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Electronic Time & Effort Reports

Brought to you by the Offices of Business and Financial Affairs, Innovation &

Development, Title I, and Human Resources

July 2009

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Why You?

• All or part of your salary is paid for with federal funds

• All or part of your salary is match to a federal grant

• You supervise someone who falls into one of these categories

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What is Time & Effort?

• Personnel Activity Reporting is a federal requirement

• Demonstrates necessary & reasonable costs (OMB Circular A-87)

• A legal affirmation/documentation of your time

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Time & Effort “Before”

Paper formsDifferent procedures

No unified trainingAudit findings

Not timelyIncorrect data

Incorrect datesEtc.

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Time & Effort “After”

• Simple: on-line system

• Convenient: same place on-line as electronic pay stub (not another password)

• Accurate: records actual hours worked

• Timely: automatic reminders

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Why Now?

• Over the previous few years SPPS has gotten better at T&E Reporting

• Compliance must be 100%

• SPPS was sited for non-compliance in its FY2008 audit

• Improved T&E reporting is part of the district’s corrective action plan

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What is Reported?

• Time present, sick, holiday, vacation, etc. that is part of your regular paid time

• Short-term paid leaves

• Time worked as match to a federal grant

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What is Not Reported

• Short-term subs who are doing your job

• Bus Duty

• Workshops and other hourly payments that are on a time sheet (paid with a supplemental pay form)

• Un-paid leave

• Non-duty days

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When is it Reported

• Employees whose payroll is split between two or more budgets will enter their time and effort every pay period (bi-weekly).

• Employees whose time is 100% on a federal budget will be reported by their supervisor in January and in July (semi-annual certification)

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How Does it Work?

• Log in to PeopleSoft

• On payday, check out your pay stub

• Then click link to Bi-weekly Time & Effort

• Click on the pay period

• Make sure you have the right supervisor

• Enter your actual hours worked

• Submit to your supervisor for approval

• That’s it!

Reporting Actual Hours

• Keep track of how you are spending your time– Calendar / Schedule– Work log– Post-its– Other

• Report the actual time for which you are paid (many salaried employees are paid for 80 hours but actually work more)

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Reminder Schedule

• Monday after pay day: you will get an email reminder to report

• Wednesday after pay day: you and your supervisor will get an email reminder

• Twelve days after pay day: you, your supervisor, and their supervisor will get an email

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Getting Help• Your supervisor should be your first point of contact

• Lost instructions: http://www.businessoffice.spps.org/Time_and_Effort_Procedures.html

• Forgotten password: use the link on the reporting log-in page (Patty Norwig @ 767-8210 or Theresa Nistler @ 767-8225)

• Wrong supervisor: contact HR (Jeff Cummings @ 767-8221)

• Wrong account codes: supervisor or accountant (if you are a supervisor)

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Questions?

Next: Hands-on Demo