Time and Effort Reporting
Time and Effort documentation is required for all employees working in a Federal grant funded program. Effective fiscal year 2012-2013, the reporting is completed electronically on a web based system. The program is housed on a secure internal server and can only be accessed on a Daytona State College computer.
Employee payroll information is downloaded from the payroll system into the Effort Administrator program. Employees enter a password protected site to certify the hours worked. After they have certified their own time and effort percentages breakdown, a message is sent to their supervisor/project director for their certification. Certification of the time and effort information is due by the 10th of the following month. Every effort is made to ensure employees are aware of their effort distribution to Federal grants.
Grants Accounting will be responsible for generating reports quarterly and reviewing the award to actual time and effort certified by grant funded employees. If necessary, Employment Action Form (EAF) will be reviewed to determine if award percentages are correct. Variances in award and actual time reported will be reviewed by Grants Accounting and the Resource Development Coordinator. The Resource Development Coordinator will follow up on all variances noted. Employees and their supervisor/project director will be notified of any variances. If necessary, adjustments to the employee’s payroll distribution will be completed.
Employees should still maintain some form of documentation showing how the percentages being reported were calculated as part of a suitable means of verification that what is reported is reasonable and accurate. At a minimum, it should include the grant activities performed and the overall hours spent on them for the reporting period. This may include using the old effort reporting template provided by the Office of Resource Development, or use of the tasks or appointment options on the Outlook calendar. Each project leader has the right to choose the method of documentation most appropriate for their department, or may select an appropriate alternative method. While employees will not be required to turn these in with the electronic reporting, these documents should be maintained by the employee and/or supervisor as a suitable means of verification when certifying reports. This extra step is critical in the event of an audit or monitoring visit by a funding agency.