Time and Effort Reporting Policy - Faculty

In order to comply with federal guidelines – 2 CFR § 200.430 – each –principal investigator/project director and grant-funded researcher on a federal or state grant must sign a Time and Effort Report certifying the amount of time and effort devoted to each sponsored (grant-funded) and institutional activity.


The Time and Effort Report:

  • should be based on a reasonable estimate of work performed
  • shall be submitted at the end of each:
    • Academic Year
    • Summer
  • is signed by the Principal Investigator/Project Director for the grant
  • will be closely examined if the award undergoes a federal audit
  • Principle Investigator/Project Director Time and Effort Reports are reviewed and approved by the Director of College Grants and Sponsored Programs

A Time and Effort Report must be completed and returned to Financial Services at the end of each period by every College faculty or staff member working on an externally-funded project who is paid through external funds or if their salary is being used for "in-kind" match or cost-share. Non-exempt employees who record hours on a timecard do not need to complete a Time and Effort Report. Financial Services will send the Time and Effort reports to you for completion at the end of each period.

The Time and Effort Report records areas in which work was performed during the period according to the percentage of time spent within the area based on a reasonable estimate. For example, if a faculty member spent on average 30 hours per week engaged in institutional work such as teaching and curriculum development and 10 hours per week on grant activities, the percent effort for each would be 75% and 25%. The total amount must add up to and not exceed 100%. It is important to note, effort reporting is not based on a 40 hours work week, it is based on 100% of activities. If you work an average of 60 hours per week, 30 hours would represent 50% effort.

Principal Investigators/Project Directors are responsible for ensuring that those involved in the grant are not "over-committed." The total distribution of effort dedicated to all activities for an individual cannot exceed 100%. For example, if a PI/PD must devote 95% effort to a funded grant and 5% effort to teaching, he or she cannot agree to chair a search committee that will require 3-4 hours per week without reducing efforts elsewhere.

If a new award or duty increases an investigator's committed effort, the investigator must revise the level of effort required by the grant agreement or reduce effort on other activities.

Principal Investigator*
Examples: NSF, NIH, NYS DEC, etc.
Enter the title of the grant
Period of Time and Effort Report*
Select which period you are reporting on
Year of Time and Effort Report*
Enter the year of the reporting period
Year of Time and Effort Report
Enter the academic year of the reporting period
Enter your five digit grant account number
Number of Payees Included on Report*
Please complete a second form if more than 5.

Payee 1 - Effort Reporting

Please provide the percent of effort for each activity for the period being reported. Total must add up to and cannot exceed 100%.

For summer reporting: to certify that you have worked the person-month equivalent entered below, enter 100% in the "Percent on the grant named above" field. For instance, if you were paid the person-month equivalent of 1.50 months, by entering 100% in the "Percent on the grant named above" you are certifying that you spent 1.50 person months dedicated to the relevant grant. By entering 50% in the "Percent on the grant named above," you are certifying that you worked 0.75 person-months in total on the relevant grant (or at 50% effort over the 1.50 person months). 

Updated for clarity on 05/12/2022.

Enter the name of the individual that received compensation through the grant
Enter the role of the individual that received compensation through the grant (Example: PostDoc, PostBac, lab tech, PI/PD, co-PI/PD, SP, etc.)
Enter the department of the individual that received compensation through the grant
Enter the amount of salary paid through the grant during the reporting period.
Enter the person-month equivalent of the salary paid.
Provide the percent of effort for the period being reported that was spent on the above named grant.
Provide the percent of effort for the period being reported that was spent on other institutional activities
The total should equal 100%. If it does not, please adjust your percent of effort in the categories above.

Payee 2 - Effort Reporting

Please provide the percent of effort for each activity for the period being reported. Total must add up to and cannot exceed 100%.

For summer reporting: to certify that you have worked the person-month equivalent entered below, enter 100% in the "Percent on the grant named above" field. For instance, if you were paid the person-month equivalent of 1.50 months, by entering 100% in the "Percent on the grant named above" you are certifying that you spent 1.50 person months dedicated to the relevant grant. By entering 50% in the "Percent on the grant named above," you are certifying that you worked 0.75 person-months in total on the relevant grant (or at 50% effort over the 1.50 person months). 

Updated for clarity on 05/12/2022.

