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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
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Time and Effort

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. You may submit via PeopleSoft or a paper form. If there are problems related to PeopleSoft, please notify your PeopleSoft administrator; be aware that you are able to submit in paper format.

Criteria

  • Employees partially paid out of federal funds
    • Reporting every pay period is highly recommended, but you must submit at least once a month at the minimum.
  • Supervisors with employees paid out of federal funds
    • Approve staff reports at least once a month for staff paid out of two or more budgets (30 day window.)
    • Semi-annual reporting (required for staff paid from one budget code). Report half of the year in January for the end of December and the other half in July for the end of June.

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.

updated - 11/20/2020

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

Related Topics

Common Audit Findings

Grant Management Checklist

Grant Management Standard Work

Grant Manager Standard Work - Grid

PeopleSoft Quick Reference Guides

Bi-Weekly Time and Effort

Semi-Annual Time & Effort Supervisor Approval

Weekly Supervisor Intructions