Time Distribution Training

1. Time Distribution Training Last updated August 2008 Department of Grants and Program Development Shellie Halstead, Grants Specialist Funding for this presentation was provided by a federal ESEA Title II, Part A grant from the U.S. Department of Education.

2. Training Purpose Time distribution reporting, also called time and effort, is important to all employees in federally funded positions. You have been sent this short presentation because your position is funded, either entirely or in part, by ESEA Title II-A federal grant funds. After the presentation you will be asked to take a short quiz. If you have any questions about this process please contact Shellie Halstead at 337-8353. Thank you for your assistance with this important matter.

3. Choose your path: Salaries and wages of employees who work on federal programs may be paid with federal funds as long as appropriate “time and effort” records are maintained. These are also referred to as “time distribution” records. To learn more about what kind of records you need to keep please select the appropriate link below: • 100% of my salary is funded by Title II-A funds. • Less than 100% of my salary is funded by Title II-A funds. • Huh?

4. Keep on Truckin’ OOPS! Go back. Single Cost Objectives Employees whose salaries are funded 100% by a single source of federal funds are expected to work solely on a single federal award or cost object (e.g. Title II-A projects). Such work must be supported by a semi-annual certification that indicates that the employee worked solely on that program for the period covered by the certification. The Department of Grants and Program development will issue Title II-A certification forms to cover two periods each year: • July 1st through December 31st • January 1st through June 30th

5. Keep on Truckin’ OOPS! Go back. Single Cost Objectives Semi-annual certifications must be signed and dated by the employee or supervisory official having firsthand knowledge of the work performed by the employee. By signing this form you, or your supervisor, are verifying that 100% of your time and effort during that period, including any overtime, was spent working on Title II-A program activities. If you have any questions about what constitutes a Title II-A program activity please contact Shellie Halstead at 337-8353.

6. Single Cost Objectives Semi-annual certification forms will be sent to you as a .pdf file via district e-mail after the work period covered by the form has been completed. Please: • print the form • sign it or have your supervisor sign it • make a copy for your records • return the original to Grants & Program Development • Click here to review Single Cost Objective Time Distribution. • Click here to go on to a short quiz.

7. Keep on Truckin’ OOPS! Go back. Multiple Cost Objectives Employees whose salaries are funded by multiple sources are expected to work on multiple cost objectives (e.g. Title II-A program activities and district activities). Employees in this situation must maintain Personnel Activity Reports (PARs) that demonstrate the distribution of their time and effort on Title II-A program activities.

8. Keep on Truckin’ OOPS! Go back. Multiple Cost Objectives For example: If you are spending a portion of your time on district projects and a portion of your time on Title II-A program activities then you are working on multiple cost objectives. This would result in a percentage of your salary being paid by district funds and a percentage being paid by Title II-A federal funds.

9. Keep on Truckin’ OOPS! Go back. Multiple Cost Objectives For employees working on multiple cost objectives, PARs must be maintained that reflect the following standards: After-the-fact record: The PAR must be created after the work has been done. Total activity: The PAR must account for the total activity for which the employee is compensated, including overtime. Signed and dated: The PAR must be signed and dated by the employee. The signature of a supervisor alone is not sufficient; however, the supervisor may sign in addition to the employee.

10. Keep on Truckin’ OOPS! Go back. Multiple Cost Objectives A sample report:

11. Keep on Truckin’ OOPS! Go back. Multiple Cost Objectives When completing the certification you will need to enter the following information: • Name • Period Covered • Percent of effort for each funding source It is extremely important that you have a method for calculating your percent of effort each month. Possible methods include tracking your time on your Outlook calendar or keeping a log book. The simplest approach is to schedule specific blocks of time for Title II-A program activities. No matter what method you use it is imperative that you are able to substantiate the percent of effort you report.

12. Multiple Cost Objectives At the beginning of the fiscal year a blank certification form will be sent to you via district e-mail. Please keep the copy of this form on your hard drive. After the end of each month please: • complete the form • print it • sign it • make a copy for your records • return the original to Grants & Program Development If you have any questions about what constitutes a Title II-A activity or about tracking your time and effort please contact Shellie Halstead at 337-8353. • Click here to review Multiple Cost Objective Time Distribution • Click here to go on to a short quiz

13. Start Over Huh? If you are unsure why you received this presentation please contact Shellie Halstead at 337-8353.