Time & Effort Report - Faculty (Summer)

TIME & EFFORT REPORTING POLICY & PROCEDURES

Policy

In order to comply with Federal regulations published in 2 CFR § 200.430, the lead Principal Investigator/Project Director (PI/PD) of each Federal award made to Union College is obligated to complete Time & Effort (T&E) Reporting for the duration of the grant period of performance through the close-out of the award. The T&E Reporting process enables the College to confirm allowable personnel compensation costs under Federal awards based on the PI/PD certification of the amount of time and effort project personnel devoted to sponsored program (grant-funded) and institutional activities. The College’s policy and procedures for T&E Reporting may be extended to any award made to the College.

The PI/PD is responsible for certify their time and effort as well as the time and effort of all project personnel, including faculty and staff who receive grant-funded compensation and/or make contributions to a sponsored program as an “in-kind” match or cost-share commitment. Non-exempt employees (staff and students) who record hours worked through the College’s designated time-tracking system are excluded from the T&E Report. The PI/PD retains responsibility for certifying the amount of time the non-exempt employee devoted to a sponsored program. Therefore, the PI/PD must be the supervisor of record who reviews and approves the employees’ timecards.

Procedures

Overview of the Workflow

The steps for T&E Reporting process are as follows:

The Assistant Controller sends an email to each PI/PD with payroll information related to their Federal award.
The PI/PD enters the information into the T&E Report Form, completes the certifications as instructed, and submits the form.
The Director of the Grants Office receives, reviews, and:
- Approves the report. The PI/PD receives a copy of the approved report via email.
- Takes corrective action. In the event that actual time and effort devoted to the grant is less than the equivalent level of compensation received through the grant, the Director of the Grants Office will initiate a Journal Entry adjustment to correct the charges to the grant account. For faculty summer salary, the individual who received the grant-funded compensation will be responsible for reimbursing the College in the amount equal to the compensation overage paid. The Director of the Grants Office will notify the PI/PD and individuals impacted if this situation arises via email.

Frequency of Reporting

T&E Reporting is required for the following periods: Academic Year, 9/1-6/30 (for faculty); Summer, 7/1-8/31 (for faculty); and Quarterly by Fiscal Year (for exempt staff). The PI/PD will be responsible for reporting for the duration of the grant period of performance through close-out of the award. The Assistant Controller initiates the T&E Reporting process after the close of each reporting period, based on actual payroll expenditures or the “in-kind” match or cost-share committed.

Summer Reporting - Faculty

Guidelines for Reporting Faculty Payee Time & Effort During the Summer

The T&E Report records the person-months equivalent of compensation a faculty member (i.e., payee) received during the reporting period based on the payee’s institutional base salary (IBS) from the preceding academic year. The PI/PD must certify that the payee devoted person-months equal to or greater than the amount of grant-funded compensation received. If the payee spent less than the compensated time equivalent on the grant activities, the PI/PD must provide the correct number of person-months worked on the grant. In the event this situation occurs, the Director of the Grants Office will communicate with the payee to take corrective action.

Principal Investigator*

Prefix (optional)

First Name

Initial (optional)

Last Name

Principal Investigator Email*

Funding Agency*

Examples: NSF, NIH, NYSED, etc.

Title of Grant*

Year of Time & Effort Report*

2022 2023 2024 2025 2026

Enter the year of the reporting period

College Account Number*

Enter the five digit grant account number

Number of Payees Included on the Report*

1 2 3 4 5 6

Payee 1 - Time & Effort Reporting

Payee 1 Name*

Payee 1 - Department*

Enter the department of the payee

Payee 1 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 1 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 1:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 1 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Payee 2 - Time & Effort Reporting

Payee 2 Name*

Payee 2 - Department*

Enter the department of the payee

Payee 2 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 2 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 2:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 2 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Payee 3 - Time & Effort Reporting

Payee 3 Name*

Payee 3 - Department*

Enter the department of the payee

Payee 3 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 3 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 3:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 3 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Payee 4 - Time & Effort Reporting

Payee 4 Name*

Payee 4 - Department*

Enter the department of the payee

Payee 4 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 4 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 4:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 4 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Payee 5 - Time & Effort Reporting

Payee 5 Name*

Payee 5 - Department*

Enter the department of the payee

Payee 5 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 5 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 5:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 5 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Payee 6 - Time & Effort Reporting

Payee 6 Name*

Payee 6 - Department*

Enter the department of the payee

Payee 6 Project Role*

PI/PD Co-PI/Co-PD Senior/Key Personnel Co-I

Other:

Payee 6 Compensation - Person-Months Equivalent *

Enter the person-months equivalent the payee was compensated for during the reporting period

I certify that Payee 6:*

devoted the person-months equal to or greater than the equivalent of the compensation they received to the grant named above during the reporting period. devoted less than the person-months equivalent of the compensation they received to the grant named above during the reporting period. I have included their actual person-months devoted to the grant below.

Actual Person-Months Payee 6 Devoted to the Grant Named Above During the Reporting Period*

Enter the actual person-months the payee devoted to the project during the reporting period up to two decimal points (e.g., 1.25 or 0.75)

Principal Investigator Time & Effort Certification

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

Principal Investigator Signature*

[clear]

Use your mouse or finger to draw your signature above

Date*

Office of College Grants & Sponsored Programs Verification

By providing my electronic signature below, I verify that the activty stated above for the payee(s), as provided and certified by the Principal Investigator, is a reasonable estimate of effort for the period indicated.

Grant Administrator Signature*

[clear]

Use your mouse or finger to draw your signature above

Date*

Grant Administrator Name*

Prefix (optional)

First Name

Initial (optional)

Last Name

Grant Administrator Title*