troubleshooting.

Why This Is Important

    • It’s the law (see 2 CFR 200.302-303, CFR Part 200.430)
    • This in an internal control to ensure costs are allowable and allocable
    • Routine reporting reduces errors and discrepancies
Last Modified on August 6, 2019