Time and Effort Time and Effort records for FEDERAL paid employees only Section 231, Projects 2632A002, 2632A003 Section 225, Projects 2652A002, 2652A003 El/Civics, Project 2662A002

How often should the Time and Effort sheet be completed? EVERY DAY

Effort Categories Direct Instruction – Teaching Instructional Support – Intake – Teachers Aide – GALIS Entry

Payroll Employee is paid from original budgeted project (default)weekly, bi-weekly, semi- monthly or monthly

Monthly Review of Time and Effort Records Look at each time sheet Does the time sheet show time under the Professional development project number or Other project number? If no, nothing is required If yes, a re-rate document has to be prepared for accounting

Time and Effort Documents..\FY2013 Budget Package\FY2013budgetpagesandinstrutions\Ti me and Effort by Funding Source Federa(A).xlsx..\FY2013 Budget Package\FY2013budgetpagesandinstrutions\Ti me and Effort by Funding Source Federa(A).xlsx

Example Mark Mywords is a full-time adult education employee. His primary duty is direct instruction ABE(0-8) although he may instruct other students. He is recognized as the “lead” instructor at his off- site adult education center and has the additional responsibilities of reviewing the time sheets for the part-time employees who also work in his center, as well as, requisitioning all supplies and materials required for his site. He is also serving on the campus-wide COC reaffirmation committee which generally meets monthly on the main campus from 2-6 hours.

Example Continued Mark’s salary is primarily paid from 2632A002, so HR commitment code will point to his salary budgeted in this project Mark must divide his time on his time sheets between direct instruction(in various projects), indirect instruction for other center tasks, and possibly staff development for meetings attended for COC reaffirmation. These percentages will change and should raise a red-flag if time sheets are identical for 12 months

Example Continued Since payroll for full-time employees is not paid on a lag, there is a very short window of time to enter re-rates of payroll through the labor distribution model before payroll posts at the end of the month Therefore, payroll should be allowed to post in the ‘default’ project and then ‘re-rated’ monthly based on the time sheet calculations to the appropriate projects

Monthly Re-Rate Report Prepared by Adult Education Department Monthly Summarizes the individual time and effort documents by project by position that differ from the default project Will be provided to the Vice President of Administration, with copies of individual time and effort reports monthly Will be the supporting documentation for any necessary re-rate entries if actual time and effort reported differs from what is recorded in PeopleSoft