Time and Effort Documentation Best Practices
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Transcript of Time and Effort Documentation Best Practices
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Tiffany R. Winters, Esq.
@Trwinters
Time and Effort Documentation Best Practices
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Mike F. Bender, [email protected]
@MBender1230Brustein & Manasevit, PLLC
Fall Forum 2013
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Audit Findings and Amounts
2006 – Columbus – $2.3 million
2008 – Detroit – $49 million
2010 – Philadelphia – $123 million
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Time and Effort Documentation 101
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OMB Circulars Time and Effort Rule
If federal funds are used for salaries, then time distribution records are required.
How staff demonstrate allocability If employee paid with federal funds, then must show
that the employee worked on that specific federal program cost objective.
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Who must participate?
All employees paid with federal funds!!
Some employees paid with non-federal fundsWhen salaries are used for
match purposes
NOT contractors
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Does Celine Dion have to keep time and effort records?
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The Current OMB Rules
A-87: State and Local Educational Agencies
A-21: Institutions of Higher EducationA-122: Nonprofit Organizations48 C.F.R. Part 31: For Profit Agencies
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A-87: If employee works 100% on single cost objective
Semi-Annual CertificationCompleted at least every ___________After-the-fact record (dated)Signed by ___________Accounts for the total activity for which
employee compensatedMust coincide with one or more pay periods
The Administrator’s Handbook on EDGAR, page 233.8
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A-87: If employee works on multiple cost objectives
Personnel Activity Reports (PARs) After-the-fact record Accounts for the total activity for which employee
compensated Completed at least ___________ Signed by ___________ Must coincide with one or more pay periods
The Administrator’s Handbook on EDGAR, page 233.
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OMB Circular A-21: Institutions of Higher Education
3 Options:
Plan Confirmation: • Budgeted allocations for professional/professorial
staff;• Updated to reflect any significant changes in
actual work
Multiple Confirmation Records: • Variety of records kept in combination at least
monthly1212
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OMB Circular A-21: IHEs (cont.)
After-the-Fact Activity Reports: Professional/Professorial staff keep records every
_______ All other employees keep _______ recordsSigned by employee, principal investigator, or
responsible official using suitable means of verification
Must reflect activity applicable to each sponsored agreement and to each category needed to identify F&A costs
The Administrator’s Handbook on EDGAR, pages 192 - 194
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OMB Circular A-122: Nonprofit Institutions
Need PARs to support salaries and wages of ALL staff paid (in whole or in part) with federal funds
Similar to A-87 (but not identical) After-the-fact record and dated Accounts for the total activity for which
employee compensated Completed at least _________ Signed by _______________________
The Administrator’s Handbook on EDGAR, page 2701515
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For-Profits?????? 48 C.F.R. Part 31
Silent on required documentation…
So what does that mean???
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Time and Effort Guidance by OCFO!!!
http://www2.ed.gov/policy/fund/guid/gposbul/time-and-effort-reporting.html
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OCFO Guidance (cont.)It is possible to work on a single cost objective even
if an employee works on more than one Federal award or on a Federal award and a non-Federal award.
The key to determining whether it is a single cost objective is whether the employee’s salary and wages can be supported in full from each of the Federal awards on which the employee is working or from the Federal award alone if the employee’s salary is also paid with non-Federal funds.
The Administrator’s Handbook on EDGAR, page 3222020
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Substitute Systems
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Substitute Systems Generally
Substitute systems may be used in place of these reports if approved by the cognizant agency. These systems are subject to approval if
required by the cognizant or oversight agency.
May include random moment sampling, “rolling” time studies, case counts, or other quantifiable measures of employee effort.
The Administrator’s Handbook on EDGAR, page 31922
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Substitute SystemMay an employee working on multiple cost objectives at the same time document time and effort under a substitute system?
A. Yes B. NoC. It Depends.
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AUDIENCE Q & A
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Time and Effort – Advanced Topics
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Questionable Questioned CostsGoing above and beyond can backfire.
Example 1Recorded time in six minute intervalsUp to 1000 different program codes. Too many user errors.
Example 2“At least semi-annually”Using monthly PARs for employees that
worked on single cost objectives.
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Federal Stipends
If a State-funded employee is paid a stipend with federal funds for attending professional development, does time and effort documentation have to be kept?
A. YesB. No
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Federal Stipends
Federal funds can generally be used to pay for stipends for professional development or other extra-curricular activities.
Time and Effort documentation must be kept.
Maryland January 2013 ARRA Audit - Documentation not kept for employees
partially funded with federal funds.
