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Grantee Timekeeping and Reporting Policy
CRDF Grantee Timekeeping and Reporting Policy & Procedure
1. Introduction
In order to ensure more accurate accounting for the time spent by recipients of CRDF awards on CRDF project-related work, CRDF is implementing a new policy relating to the tracking of grantee labor hours and payment of Individual Financial Support (IFS). Effective January 1, 2009 Individual Financial Support payments on all CRDF grant awards supported by U.S. Government funds will be subject to the following requirements:
(a) Each individual participant under a CRDF award will be required to maintain an individual timesheet (in a format provided by CRDF) in accordance with the guidelines set forth below.
(b) IFS payments will only be paid at the end of the project quarter (or other period as specified in the corresponding CRDF award agreement) upon submission of an appropriate request submitted by the Principal Investigator/Project Director with a signed certification of the hours worked by project participants. Advance payments of IFS will no longer be allowed.
2. Policy
Accurate and timely reporting of a participant’s level of effort is a direct responsibility of both the participant and the Principal Investigator/Project Director.
Payment of Individual Financial Support will be made based upon actual participant hours spent on project-related activities and in accordance with the approved project budget and established CRDF payment procedures.
Prior to award activation the Principal Investigator/Project Director must submit a Participant Labor Rate list identifying all project participants, their positions, their personnel classifications and proposed labor rates based on CRDF established guidelines. This list must be received and approved by CRDF prior to the processing of any Individual Financial Support payments. In general, this information is collected prior to activation of the award or through formal personnel modifications requested by the Principal Investigator/Project Director and approved by CRDF over the course of the award term. Any changes/additions to this list must be approved by CRDF prior to the period of performance affected by the changes.
[For active awards at the time of implementation of this policy, hourly participant labor rates will be determined based on the CRDF approved award budget for that award.]
Each Participant is required to maintain an accurate daily record of hours worked and to submit this signed record (timesheet) to the Principal Investigator/Project Director on a monthly basis for review and approval.
The Principal Investigator/Project Director is responsible for monitoring and documenting participants’ compliance with timekeeping and reporting requirements set forth in this document and the award agreement; ensuring that participants are trained and informed on the timekeeping and reporting requirements set forth in this document; ensuring the timely collection of timesheets from all participants on the project; reviewing the timesheets for accuracy; certifying the accuracy of the timesheets collected; and for ensuring that payment requests are submitted to CRDF in a timely manner.
The Principal Investigator/Project Director is responsible for ensuring signed individual timesheets are maintained on file and are accessible by CRDF for review and audit. CRDF may, at any time, require the Principal Investigator/Project Director to submit selected (or all) timesheets for review, including prior to the approval of any given payment request.
Recording Time: IFS payments under CRDF awards are based solely upon direct labor hours worked on the project.
Participants may only request IFS payment for hours actually worked on the project. Budgeted estimates will not be accepted as the basis for IFS payments.
3. Procedure for Completion and Submission of Timesheets
Each participant must submit a completed, signed individual project timesheet to the Principal Investigator/Project Director for each quarter for which IFS payments will be requested.
The Principal Investigator/Project Director is required to review and sign each participant timesheet. By signing the timesheet, the Principal Investigator/Project Director certifies that the hours recorded for the CRDF project are true and accurate to the best of his/her knowledge and belief.
If the timesheet contains an error, it should be corrected and re-signed by the participant and the Principal Investigator/Project Director prior to submission to CRDF. Changes may be made on the signed form by pen-and-ink provided the changes are clearly legible and are initialed by the Principal Investigator/Project Director and the Participant and are accompanied by a written explanation of the change.
No timesheets are required for those participants listed on the project who did not perform work during the period. Timesheets are required only for those participants for which IFS payments will be requested.
Participants engaged in more than one concurrent CRDF project must complete a separate timesheet recording hours spent for each individual project he/she works on during a reporting period. Regardless of the number of CRDF awards upon which an individual participant works during a reporting period, the maximum allowable hours per day that can be charged to CRDF is 8. The maximum number of person-days that can be charged to CRDF per calendar month is 20 (160 hours). The maximum allowable person-days per year (12 month period) is 240 (1920 hours).
To request an IFS payment for a given quarter (or other period as agreed upon with CRDF), the Principal Investigator/Project Director should complete a CRDF Form 200: Request for Individual Financial Support. This form serves as a consolidated list of hours worked by each participant based on the timesheets approved by the Principal Investigator/Project Director; it shall be signed be signed by the Principal Investigator/Project Director certifying that the hours reported are true and accurate and that he/she has received and approved the corresponding individual timesheets supporting the reported hours. The form must be submitted in electronic format via email, as well as in original format with signature, to the appropriate In-Country Representative identified in the award agreement. IFS requests received without required signatures and supporting documentation will be denied.
4. Recordkeeping
Grantees are required to maintain the original timesheets in their files subject to audit for a period not less than three (3) years after the end date of the project.
Timesheet records must be made available to CRDF, U.S. Government representatives or its designated representatives, for review and audit upon request.
Timesheets maintained for CRDF projects should be consistent with any existing institutional timekeeping system currently in place by the recipient.
