Time and Effort Reports FAQs



  • Does the time and effort reporting requirement apply to all PCCD grants?
    Yes this requirement applies to all PCCD grants.

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  • Where and when should I submit employee timesheets and employee time certifications?
    PCCD grantees are required to keep the timesheets and/or time certifications on file and make them available to PCCD upon request. If you are required to submit the timesheets and time certifications, you will receive a specific request from PCCD explaining what is being requested.

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  • Do independent contractors have to complete timesheets?
    Time and effort reports as detailed on our website are specifically for employees charged to PCCD grants. Consultants must keep track of the hours they work on and bill for PCCD funded projects. Consultant time would only need to be reported as it relates to their obligations to the agency.

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  • Do timesheets have to be completed if 100% of my time is devoted to one PCCD grant?
    Employees working 100% of their time on one PCCD grant may complete a certification at least every six months (not ARRA funded employees) or complete a monthly timesheet.

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  • Are the time and effort reporting standards retroactive? Should we put prior quarters’ activity in the same format as well?
    This is not a new requirement. Time and effort reporting has always been a part of PCCD’s grant record keeping requirements. If possible, all prior activity should be documented in a format that meets the time and effort reporting standards. If it is not possible to document prior activity in a way that meets the standards, you may have to complete and affidavit that certifies that all personnel time charged to the grant was actually time worked performing eligible grant activities.

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  • How are vacation, sick time, etc. to be recorded (can you give an example on the spreadsheet template provided)?
    Paid Time Off (PTO) is an allowable expense. You could accomplish the reporting a number of ways. PCCD does not dictate the methods or systems used to record time and effort. Your method should be reasonable and meet the standards for time and effort reporting. One example would be to have a PTO row on the timesheet and then charge the PTO proportionally among programs based on actual hours worked that month.

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  • Are the time and effort reporting standards applicable to in-kind match that is in the form of employee time?
    Volunteer time and personnel costs being used as match must be accounted for in the same manner as personnel being charged to the grant.

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  • How should employees keep track of their time if they are funded by PCCD and other funding sources and the other fund sources provide funding for the same identical tasks that PCCD does?
    PCCD does not dictate the methods or systems used to record time and effort. Your method should be reasonable and meet the standards for time and effort reporting. One way to handle the situation you describe would be to put a category on the report for the service that is eligible and may be paid for by multiple sources. For example, if you have one employee partially charged to a VOCA grant, you could create a category labeled VOCA eligible activities or Direct Victim Services. The amount charged to the grant for that employee should be equal to or less than the amount the amount of time worked on VOCA eligible services recorded on the timesheet.

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  • How should employees keep track of their time on timesheets if their positions are performing 100% PCCD-related tasks but their salaries are not covered 100% by the PCCD grant?
    In those cases where 100% of an employee’s time qualifies for reimbursement under a PCCD grant, but is not paid 100% by the PCCD grant, that employee may sign a certification or complete a timesheet. The certification would have to state that 100% of the employee’s time is spent on activities that are eligible for compensation under the PCCD grant. If that person uses a timesheet, they need to document what they spent their time doing. How they title that activity would be up to them but it would need to be something that PCCD could look at and tell whether the activity is eligible for reimbursement.

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