Timesheet Requirement from the EC

Working time to be charged must be recorded throughout the duration of the project by timesheets, adequately supported by evidence of their reality and reliability. In the absence of timesheets, the contractor must substantiate the cost claimed by reasonable means (alternative evidence) giving an equivalent level of assurance, to be assessed by the auditor. Employees have to record their time on a daily, weekly, or monthly basis using a paper or a computer-based system. The time-records have to be authorised by the project manager or other superior.

If you decide to use timesheets to record working hours then they should meet at least the basic requirements indicated below:

  • full name of beneficiary as indicated in the ECGA;
  • full name of the employee directly contributing to RTD project;
  • title of RTD project as indicated in the ECGA;
  • project account number should be indicated;
  • time period concerned (for instance on daily, weekly, monthly basis) according to the beneficiary's normal practice;
  • amount of hours claimed on the RTD project. All hours claimed must be able to be verified in a reliable manner;
  • full name and a signature of a supervisor (person in charge of the project).

The complete time recording system should enable reconciliation of total hours in cases where personnel work on several projects during the same period. It is important to remember than an effective time-recording system (a system which certifies the reality of the hours worked) is a requisite for the eligibility of the costs. A contract, as a document signed before the work is actually performed, would not be sufficient.

Also, there must be some system allowing the beneficiary to indicate the activity to which the hours have been attributed. It is worth mentioning that the above elements are the basic ones, thus there are no obstacles to running the timesheets in a more detailed way.

Source: Guide to Financial Issues relating to FP7 Indirect Actions

-- FloridaEstrella - 05-Jul-2010

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