057BCCC6-BDC2-4D5F-DD81CBABE6B2C48F
D141996A-94B6-B4E9-403405DB4308D1E6

Foundation, Corporate,
and Government Relations

Amy Lindner
315-859-4678
315-859-4648 (fax)

Time and Effort Reporting Policy

 
Per Office of Management and Budget (OMB) Circular A-21, Section J.10.a, Hamilton College is required to document effort spent on externally-sponsored activity.  This time and effort reporting policy is intended to meet this requirement.  The system is an "After-the-Fact Activity" system, under which the distribution of salaries and wages by Hamilton College will be supported by activity reports as described below:
 
  1. "Time and Effort Reporting Forms" will reasonably reflect the percentage disbribution of efforts expended by Hamilton College faculty and professional staff involved in federally-funded and state-funded grants, contracts and cooperative agreements.
  2. For each federally-funded or state-funded project, a "Time and Effort Reporting Form" will be completed and signed by each faculty member and professional staff member working on the project, provided that the approved grant, contract or cooperative agreement commits Hamilton College personnel time to the project, regardless whether such time is paid by external funds or is an unpaid contribution, i.e., an "in-kind" match.
  3. "Time and Effort Reporting Forms" do not need to be completed for clerical staff or students who utilize weekly time sheets.
  4. "Time and Effort Reporting Forms" will be confirmed by a person having firsthand knowledge of the employee?s activities.  Confirmation is indicated by a countersignature on the form.
    1. If a form documents a faculty member?s effort and he/she is the Project Director, the form will be countersigned by the Department Chair (or immediate supervisor in non-academic divisions).
    2. If a form documents a faculty member?s effort and he/she is not the Project Director, the form will be countersigned by the Project Director.
    3. If a form documents a professional staff member?s effort and he/she is the Project Director, the form will be countersigned by the Department Chair (or immediate supervisor in non-academic divisions).
    4. If a form documents a professional staff member?s effort and he/she is not the Project Director, the form will be countersigned by the Project Director.
  5. "Time and Effort Reporting Forms" will be completed at the end of each semester and summer and will document the percentage distribution of effort expended during the semester or summer.
  6. "Time and Effort Reporting Forms" must be returned to the Academic Budget Manager in the Dean of Faculty Office.
  7. Completed "Time and Effort Reporting Forms" will be filed in the Dean of Faculty Office.

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