SemiAnnual

1
Semi-AnnualTime and Effort Logs

• Maintaining Compliant Documentation for Federally
  Funded Programs
• Division of Compensatory Education, Title I
• August 2006

2
Semi-Annual vs. Time and Effort

• A semi annual certification is completed twice a
  year for staff who are funded solely through 1
  program
• A Time and Effort log (sometimes referred to as a
  Personnel Activity Report) is maintained monthly
  for staff that are funded by at least two
  programs.

3
Semi-Annual Certification Definition

• Employees who are expected to work solely on a
  single Federal program or cost objective, charges
  for their salary will be supported by periodic
  certifications that the employee worked solely on
  that program for the period covered by the
  certification. The certification will be
  prepared at least semi annually and will be
  signed by the employee or supervisory official
  having first hand knowledge of the work performed
  by the employee.
• OMB Circular A-87

4
Time and Effort Definition

• Where employees work on multiple cost
  objectives, a distribution of their salaries will
  be supported by personnel activity reports or
  equivalent documentation which meets the
  following standards
• Must reflect an after the fact distribution of
  the actual activity of each employee,
• Must account for the total activity for which
  each employee is compensated,
• Must be prepared at least monthly and must
  coincide with one or more pay periods, and
• Must be signed by the employee.
• OMB Circular A-87

5
Semi-Annual in a TAS (Targeted Assistance School)

• Title I funded staff that are paid solely from
  Title I funds would complete a Semi-Annual
  certification twice a year.
• The certification can be signed by the employee
  or supervisory official having first hand
  knowledge of the work performed by the employee.

6
Semi-Annual in a SWP (Schoolwide Program) That
Consolidates Funds

• If a school operating a SWP consolidates Federal,
  State and local dollars in a single account, an
  employee who is paid with funds from the single
  account is not required to file a semi-annual
  certification.

7
Semi-Annual in a SWP That Does Not Consolidate
Funds

• If the school operating a SWP does not
  consolidate Federal, State and/ or local funds it
  receives into a single account, an employee must
  meet the following requirements
• An employee who works solely on a single Federal
  program must furnish a semi-annual certification.
• An employee who works on multiple activities
  (Federal, State and/or local) must maintain a
  time and effort log at least once a month.

8
Time and Effort Log in a TAS

• An employee who works on multiple activities
  (Federal, State and/or local) must maintain a
  time and effort log at least once a month.
• The employee must document the portion of time
  and effort dedicated to
• The Federal Program and
• Each program or other cost objective supported by
  other revenue sources.

9
Time and Effort Log in a SWP

• If the school operating a SWP does not
  consolidate Federal, State and/or local funds it
  receives into a single account, an employee must
  meet the following requirements
• An employee who works on multiple activities
  (Federal, State and/or local) must maintain a
  time and effort log at least once a month.

10
Additional Information of Time and Effort Logs

• Time must be documented in hours, not percentages
  on the logs.
• The budget estimates or other distribution
  percentages must be revised at least quarterly,
  if necessary, to reflect changed circumstances.

11
Where do districts keep documentation?

• The principal or the Title I Program
  Administrator should keep all documentation.

12
What should a Time and Effort Log look like?
Complete top portion of log.

• TIME AND EFFORT LOG
• Mary, Right___________
  Title Teacher_____
  Month October_ Year
  2006
• Name First/Last
• 
  Signature____________________
  Supervisors Initial________

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Time and Effort Log Example
Calculate hours after the fact.
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Total hours for each funding source for the month.
Time and Effort Log Example
Grand Total of all hours worked for the month.
15
Time and Effort Log Example
Remember to log sick, holiday, professional
development, and other days.
16
What should a Semi-Annual Certification look like?
Complete top portion.
Semi-Annual Certification Activity Report for
Employees Working on a Single Cost
Objective School Year 2006-07 School/District
Office________Suzy Wrong_____________________ Fed
eral Program______Title I______________________ F
or the Six-Month Period of _________August
06-January 07______________________ Month/Ye
ar I certify that the employee(s) listed below
worked 100 of their time on activities
authorized by the federal program stated above.
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Sample Semi-Annual Certification
______________________________________ __________
__________ Employee or Supervisory Officials
Signature Date This form is to be
completed every six months for any employee who
is paid solely with federal funds from a single
cost objective. A school operating a schoolwide
program and has an employee who works on multiple
cost objectives must maintain a Time and Effort
log unless the school consolidates Federal,
State, and local funds under a single account.
Certification must be signed by employee or
supervisor.
18
Where can I find samples?

• Time and Effort
• http//www.doe.state.in.us/TitleI/docs/sample-time
  -effort-log.xls
• Semi-Annual
• http//www.doe.state.in.us/TitleI/docs/semi-annual
  -certif-sample.doc