Time and Effort Reporting Q&A

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Q1: What is Time and Effort Reporting?

Time and Effort Reporting is the process by which any individual (faculty, staff, or student) compensated partially or fully from a federal sponsored project—or utilizing Valparaiso University (VU) funds to meet required cost matches—must verify that the percentage of their worked hours charged to the project accurately reflects the actual effort they dedicated to the project during the specified reporting period.

Q2: Is it required?

Yes, Time and Effort Reporting is mandated under federal guidelines. VU is subject to annual and periodic audits conducted by external financial auditing firms and some project sponsors. For specific requirements, please refer to page 2 of this document.

Q3: How often does VU require Time and Effort Reporting?

Time and Effort Reporting must be completed and submitted to the Finance Office three times a year, following the end of each semester:

• Fall: Due January 15

• Spring: Due May 31

• Summer: Due September 15

For instance, if five individuals are working on grant obligations, five individual Time and Effort documents should be submitted by January 15 for their efforts from August to December.

Q4: Do I have to report my cost share or matching on the grant?

Yes. All cost sharing or matching obligations specified in the grant agreement or contract must be confirmed. The Time and Effort form serves to validate the effort expended and to verify that VU has met its obligations.

Q5: Who is required to sign the form?

The form must be signed by both the individual reporting their own effort and the Principal Investigator (PI) of the grant. If the PI is the one reporting their time, then the Department Chair or Dean must sign the Confirmation Signature line.

Q6: Where & how to return the form?

The electronic form can be accessed on the Sponsored and Student Research website under the "Managing Your Grant" section. Once the forms are completed by the employee and PI, they are automatically filed. These forms will be stored electronically for annual audit purposes.

Q7: What is best practice for the completion of the Time and Effort form?

It is advisable for the PI to discuss reporting requirements and familiarize the employee with the Managing Your Grant website before the grant work commences. The PI should share their grant number with the employee for reference when completing the forms.

Employees should be encouraged to set a recurring reminder in their work calendar or personal cell phone to complete the form one week before each semester ends or the grant work is complete. The PI should also remind employees to complete the form when due.

The Time and Effort Reporting Form was developed to meet federal guidelines for grants. The Office of Management and Budget 2 CFR Subpart E, Part 200.430 defines the standards for documentation of personnel expenses. The template specifically satisfies the following reporting requirements:

200.430(i)(1) - Charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must:

200.430(i)(1)(ii) - Be incorporated into the official records of the non-Federal entity

200.430(i)(1)(iii) - Reasonably reflect the total activity for which the employee is compensated by the non-Federal entity, not exceeding 100% of compensated activities

200.430(i)(1)(vii) - Support the distribution of the employee’s salary or wages among specific activities or cost objectives if the employee works on more than one Federal award; a Federal award and non- Federal award; an indirect cost activity and a direct cost activity; two or more indirect activities which are allocated using different allocation bases; or an unallowable activity and a direct or indirect cost activity

200.430(i)(viii)(4) - Salaries and wages of employees used in meeting cost sharing or matching requirements on Federal awards must be supported in the same manner as salaries and wages claimed for reimbursement from Federal awards.

Failure to comply with time and effort reporting requirements could result in financial penalty (paying back the funds) or other sanction from our sponsors, as well as harm the University's reputation thereby putting future awards at risk.