1. 10/21/2009 Page 1 Financial Management: Timekeeping

2. 10/21/2009 Page 2 Timekeeping:Overview Written Policies Split-Funded Positions 100% Federally Funded Positions Paraprofessionals Estimations Quarterly Comparisons Adjustments and Revisions

3. 10/21/2009 Page 3 Timekeeping: Regulations OMB Circular A-87, Attachment B, Item 8h PowerPoint: Federal Fiscal Requirements. Michigan Department of Education, Office of School Improvement

4. 10/21/2009 Page 4 Timekeeping: Definitions and Terms Cost Objective - a function, organizational subdivision, contract, grant, or other activity for which cost data are needed and for which costs are incurred

5. 10/21/2009 Page 5 Timekeeping: Definitions and Terms Personnel Activity Report (PAR) - record maintained by employee working on more than one cost objective which is prepared after the fact, for the total activity of the employee, at least monthly and signed and dated by the employee

6. 10/21/2009 Page 6 Timekeeping: Definitions and Terms Semi-Annual Certification - certification that employee worked on a single cost objective. Must be prepared at least semi-annually, signed, and dated by employee or supervisory official having firsthand knowledge of the work performed

7. 10/21/2009 Page 7 Timekeeping: Content Financial Management System (FMS) Federal Timekeeping Requirements

8. 10/21/2009 Page 8 Timekeeping: Components of a Good FMS Written Policies and Procedures New Staff/Position Training Adherence to Approved Policies and Procedures Annual Review and Training Updates Timely

9. 10/21/2009 Page 9 Timekeeping: Payroll Components There are written policies and procedures governing payroll administration Salaries from the Financial Expenditure Report (formerly DS-4044) agree with the districts general ledger payroll accounts for all federal grant programs

10. 10/21/2009 Page 10 Timekeeping: Payroll Components All salary costs for work performed are within the grant period Salaries must comply with the employment contract which indicates the annual salary scale for the grant period

11. 10/21/2009 Page 11 Timekeeping: Written Policies There are written policies on recording time distribution for employees who work on one or more federal cost objectives

12. 10/21/2009 Page 12 Timekeeping: Split-Funded For split-funded employees: The district has Personnel Activity reports (PARs) Instructional staff may use their lesson plans to confirm their written schedules if they meet all of the other PAR requirements

13. 10/21/2009 Page 13 Timekeeping: Split-Funded The PARs are prepared at least monthly The PARs are signed and dated by the employee The PARs account for the staff persons total activity

14. 10/21/2009 Page 14 Timekeeping: Split-Funded The PARS are real-time records and not prepared in advance of the time period covered If lesson plans are used as PARs, the teacher must make daily progress notations

15. 10/21/2009 Page 15 Timekeeping: 100% Federal Funded For 100% federally funded or single cost objective school district employees: The district has certifications or a blanket certification show that the employees worked solely on a single federal award or cost objective

16. 10/21/2009 Page 16 Timekeeping: 100% Federal Funded The certifications are prepared at least semi-annually The certifications are signed by the employees or a supervisor with first- hand knowledge of the work performed by the employees and are dated

17. 10/21/2009 Page 17 Timekeeping: 100% Federal Funded The certifications are real-time records and not prepared in advance of the time period covered

18. 10/21/2009 Page 18 Timekeeping: Paraprofessionals Paraprofessional may use their regular timesheets as long as they meeting the following: The timesheets are an after-the-fact distribution of their actual activity

19. 10/21/2009 Page 19 Timekeeping: Paraprofessionals The timesheets account for the total activity for which they are compensated, showing the hours or percentages for the programs that they worked on

20. 10/21/2009 Page 20 Timekeeping: Paraprofessionals The timesheets are prepared at least monthly and coincide with one or more pay periods The timesheets are signed by the employee

21. 10/21/2009 Page 21 Timekeeping: Estimations The system for establishing estimates produces reasonable approximations of the activity performed

22. 10/21/2009 Page 22 Timekeeping: Quarterly Comparisons At a minimum, quarterly comparisons are made of actual costs to budgeted distributions based on monthly activity reports

23. 10/21/2009 Page 23 Timekeeping: Adjustments Adjustments are made to costs charged to federal awards based on the activity actually performed. Note: These adjustments can be made annually only if the quarterly comparisons show differences between budgeted and actual costs of less than 10%

24. 10/21/2009 Page 24 Timekeeping: Budget Revisions Budget estimates or other distribution percentages are revised at least quarterly, if necessary, to reflect changed circumstances

25. 10/21/2009 Page 25 Timekeeping: Critical Elements Semi-annual certifications Personnel activity reports

26. 10/21/2009 Page 26 Timekeeping: FAQs What are the audit requirements? Your auditor will take a sample of expenditures and request timekeeping documentation for anyone charged to federal funds. If your records are insufficient, the auditor will include a finding in the audit report and may question costs. See the Michigan School Auditing Manual for further information

27. 10/21/2009 Page 27 Timekeeping: FAQs What happens if you cannot produce the documentation for the single audit? Auditor will question 100% of salaries and the penalty is a repayment

28. 10/21/2009 Page 28 Timekeeping: Other Resources The Michigan School Auditing Manual Report from the Time Log Work Group, Michigan Department of Education, Office of School Improvement, February 13, 2008

29. 10/21/2009 Page 29 Timekeeping: Other Information Contacts MDE: Office of Audits ISD:

30. 10/21/2009 Page 30 Resources

31. 10/21/2009 Page 31 Resources All resources identified in this Professional Development module are available on: Michigan LearnPort www.learnport.org Collaboration Center Community Room LEA Financial Management Resources

32. 10/21/2009 Page 32 Committee Membership

33. 10/21/2009 Page 33 MDE/MAISA Monitoring and Compliance Committee Becky Rocho, Calhoun ISD, (269) 781-5141 rochob@calhounisd.org rochob@calhounisd.org Patty Cantú, MDE, Office of Career and Technical Education, (517) 373-3373 cantup@michigan.gov Mary Ann Chartrand, MDE, Grants Coordination and School Support, (517) 373-8862 chartrandm@michigan.gov Terri Lynn Giannola, MDE, Office of Career and Technical Education, (517) 373-4670 giannolat@michigan.gov giannolat@michigan.gov

34. 10/21/2009 Page 34 Timekeeping Subcommittee Stephanie Murray – ISD Chair Traverse Bay Area Intermediate School District (231) 922-6417; SMURRAY@tbaisd.k12.mi.usSMURRAY@tbaisd.k12.mi.us Margaret Madigan, MDE Co-Chair MDE - School Improvement/Field Services (517) 373-4588; madiganm@michigan.govmadiganm@michigan.gov Kathy Weller – MDE Co-Chair MDE – Office of Audits (517) 335-6858; wellerk@michigan.govwellerk@michigan.gov

35. 10/21/2009 Page 35 Timekeeping Subcommittee David Gray MDE - School Improvement/Field Services (517) 373-0161; grayd@michigan.govgrayd@michigan.gov Gayla Mann MDE - School Improvement/Field Services (517) 373-4009; manng@michigan.govmanng@michigan.gov Pat Meaux MDE - School Improvement/Field Services (517) 373-4212; meauxp@michigan.govmeauxp@michigan.gov Harvey Vermeesch Lapeer County ISD (810) 664-1124; hvermeesch@lcisd.k12.mi.ushvermeesch@lcisd.k12.mi.us