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De Minimus Benefit
If a teacher works on a single cost objective but also has limited other responsibilities, such as cafeteria or bus duties. This teacher must keep:
A. Monthly PARsB. Semi-annual certifications
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De Minimus BenefitLimited work on another cost objective does not
need to be captured in time and effort records. Employees may work 5% or less on another
cost objective.The worked performed on these limited duties
cannot deprive a benefit from the intended beneficiaries.
The Montana Compact on Time Distribution, at p. 8, Q11.
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Substitute Teachers
Are substitute teachers paid with federal funds required to track their time?
A. YesB. No
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Part-Time Employees
Are part-time employees required to track their time?
A. YesB. No
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Blanket CertificationMultiple employees working on the same single cost objective can be identified on a single semi-annual certification.
A. True B. False
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Blanket CertificationProvides flexibility. Identifies multiple employees working on the
same single cost objective. Must be prepared at least semi-annually. Signed and dated by supervisor with
firsthand knowledge of the employees’ work.
The Montana Compact on Time Distribution, at p. 3.
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Contractors v. EmployeesThe district has a Title I, Part A funded contract with a vendor for afterschool tutoring of Title I students. Do the contractor’s employees need to keep time and effort records?
A. YesB. No
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Characteristics of a Contractor
Provides goods or services within normal business operations.
Provides similar goods or services to others.
Operates in a competitive environment. Provides goods or services that support the
Federal program.Subject to terms of a contract but not
compliance requirements of program. OMB Circular A-133(B) §__.210(c)
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Time and Effort Flexibility
An employee teaches a special education classroom during school hours and provides additional instruction at the school’s afterschool program. The regular school position is paid for with IDEA funds while Title I, Part A funds pay for the after-school position. The employee must keep a PAR. A.TrueB.False
The Administrator’s Handbook on EDGAR, page 323, Example 538
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Time and Effort Flexibility
An employee works on IDEA, Part B and local-funded cost objectives during school hours and provides additional instruction at an after-school program. Title I, Part A funds pay for the after-school position. The employee may:A.Keep a PAR for all activitiesB.Keep a PAR and a semi-annual certificationC.Either A or BD.None of the above
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Bonus Question
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A school receives funding through the USDA National School Lunch Program and direct charges its janitorial staff. If the janitorial staff cleans the entire school, what type of documentation should it keep?
A. PARB. Semi-annual Certification
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Examples - Right or Wrong?
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PAR Example
I certify that for the month of August 2013 I, Michelle Obama, spent my time working on the following programs:
Title I, Admin 20%State programs 30%____
Total 50%Signed: ___/s/____ September 10, 2013
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Semi-Annual Certification Example
I, Britney Spears, certify that I worked 100% of my time on IDEA, Part B from February 1, 2012 to July 31, 2013.
Signature of Employee ____/s/______________Date: August 1, 2013
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Semi-Annual Certification Example
I, Taylor Swift, certify that I worked 100% of my time on Title I, Part A Administration from January 1, 2012 to June 30, 2013.
Signature of Employee ____/s/______________Date: June 20, 2013
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PAR Example
I certify that for the month of October 2013 I, Justin Beiber, spent my time working on the following programs:
21st CCLC, Admin 20%State programs 30%Annual Leave 50%
Total 100%Signed: ___/s/____ November 10, 201345
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Blanket Certification ExampleThis is to certify that the following individuals have worked 100% of their time on the following cost objectives for the months of March 1 to August 31.
Signed: ___/s/____
September 10, 201346
Position Name Cost Objective
Teacher David Copperfield Title I, Part A - Programmatic
Teacher Chris Angel IDEA, Part B – Programmatic
Guidance Counselor Penn Jillette Title III, Equitable Services
Tutor Ray Teller 21st CCLC - Programmatic
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PAR Example
I certify that for the month of October 2013 I, Barack Obama, spent my time working on the following programs:
21st CCLC, Admin 85%State programs 15%____
Total 100%Signed: ___/s/____ November 15, 201347
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Semi-Annual Certification
I certify that for the month of October 2013 I, Orlando Bloom, spent 60% of my time working on Title I, Admin.
I certify 100% that the above information is accurate.
Signed: ___/s/____ November 5, 2013
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Questions??
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Disclaimer
This presentation is intended solely to provide general information and does not constitute
legal advice. Attendance at the presentation or later review of these printed materials does not
create an attorney-client relationship with Brustein & Manasevit, PLLC. You should not take any action based upon any information in this presentation without first consulting legal
counsel familiar with your particular circumstances.
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