Enter the name of the individual that received compensation through the grant
Enter the role of the individual that received compensation through the grant (Example: PostDoc, PostBac, lab tech, PI/PD, co-PI/PD, SP, etc.)
Enter the department of the individual that received compensation through the grant
Enter the amount of salary paid through the grant during the reporting period.
Enter the person-month equivalent of the salary paid.
Provide the percent of effort for the period being reported that was spent on the above named grant.
Provide the percent of effort for the period being reported that was spent on other institutional activities
The total should equal 100%. If it does not, please adjust your percent of effort in the categories above.

Payee 3 - Effort Reporting

Please provide the percent of effort for each activity for the period being reported. Total must add up to and cannot exceed 100%.

For summer reporting: to certify that you have worked the person-month equivalent entered below, enter 100% in the "Percent on the grant named above" field. For instance, if you were paid the person-month equivalent of 1.50 months, by entering 100% in the "Percent on the grant named above" you are certifying that you spent 1.50 person months dedicated to the relevant grant. By entering 50% in the "Percent on the grant named above," you are certifying that you worked 0.75 person-months in total on the relevant grant (or at 50% effort over the 1.50 person months). 

Updated for clarity on 05/12/2022.

Enter the name of the individual that received compensation through the grant
Enter the role of the individual that received compensation through the grant (Example: PostDoc, PostBac, lab tech, PI/PD, co-PI/PD, SP, etc.)
Enter the department of the individual that received compensation through the grant
Enter the amount of salary paid through the grant during the reporting period.
Enter the person-month equivalent of the salary paid.
Provide the percent of effort for the period being reported that was spent on the above named grant.
Provide the percent of effort for the period being reported that was spent on other institutional activities
The total should equal 100%. If it does not, please adjust your percent of effort in the categories above.

Payee 4 - Effort Reporting

Please provide the percent of effort for each activity for the period being reported. Total must add up to and cannot exceed 100%.

For summer reporting: to certify that you have worked the person-month equivalent entered below, enter 100% in the "Percent on the grant named above" field. For instance, if you were paid the person-month equivalent of 1.50 months, by entering 100% in the "Percent on the grant named above" you are certifying that you spent 1.50 person months dedicated to the relevant grant. By entering 50% in the "Percent on the grant named above," you are certifying that you worked 0.75 person-months in total on the relevant grant (or at 50% effort over the 1.50 person months). 

Updated for clarity on 05/12/2022.

Enter the name of the individual that received compensation through the grant
Enter the role of the individual that received compensation through the grant (Example: PostDoc, PostBac, lab tech, PI/PD, co-PI/PD, SP, etc.)
Enter the department of the individual that received compensation through the grant
Enter the amount of salary paid through the grant during the reporting period.
Enter the person-month equivalent of the salary paid.
Provide the percent of effort for the period being reported that was spent on the above named grant.
Provide the percent of effort for the period being reported that was spent on other institutional activities
The total should equal 100%. If it does not, please adjust your percent of effort in the categories above.

Payee 5 - Effort Reporting

Please provide the percent of effort for each activity for the period being reported. Total must add up to and cannot exceed 100%.

For summer reporting: to certify that you have worked the person-month equivalent entered below, enter 100% in the "Percent on the grant named above" field. For instance, if you were paid the person-month equivalent of 1.50 months, by entering 100% in the "Percent on the grant named above" you are certifying that you spent 1.50 person months dedicated to the relevant grant. By entering 50% in the "Percent on the grant named above," you are certifying that you worked 0.75 person-months in total on the relevant grant (or at 50% effort over the 1.50 person months). 

Updated for clarity on 05/12/2022.

Enter the name of the individual that received compensation through the grant
Enter the role of the individual that received compensation through the grant (Example: PostDoc, PostBac, lab tech, PI/PD, co-PI/PD, SP, etc.)
Enter the department of the individual that received compensation through the grant
Enter the amount of salary paid through the grant during the reporting period.
Enter the person-month equivalent of the salary paid.
Provide the percent of effort for the period being reported that was spent on the above named grant.
Provide the percent of effort for the period being reported that was spent on other institutional activities
The total should equal 100%. If it does not, please adjust your percent of effort in the categories above.

Principal Investigator Time and Effort Certification

By providing my electronic signature below, I certify that the activity stated above for the payee(s) is a reasonable estimate of effort for the period indicated.

Use your mouse or finger to draw your signature above
Date of Certification*

Office of College Grants & Sponsored Programs Certification

By providing my electronic signature below, I certify that the payee's activity stated above, as provided by the principal investigator, is a reasonable estimate of effort for the period indicated. 

Use your mouse or finger to draw your signature above
Date of Certification*
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