Time and Effort Reports (Time Sheets)
All personnel funded with PCCD
grant dollars must maintain Time and Effort Reports regardless of the grant funding
stream. A number of timesheet systems can satisfy this requirement; email
PCCD's Grants Management group with questions.
For employees working on multiple activities or cost objectives:
actual effort after the work is done, not the budget estimated amount.
the total activity for which employees are compensated and required to fulfill
their obligation to the organization.
Be sure the employee and a
supervisor who has first-hand knowledge of the activities performed signs the timesheet.
timesheet monthly to correspond with one or more pay periods.
volunteer time and personnel costs being used as in-kind match in the same
manner as personnel being charged to the grant.
For full- or part-time employees
working only on a single activity or cost objective:
employees worked 100 percent of their time on activities eligible for reimbursement under the grant project.
report at least every six months.
Be sure a
supervisor with first-hand knowledge of the activities performed by the
employee signs the timesheet.
Example of a
completed timesheet (PDF)
timesheet template (XLS)
Sample time certification
for employees working 100 percent on a grant-funded project. (PDF)
Better results are achieved when employees receive codes or task names in advance and record their time daily.
FAQs about Timesheets
The above standards are based on
the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2CFR 200) and the Office of Justice
Programs Financial Guide.