Universidad de Zaragoza
Institut de Physique et Chimie des Matériaux de Strasbourg
Institut de Physique et Chimie des Matériaux de Strasbourg
Instituto superior técnico - Universidade de Lisboa
University of Patrras
Faculty of Chemical Technology
Pharmamar
Institut de Physique et Chimie des Matériaux de Strasbourg

Marie Curie Actions

time-sheets

You can download an example of how to complete a monthly time-sheet for a worker here.

 

CONTROL OF TIME-SHEETS.

Question (Juan I. Gallego, 10/01/2012): «The University of Hull (British partner) required from us, as Coordinators, an assertive comment (letter or e-mail) expressing categorically if the time-sheets are compulsory or not for the fellows.
I have found that I can’t give a positive answer: yes or no. Could you help me? I would send your answer to this and the rest of partners (for their knowledge).I have found that I can’t give a positive answer: yes or no. Could you help me? I would send your answer to this and the rest of partners (for their knowledge). From the beginning of the project, I have been advising all the partners to oblige the fellows to make these monthly time-sheets (if the control of time is daily, much better - we use this way at UNIZAR, i. e.), as expressed in our web-site, http://www.unizar.es/dendreamers/time_sheets.htmHaving a look to the answer of the Spanish NCP (he told us that it’s compulsory only for the hired fellows and the project managers; not for the senior researchers), the Guide to Financial Issues relating to FP7 indirect actions (pages 52 to 59) and some pieces of advice given by other institutions (Finance Helpdesk, other Universities, forums, etc.), I would say that this is not absolutely compulsory if the fellows devote the 100 % of their time (as expressed in their contracts); I find this redundant, but strongly advisable, in order to avoid possible problems in the audits, etc. Could you give us instructions about this and have all this clear enough for the University of Hull and the other partners?».
Answer (Officer, 10/01/2012): «To answer your question: the timesheets are compulsory for the project managers, they should use the time sheets of their institution. We do not ask for timesheets for researchers. However if the host organisation, where the researcher is recruited, request them then ESR and ER should fill timesheets and use the template provided by the host organisation».

 

Who must devote persons-months and fill in the time-sheets monthly?

- (Early-Stage Researchers, ESRs).

- (Experienced Researchers, ERs).

- (Visiting Scientists, VS).

- Project Managers.

As soon as you hire the Fellows (ESRs, ERs, etc.), they must sign their time-sheets monthly, according to the persons-months devoted. These figures must be directly related with their contracts, holidays, etc.

 

Although the permanent researchers don't have to fill in time-sheets, it would appropriate to reflect their devotion in a staff file (percentage of their working time, i. e.).

 

(Information provided by the Spanish National Contact Point, 09/07/2009).

 

As far as time-sheets are concerned, I’d like to remind you that this matter is much more important that some of us could think of. The European Commission will control this issue very much so that a partner’s figures don’t diverge too much from the original budget.

As you know, an important part of the budget was set out considering the working hours (that’s to say, Personnel costs - contracted Researchers, etc.) that were supposed to be devoted along the project.

In sum, each partner should control their time-sheets, taking care of not diverging too much from the first arising. To get this, you could adopt any appropriate method. Don’t forget that each partner is responsible for their own financial and managerial activity. Nevertheless, as Coordinators, we must help you as much as possible.

Time-sheets must be managed by each partner. Each of you must control them and have them at the disposal of the European Commission in the event they want to check them. And don’t forget that you should have them with you during five years, once finished the project.

You could begin with a staff file, where each the workers involved in the project is stated (position, working hours devoted monthly, etc.). As this is internal, you could adopt any method. The important thing is an auditor could check all these documents at any time.

Each beneficiary should fill up their own time-sheets, although it is not compulsory to attach them to the annual cost reports. The Officer remarked that the number of man-months could deviate in a +/- 10% of the value proposed in the respective contracts.

It’s important to try to reflect the figures as much correctly as possible. For instance, you know that we usually have some peaks of activity and, on the other hand, we could be relaxed during some weeks. All this should be reflected in our time-sheets reports. The final objective is making the total devoted working hours to match as much as possible with the foreseen figures at the beginning of the project.

You know that we have a certain margin of error, but the shortest the better.

This is an example of document of control. And this is an example of on-line tool:

 

Also you can consult pages 52 to 59 in the Guide to Financial Issues relating to FP7 indirect actions.

 

Pieces of advice given by some institutions:

Finance Helpdesk

University of Cambridge

University of Basel.

 

Juan I. Gallego / Francisco Rubio.

DENDREAMERS © 2009 - Marie Curie Initial Training Network